Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt

Use this file to discover all available pages before exploring further.

StrataEMR includes built-in faxing for both outbound and inbound documents. You can fax Plans of Care and clinical documents directly to referring providers, and receive signed documents back into a dedicated fax inbox — no separate fax machine or account required.
Access: All staff can view inbound faxes and attach them to patient charts. Sending faxes from the Clinical Documents page requires Clinical Staff permissions or above. Therapy Directors can edit fax cover sheet templates.

​
Outbound Faxing

​
Sending a Stored or Clinical Document

Outbound faxing of documents is initiated from either the Faxing or Clinical Documents pages within a patient’s case.
  1. Open the patient’s case and navigate to Patient Menu Bar > Documents > Clinical Documents to fax a clinical document or Patient Menu Bar > Documents > Faxing to fax either stored documents or a combination of clinical and stored documents.
  2. Check the box next to each document you want to fax.
  3. Click Fax All Checked Items at the top of the page.
  4. On the fax cover sheet, click Quick Select to auto-populate the referring physician’s information from the Case Info page.
  5. Confirm or adjust the destination fax number.
  6. Click Send Fax.
After sending, StrataEMR automatically creates a Pending Signature task on your dashboard as a reminder that you are awaiting the physician’s signature on the faxed document. A contact note is also appended to the patient’s record confirming what was faxed, to whom, and to which fax number.
Faxing Required task: When a clinician completes an Initial Evaluation or another document with a Plan of Care, StrataEMR automatically creates a Faxing Required task on the dashboard. Completing this task by sending the fax converts it into a Pending Signature task.

​
How the Referring Provider Fax Number is Populated

StrataEMR pulls the destination fax number from the referring provider’s record, which is set on the patient’s Case Info page. When you use Quick Select on the fax cover sheet, this information populates automatically. If the referring provider’s fax number is missing or incorrect, update it on the referrer’s record before sending. You can also enter a fax number manually on the cover sheet for a one-time send.
Missing fax numbers: If no fax number exists for the referring provider and none is entered manually, the fax will not send. Resolve the number on the referrer record before retrying.

​
Checking Fax Status

After sending a fax, you can confirm whether it was delivered successfully from the patient’s Contact History page. Navigate to Patient Menu Bar > Tasks & Contact > Contact History
Clean Shot 2026 04 29 At 16 13 52
Each outbound fax appears as a line item in the contact history log. To check delivery status:
  1. Locate the fax entry in the list.
  2. Click the circle arrows icon (↻) next to the entry to refresh and load the current delivery status. The fax confirmation text opens, showing whether the fax was delivered, is still in progress, or failed.
  3. Click the download icon to download the fax confirmation page. The confirmation page displays the transmission result so you can verify the fax reached its destination before following up with the referring provider.
No failed fax task yet? If you just sent the fax and are checking immediately, the status may still show as in progress. Wait a few minutes and refresh again. If the fax ultimately fails, StrataEMR will create a Failed Fax task on your dashboard automatically.

​
Inbound Faxing

StrataEMR can provide each practice with a dedicated inbound fax number. This number appears on all outgoing fax cover sheets so the physician knows where to return the signed document.

​
QR Code–Assisted Document Return

Every clinical document faxed from StrataEMR for signature includes a QR code on the signature page. When the physician signs and faxes the document back to your practice’s inbound fax number, StrataEMR reads the QR code automatically. The system then:
  • Attaches the returned document directly to the correct patient’s case as a Stored Document
  • Clears any pending follow-up tasks associated with that fax
This means you do not need to manually route an inbound fax to the right patient — the QR code handles it for you. Plan of Care returns: When StrataEMR successfully identifies a returned Plan of Care via QR code, it also creates a Plan of Care Received administrative task, due 14 days from receipt. This task serves as a prompt to confirm the signed POC is on file and accounted for before it affects billing. See Plan of Care for more on how certification periods connect to billing.
QR code degradation: If the returned fax is low quality or the QR code was clipped during transmission, StrataEMR will not be able to auto-identify the document. The fax will land in the inbound queue for manual review, and no notification is sent to staff. If a signed Plan of Care is overdue, check the inbound fax queue directly rather than waiting for a task to appear.
Follow-up tasks: When sending a fax, you can opt in to a follow-up reminder using the Followup dropdown on the fax cover sheet. If the signed document is returned and the QR code is successfully read, StrataEMR clears this task automatically. If the document is returned without a readable QR code, you will need to attach it manually and clear the task yourself.

​
Inbound Fax Queue

An inbound fax indicator in the top-right corner of your dashboard displays the number of faxes pending review. Click the fax inbox icon to open the inbound fax queue. This queue is used for faxes like physician referrals for treatment. From the fax inbox you can:
  • View received faxes in PDF format
  • Attach each fax to the correct patient account manually using the patient dropdown.

​
Failed Faxes

​
How StrataEMR Handles Failures

When a fax fails, StrataEMR automatically retries the send multiple times. If the fax remains unreachable after three attempts, it stops retrying and creates a Failed Fax task on your dashboard.

​
Resending a Failed Fax

  1. Find the Failed Fax task on your Tasks page or within the patient’s case.
  2. Open the task and click the Clinical Documents link.
  3. Check the box next to the failed document.
  4. Click Fax All Checked Items to resend.

​
Common Causes of Fax Failures

CauseWhat to do
Busy signal at receiving endRetry — StrataEMR will attempt multiple times automatically
Bad or incorrect fax numberCorrect the number on the referrer record and resend
Poor line qualityCall the recipient’s fax number directly to confirm it’s active
Too many pagesSplit the send into smaller batches if the document is very long
Check the number first. Most fax failures trace back to a problem at the destination. Before resending, call the recipient’s fax number from a regular phone to confirm it is active and answering.