AI Fax Automation for Healthcare

Eliminate Manual Fax Workflows with HealOS

Fax remains one of the most widely used communication methods in healthcare and one of the most inefficient. Manual fax processing slows care, creates data entry errors, and drains staff time. HealOS delivers an AI-powered Fax Automation agent built for healthcare. Our platform ingests incoming and outgoing faxes, extracts structured data, routes documents intelligently, and updates connected systems automatically.

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Why Fax Workflows Are Broken Today

Healthcare fax workflows rely heavily on manual handling.

Staff manually reading and sorting faxes

Re-keying patient data into EHRs and systems

Lost or misrouted fax documents

Delays in referrals, authorizations, and orders

Poor visibility and auditability

High administrative workload

Traditional fax machines and eFax tools only digitize paper. They do not automate workflows. AI fax automation is now required.

HealOS for Fax Automation

HealOS is an AI fax automation solution purpose-built for healthcare operations. It transforms unstructured fax documents into structured, actionable data automatically routing, updating systems, and triggering workflows across your organization.

~21 Days
Typical Go-Live Timeline
90%+ of Fax Workflows Automated
Fax Automation Coverage
100% Pilot Graduation
Deployment Conversion Rate

How HealOS Automates Fax Processing

Step 1

Intelligent Fax Ingestion

HealOS ingests inbound and outbound faxes from fax servers, eFax providers, and fax gateways in real time. Documents are securely captured and queued for automation.

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Step 2

AI Data Extraction

Using OCR and medical AI models, HealOS extracts patient data, provider details, diagnoses, orders, and attachments from faxed documents.

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Step 3

Classification & Routing

HealOS automatically classifies faxes (referrals, prior auths, lab orders, records, and billing) and routes them to the correct system or workflow.

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Step 4

System Updates & Workflow Triggers

Extracted data is written directly into EHRs, CRMs, RCM tools, or task queues, triggering downstream workflows automatically.

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Step 5

Audit Trails & Monitoring

HealOS logs every fax, data change, and action taken, providing complete visibility and audit readiness.

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Core Capabilities for Fax Automation

AI-Driven Fax Data Extraction

AI-Driven Fax Data Extraction

HealOS converts faxed documents into structured data automatically, eliminating manual review and data entry.

Intelligent Fax Classification

Intelligent Fax Classification

HealOS identifies fax types and routes them accurately across clinical, administrative, and revenue workflows.

EHR & System Integration

EHR & System Integration

HealOS updates EHRs, practice management systems, RCM tools, and CRMs automatically using APIs and FHIR standards.

Exception Handling & Human Review

Exception Handling & Human Review

HealOS flags low-confidence faxes for optional human review, ensuring accuracy without slowing automation.

End-to-End Fax Workflow Automation

End-to-End Fax Workflow Automation

From receipt to resolution, HealOS automates fax processing across the full healthcare document lifecycle.

Measurable Impact Across Operations

See immediate results from AI fax automation.

8×
Faster Document Processing
85%
Reduction in Manual Data Entry
70%
Fewer Errors & Lost Faxes
40%
Increase in Staff Productivity

Who HealOS Is Built For

Hospitals & Health Systems

Automate high-volume payment posting across departments and facilities with consistent accuracy and full audit visibility.

Physician Groups

Reduce posting delays and improve financial accuracy without adding billing staff.

Behavioral Health Providers

Handle complex remittances and payer adjustments with ease across multiple payers.

Specialty Clinics

Maintain clean financial records and faster reconciliation without operational overhead.

Telehealth Providers

Reconcile payments quickly across virtual care encounters and digital billing workflows.

Security & Compliance

HIPAA Compliant

HIPAA Compliant

Secure PHI handling without storage

SOC 2 Type II Certified

SOC 2 Type II Certified

Independently audited enterprise security

Secure Authentication

SSO and multi-factor access controls

Frequently Asked Questions

Start Automating Fax Workflows

HealOS delivers AI-powered fax automation that improves speed, accuracy, and operational efficiency across healthcare workflows.

Book a HealOS Demo