Once a fax is linked to a patient, file it. What the button says depends on your EHR: File to chart, Sync to ModMed, Insert into Practice Fusion, Post to patient document, Insert into DrChrono, and so on. HealOS uses the connection you already set up under Integrations.
Filing puts the fax PDF in the patient's chart, and for the EHRs that support it also pushes the extracted values rather than just the image. When it lands you will see a confirmation — "Document posted", "Filed to SimplePractice", "The fax PDF is in the patient's ModMed chart" — and the row is marked as in the chart so nobody files it twice.
Why filing is greyed out or fails
- "Link a patient first to enable sync." No patient is linked yet.
- "Practice Fusion is turned off." Open Integrations → Practice Fusion → Manage and switch it on. Practice Fusion filing runs through the browser extension, so a Practice Fusion tab has to be open — HealOS says "Open Practice Fusion in a tab. The extension will start syncing now."
- "DrChrono needs to be reconnected." The EHR connection expired. Reconnect it under Integrations; nothing in the inbox is lost.
- "More than one client could be this patient." Pick the right chart, or create a new patient.
- Filing failed with no obvious reason: retry from the row menu once. If it fails again, send us the fax's date and the patient initials — the error the EHR returned is in our logs and usually names a required field the chart is missing.
Creating the patient from a fax
Where the EHR allows it, Create patient in … makes the chart from the extracted demographics and then files the document into it in one step. Check the date of birth before you confirm; a fax cover sheet is the most common place a wrong one comes from.