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File a received fax to a patient chart

Every fax that lands in Medipyxis stays in the Received Fax queue until you triage it. This how-to covers filing a fax to a specific patient's chart so it stops appearing in the queue and starts appearing on the chart's Documents tab.

Before you start

• You know which patient the fax belongs to (patient name and DOB are enough).
• The patient already exists in Medipyxis. If not, create the patient in Patient Management or Referral Intake first — the fax cannot be filed to a chart that doesn't exist.

Steps

1. Open Received Fax from More → Received Fax.
2. Click the fax row. The triage panel opens on the right with the fax preview, sender number, page count, and received timestamp.
3. Search the patient. Type the patient's name or DOB in the search field. Match on the row that opens — the panel confirms the selected patient with name, DOB, and MRN.
4. Rename the file (optional). By default the fax is filed with its original file name. Enter a custom file name if you want a friendlier label on the chart (for example, Wound culture result 2026-08-15).
5. Add triage notes (optional). Notes are stored on the audit trail and visible to anyone reviewing the chart later.
6. Click File to Patient Chart. The document lands on the patient's Documents tab under Faxes and the fax row leaves the pending queue.

Result

• The fax appears on the patient's Documents tab, with the file name you chose and a link back to the original queue entry.
• The Received Fax queue removes the row from the pending list. Search All faxes or Filed faxes to find it again.
• The audit log records who filed the fax, when, and the triage notes you added.

Filing a fax is tenant-scoped. You can only file to patients in the facility that owns the fax — the edge function rejects cross-facility filings, so you won't accidentally attach a fax to a chart in another practice.

Re-file the same fax

Filing the exact same fax to the same patient a second time is safe:

• The chart is not duplicated. The system detects the existing chart row and returns already_filed: true.
• The queue re-attempts the routing step if it failed the first time. Use this to recover a fax that filed to the chart but stayed pending in the queue (see troubleshooting).

Also attach to a lab order

If the fax is a lab result, you can attach it to a specific lab order in addition to filing it to the chart:

1. After filing to chart, the triage panel loads the patient's open lab orders.
2. Pick the matching order.
3. Click Attach to Lab Order. The fax appears as a result on that order in Orders & DME.

Both actions can be done from the same triage session — you do not need to reopen the fax.

Troubleshooting

Symptom	Likely cause	What to do
"Document filed, but this fax could not be marked as routed"	Chart write succeeded; queue update failed	Click File to Patient Chart again — the re-file retries the queue update
"You do not have access to this fax"	Fax belongs to another facility in your organization	Switch to that facility from the Organization Selector, then reopen the fax
Patient search returns no results	Patient not created yet, or you are looking in the wrong facility	Create the patient in Patient Management or Referral Intake first
No PDF preview shown	The fax file did not finish uploading from the fax vendor	Wait 30 seconds and reload. If it persists, contact support with the fax ID
Filed fax not visible on chart	Chart cache stale	Open the patient's Documents tab and pull to refresh, or reload the browser

Related

• Received Fax overview — the full queue workflow, sender allowlists, and archive actions.
• Referral intake — inbound faxes that create a new referral instead of filing to an existing chart.