Fax Referral Source

TherapyAppointment isn't meant to replace your existing faxing solution, but our Fax Referral Source can help in a few common cases, like communicating with outside providers or coordinating and updating your clients' care.

Fax a Referral Source

Required Roles: Owner, Manager, Therapist, or Record Custodian

To access this tool, go to:

  • Clients (left menu)
  • Click on the client's name
  • Then click Records (top tab)


  • Find the section Fax Referral Source near the bottom
  • Click


Note: there is a dropdown option if more than one provider sees this client.

Fax screen:


To:

  • This pulls from your list of Practice Contacts
  • The fax number can also be changed manually while sending the fax

If your contact isn't there:

  • Use the Practice Contacts (located in Settings) first to add or edit your contact
  • This requires owner or manager role. If you don't have access, ask your owner or manager to add one for you

Fax screen:

The system conveniently pre-fills message details about the client with information pulled from client session notes and records:

  • Client information demographics
  • Diagnosis
  • If a treatment plan exists
  • If a follow-up appointment has been scheduled. 

Make any edits or additions in the fax content box.

Note: We do not recommend sending chart notes this way, as it is not intended to replace your existing faxing solution. A simplified overview of the client's status, or any other relevant notations is the intended use of this feature.

Additional Options

Additional options for faxing beneath the content includes:

  • Creating a Quick Note entry for the fax (optional)
  • PHI release log details (required) indicating:
    • Who you released the information to
    • What was released
    • And the purpose of release


Once complete, click (bottom right) to send the fax.

Here's an example of what a fax looks like.

Related Articles