Cover Letter for E-Fax

Healthie automatically attaches a Cover Letter to all e-faxes sent through the platform. 

This is useful for sharing your contact information, so recipients quickly know who a fax is from, as well as providing a summary overview about a client encounter, or content of the fax notes.  

Healthie's Cover Letter Template enables you to add your own text into a pre-defined form field, while also automatically pulling in your relevant business information to save you time and build brand consistency. 


Manage Your Fax Cover Letter

When you Send an E-fax, Healthie will prompt you to complete fields that generates your Cover Letter. 

The following fields will pre-populate on your fax cover page: 

  • Business name (This is pulled from your Brand information)
  • Business address (from your Business
  • Logo on file
  • Provider email address
  • Provider phone number

Additionally, you are able to edit the following fields, specific to your Cover Letter:

  • Subject line:  Ex: Session Notes on Jane Smith
  • Remarks: Ex: Saw client on 3/24/20 for XYZ reason. Please find attached notes covering our session together.
  • Recipient Contact Information: You are able to add Recipient's Name, Fax Number, and Business Name. This information can also be pulled from saved information on file from a Client's Personal Information.

This is a sample of what your E-Fax Cover Letter will look like

Best practices & HIPAA disclaimer for faxes

If you would like to add additional fields near the beginning of your E-fax, Note, We recommend adding a summary section  to the top of your Charting Template, to include Client Information such as Metrics, Care Plans, ICD-10 / CPT codes, and other priority information. 

As another best practice, we suggest adding a HIPAA-disclaimer to any outgoing fax. 

To add a HIPAA disclaimer to a fax within Healthie: 

  • Select "Include Cover Sheet" when creating your e-Fax
  • Select "Include HIPAA disclaimer

When this option is selected, the following content will automatically be added to the cover of your fax sheet: 

"This communication may contain confidential information that is privileged and legally protected from disclosure by federal law including the Health Insurance Portability and Accountability Act (HIPAA). This information is intended for only the use of the individual or entity named above. If you are not the intended recipient, you are hereby notified that reading, disseminating, disclosing, distributing, copying, acting upon, or otherwise using the information contained in this correspondence is strictly prohibited. If you have received this email in error, please forward this message back to the sender or contact them directly, delete this message from all electronic storage medium and destroy all copies."

Frequently Asked Questions

Can I modify the formatting of my Cover Letter Template? 

At this time, it is not possible to customize the format of this Cover Letter. We are working on updates to this Template, and will update this article when these become available.

Can I change the Phone Number that is showing on the Cover Letter? 

The phone number on the Fax Cover Letter pulls directly in from the provider's profile in Healthie. This is generally the provider's cell number. We recommend having the provider change their phone number on file to a business phone number if they prefer this information not be displayed on the fax. 

Where does information for the Fax Cover Letter populate from? 

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