ALOHA® Voice eliminates the need for clunky fax machines. Send and receive encrypted, HIPAA-compliant faxes directly from your platform—no extra phone lines or maintenance required.
✨ When You Need This Guide
This guide is your go-to resource for secure medical communication. Refer to this when:
You need to send an Urgent Medical fax to another provider.
You want to check the real-time delivery status (Delivered, Failed, or Sending).
You need to search your history for a specific fax sent last month.
A fax failed and you need to use the one-click resend feature.
What This Covers (And What It Doesn't)
✅ Covers: Sending new faxes, using medical cover sheet templates, tracking delivery, and managing your digital inbox.
❌ Doesn't Cover: Physical fax machine hardware troubleshooting or porting phone numbers.
Prerequisites/You'll Need:
An active ALOHA Voice subscription with the E-Fax add-on.
Digital files in PDF format.
✅ Send a New Fax
Aloha Voice makes it easy to send faxes directly from the app's main menu.
Open the Fax Tool: From the main menu, click on the Phones tab and select Send Fax.
Add Your Recipient (Required Step): Enter the Recipient Name and Fax Number. Then, click the + Add Recipient button.
You will know it worked when the person’s information moves to a list directly underneath the entry fields. If you don't add at least 1 recipient, you won't be able to send the fax!
Fill out the details. Enter a subject, a cover message, or select the Cover Sheet Template you would like to use.
Choose a cover sheet. Select a cover sheet template that you have created.
Add Your Files: Drag and drop your PDF files. The app will automatically validate the file size and format for you.
Send or Save Fax. When you've finished creating your fax, you can save it as a draft in your Fax Inbox by clicking the Disk Icon(
) or send it by clicking Send Fax.
✅ Manage Your Fax Boxes
You can easily manage all of your sent and received faxes in the Fax Boxes section.
Inbox: View received faxes in a sortable table. You can Reply, Forward, or Download a PDF copy for your compliance records.
Outbox: This is your audit trail. Every fax has a status:
Delivered: The fax was successfully received.
Sending: The transmission is currently in progress.
Failed: The fax didn't go through. Use the one-click resend button to try again instantly.
Search: Use the search bar to find any fax by Recipient Name, Phone Number, or Subject.
✅ Customize Your Cover Sheets
ALOHA allows you to create a professional look for every outgoing document. To manage these, go to the Phone Tab > Fax Cover Sheets section.
Preview Your Work: You can view your main template at any time to see how your practice info is displayed.
Edit or Duplicate: Don't want to start from scratch? Duplicate an existing template to make a quick variation, or click Edit to update your current one.
Update the Details: You can change the Name, Description, and Category. More importantly, you can customize the Header and Footer messages to include specific legal disclaimers or office notes.
Instant Updates: When you change your office contact details in the settings, they update across all your templates automatically!
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
The "Send Fax" button is greyed out. | You likely entered a fax number but didn't click the "Add" button. | Click the + Add Recipient button to lock in the destination. |
My fax status says "Failed." | The receiving machine may be busy or out of paper. | Click the Resend button in your Outbox to try again instantly. |
I want to change the disclaimer at the bottom. | This is controlled in your template settings. | Go to Phone > Fax Cover Sheets and edit the Footer Message. |
🎉 You'll Know It's Working When:
The recipient's info moves to the list below the entry field after clicking + Add Recipient.
Your Outbox shows a "Delivered" status with a green indicator.
Your customized header and footer appear correctly in the Live Preview.
💬 Need Help? We're Here!
If you're having trouble sending a fax or need help setting up your templates, our team is ready to help!
Phone: 800-563-0469 Email: support@getaloha.com