Medman · Fax automation

Healthcare fax automation that clears the pile before your staff arrive.

Nobody opens every fax to see who it belongs to anymore. Medman reads every page as it arrives, sorts it into one of 21 categories, attaches it to the right patient and tells your staff what to do next. Your team makes every decision.

Keep your fax number · Free 14-day trial · No annual contract

Medman Inbox, filtered to faxes · fictional practice and patients

Practices using Medman

  • Rosen Vein Care
  • Valley Diabetes & Obesity
  • Trinity Wellness Center
How it works

From the fax line to the right desk.

What it reads

The faxes that wait too long, handled first.

  • Refill requests

    “Please authorize or deny”

    A pharmacy fax says the patient has 0 refills left, and it sits under the morning pile.

    Medman pulls out the drug, strength, sig, quantity and pharmacy store number, flags that the patient is out of medication, and routes it to the prescriber. Your clinician approves or denies.

  • Pharmacy questions

    “Alternative requested”

    A pharmacy asks for a covered alternative while the patient waits at the counter.

    It is marked high priority with the pharmacy’s phone and fax, so your prescriber can answer the same day.

  • Denials and approvals

    “Your appeal must be received by”

    A denial letter with an appeal deadline looks like every other plan letter.

    Approvals and denials get their own categories, and the appeal deadline is called out on the fax.

  • Repeat and duplicate faxes

    “Second request”

    The same fax arrives twice, or a sender tries again because nobody answered.

    Duplicates are matched on patient, sender, type and page count within 48 hours. A second attempt is flagged as a follow-up to an unanswered request.

21 categories

Every fax gets a category and a priority.

Trained on thousands of faxes from real practices. Priority rises when a fax says RESPONSE REQUESTED, a patient is out of medication, or an authorization is about to expire.

High priority

  • Prior authorization requests
  • Pharmacy new Rx and clarifications
  • Hospital and discharge records
  • DME, supply orders and CMNs
  • Insurance auth denials
  • Utilization management

Medium priority

  • Refill requests
  • Radiology and imaging
  • Specialist consult reports
  • Insurance auth approvals
  • Health plan communications
  • Hospice and home health
  • Referrals
  • Patient forms
  • Records requests
  • IPA communications
  • Lab results
  • Medication and therapy alerts

Low priority

  • Clinical notes from other providers
  • Provider bulletins
  • Junk and spam
What it pulls out

The details your staff would otherwise retype.

  • Patient: name, date of birth, phone, address, and member ID, Rx number or MRN
  • Sender: facility, fax number, receiving provider and specialist type
  • Insurance: health plan and whether the fax is an approval, denial, inquiry or notice
  • Clinical: diagnoses and ICD codes, plus drug, dose, sig, quantity and refills
  • Pharmacy: name, store number, phone, fax and address
  • Next steps: a plain summary, a next action, and separate tasks with a suggested role
Live in independent practices

From 120 minutes a day to 15.

Time spent sorting the inbox at Valley Diabetes & Obesity. Modeled from production data at our founding design partner, an independent practice in Modesto, CA. Results vary by practice.

How the inbox triage agent works →

Your team stays in charge

It sorts and routes. Your staff decide.

Every fax carries a confidence score. A fax Medman is unsure of is marked Uncategorized and goes to a person with the reason attached, and a field it cannot find stays blank. Medman never approves a refill or answers the pharmacy, and every routing decision is logged and reviewable.

Works with what you have

Your fax service, your EHR, a signed BAA.

Medman reads whatever your fax service delivers and matches each fax to the chart. We sign a Business Associate Agreement before any patient data moves.

  • AdvancedMD
  • DrChrono
  • Tebra
  • Practice Fusion
  • athenahealth
  • ModMed
  • eClinicalWorks
  • Many more, including yours
Pricing

One flat rate, with unlimited routing.

Practice Plan

1–5 providers. Unlimited message routing per provider.

$249 / provider / month

Group Plan

6+ providers. Unlimited message routing per provider.

$225 / provider / month
Questions

Questions practice managers ask first.

What is healthcare fax automation?

It reads each incoming fax, works out what it is, attaches it to the right patient and routes it to the person who handles it. Your staff stop opening every fax to decide who it belongs to.

What kinds of fax can it sort?

Medman sorts faxes into 21 categories, from prior authorization requests and pharmacy clarifications to lab results, referrals, plan bulletins and junk, each with a default priority.

Does it read the whole fax?

Yes. It reads every page, including tables, form fields and legible handwriting, because signatures and insurance details often sit on later pages.

Do we have to change our fax number or provider?

No. Medman reads whatever your fax service delivers.

How much can be routed automatically?

70–80% of messages are routed automatically. The share depends on what arrives in your inbox.

What happens with a fax it can’t read?

It is not guessed at. Below a set confidence level a fax is marked Uncategorized, with the reason in its summary, and goes to a person. A field it cannot find is left blank.

Does it catch duplicate faxes?

Yes. A fax with the same patient, sender, category and page count within 48 hours is marked as a duplicate of the original.

Does it work with our EHR?

Yes. Medman matches each fax to the chart in AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks. New EHRs connect on request.

Does it approve refills or book patients?

No. Your clinician approves refills and your scheduler books the visit. Medman sorts and routes, and your team finishes the work.

Is patient information handled safely?

Yes. We sign a Business Associate Agreement before any patient data moves, and every routing decision is logged and reviewable.

What does it cost?

A flat monthly rate per provider with unlimited routing: $249 per provider per month for 1–5 providers, $225 for 6+ providers. Every agent starts with a free 14-day trial, and there is no annual contract.

See your own faxes sorted.

Free 14-day trial, no annual contract. Keep your fax number.