Fax Inbox
Live todayHealthcare fax management software that turns faxes into referrals
Every inbound fax lands in a triage queue, gets OCR'd and read by AI, and is linked to a client or turned into a New Intake card — in minutes, with the source document attached.
Pediatric Partners
Carolina Dev. Clinic
Unknown · 919-555-0142
AI extraction
Gemini OCR · 98% confidence- Referral type
- ABA assessment
- Referring provider
- Dr. ██████, MD
- Client
- ██████ ██████
- DOB
- ██/██/20██
- Payer
- BCBS NC
- Diagnosis
- F84.0
What is the TargetFlo Fax Inbox?
The TargetFlo Fax Inbox is healthcare fax management software for ABA therapy centers. It syncs inbound faxes from RingCentral and other cloud fax providers into a triage queue, runs OCR and Gemini AI extraction on every page, and links the document to a client record or a referral card in the intake pipeline. Extracted PHI is stored in an isolated schema — see Security & Compliance.
How it works
Fax to pipeline stage in five steps
Referring physicians still fax. Your team should not have to print, read, retype, and forward.
- 01
Fax arrives
RingCentral (or your provider) delivers the document to TargetFlo. It appears in the triage queue for the right location.
- 02
OCR and AI extract
Pages are OCR'd; Gemini extracts referral fields with a confidence score and redacts nothing you need to see.
- 03
Coordinator triages
Review the extraction side by side with the page image. Accept, correct, or flag for follow-up.
- 04
Link or create referral
Attach to the suggested client or referral, or create a new New Intake card with the client record behind it.
- 05
Pipeline stage advances
The referral moves with its documents attached; the fax is archived with a full audit trail.
Capabilities
What the triage queue does for intake coordinators
RingCentral sync (live)
Inbound webhooks deliver every fax to TargetFlo within seconds; a periodic sync backfills anything a webhook missed.
Triage queue
Every fax lands in a queue with sender, page count, arrival time, and a status: needs review, OCR complete, linked, or archived.
OCR on every page
Scanned referral packets become searchable text — including handwritten cover sheets — so nobody retypes a phone number.
Gemini AI extraction
Referral type, referring provider, client name, DOB, payer, and diagnosis code are extracted with a confidence score.
Link to client or referral
TargetFlo suggests the matching client or referral card. Confirm with one click, or create a new referral from the fax.
Create referral from fax
A new fax becomes a New Intake card with the client record, extracted fields, and the source document already attached.
Time-to-link tracking
The dashboard shows how many faxes are waiting and how long they wait, by location — a leading indicator of referral leakage.
PHI-safe by design
Fax images and extracted PHI are stored in the isolated PHI schema and encrypted storage; queue metadata stays in ops.
OCR + Gemini AI extraction
Read the fax once. By software.
TargetFlo OCRs every page and asks Gemini to pull the fields an intake coordinator would otherwise type by hand. Each field has a confidence score; low-confidence fields are highlighted for review beside the page image.
- Referral type, referring provider, client name, DOB, payer, and diagnosis code
- Suggested match to an existing client or referral, ranked by confidence
- Human confirms every extraction — AI assists, it never files on its own
- Corrections are stored, so extraction quality is auditable over time
| Field | What is extracted | How TargetFlo uses it |
|---|---|---|
| Referral type | ABA assessment, re-authorization, records request | Routes to the right queue and checklist |
| Referring provider | Name, practice, NPI when present | Populates the referral card and provider directory |
| Client name & DOB | Extracted to the PHI schema only | Drives client matching; never shown in ops views |
| Payer & member ID | Insurance carrier, plan, ID | Pre-fills the Insurance stage and the 270/271 check |
| Diagnosis code | ICD-10, e.g. F84.0 | Attached to the client record for clinical review |
| Confidence | Per-field score from Gemini | Low-confidence fields are highlighted for human review |
Bring your fax provider
TargetFlo normalizes inbound documents into your intake workflow
RingCentral is the primary live integration. Keep the number your referral sources already know; TargetFlo connects to the provider behind it.
Inbound webhooks, sync, and SMS — the primary live integration.
Enterprise cloud fax.
Healthcare-friendly cloud fax.
High-volume document fax.
Enterprise on-prem/cloud hybrid.
Modern API-first fax platforms.
Details on webhooks, sync, and setup per provider on the fax integrations page.
PHI-safe handling
The queue shows metadata. The record holds the PHI.
A fax is protected health information the moment it arrives. TargetFlo treats it that way: page images and extracted identity fields go to the isolated PHI schema and encrypted storage, while the triage queue works from sender, page count, and status.
- Fax images stored encrypted in Google Cloud Storage with role-scoped access
- Extracted client name, DOB, and member ID written only to the PHI schema
- Every view, link, and download logged to the client's activity timeline
- No fax content in SMS notifications — the PHI guard blocks it
ops schema
Sender number, pages, arrival time, queue status, assigned coordinator, time-to-link.
phi schema
Page images, client name, DOB, member ID, diagnosis. Encrypted, isolated, access-logged.
Review view
Coordinators see extraction beside the page image — only for faxes at their location.
Audit
Who linked which fax to which record, and when. Exportable for compliance review.
FAQ
Fax Inbox FAQs
Related features
Watch a fax become a referral card in your demo
Book a 30-minute demo. We map your current intake process to the 9-stage pipeline and show how fax, eligibility, tasks, and the parent portal fit together.