Fax • SMS • Email • Voice Module for OpenEMR (oe-module-faxsms)

Unified communications for OpenEMR — enabling Fax, SMS, Email, and optional Voice (RingCentral) features. Compatible with OpenEMR 7.0.4+.

EtherFax Send / Test Warning

When sending a fax to a number within the same etherFax account (common for testing/loopback), EtherFax may reuse the same JobId for the outbound (Sent) job and the inbound (Received) record. Since OpenEMR enforces unique (account + job_id) and does not allow duplicates, the inbound “Received” update can overwrite the existing Sent queue entry — meaning you may not see a full Sent-history for that test fax once it is received.

📘 Overview

This module extends OpenEMR’s communication capabilities, providing clinicians and staff with a single interface to send and receive Faxes, SMS, Emails, and make Voice calls. It supports multiple vendors, allows per-user service permissions, and integrates tightly with OpenEMR’s patient and document management systems.

⚙️ Supported Vendors and Services

⚖️ HIPAA Tip: Avoid transmitting PHI in SMS messages unless your vendor signs a BAA. Use generic appointment or callback notifications instead.

🧩 Installation

1️⃣ Enable the Module

1. Go to Administration → Modules → Manage Modules.
2. Click Unregistered, find Fax SMS Module, and Register → Install → Enable it.
3. The module will appear under the Modules menu.

2️⃣ Install Dependencies

Run the following in your OpenEMR root directory:

composer install && composer dump-autoload -o

3️⃣ Configure Vendor Accounts

Open Modules → Fax • SMS • Email → Setup to enable and configure services.

Global Setup Options

• Enable/disable Fax, SMS, Email, and Voice individually.
• Choose vendors from dropdowns (RingCentral, Twilio, etherFAX, etc.).
• Optionally enable Individual User Accounts (for user-specific credentials).
• Use Dialog Mode for pop-up configuration panels.

Account Setup

After enabling, use the buttons:

• Setup Fax — Enter API key, username/password, or JWT.
• Setup SMS — Enter vendor credentials (SID/Secret for Twilio, JWT or OAuth for RingCentral).
• Setup Email — Configure SMTP host, port, username, password.
• Setup Voice — Configure RingCentral JWT or OAuth credentials.

🔐 User Service Permissions (Fine-Grained Access)

Administrators can now control each user’s access to Fax, SMS, Email, and Voice features independently.

Path: Modules → Fax • SMS • Email → Setup → Users/Permissions

Special Controls:

• Use Primary — Use shared global account credentials.
• Primary User — Designates master account for all services.
• Bulk Toggles — Enable or disable all services per user or per column.

Permission Hierarchy:

1. Global service must be enabled.
2. User must have permission for the service.
3. Appropriate credentials (user-specific or primary) are applied.

Changes apply immediately—no restart required.

📞 RingCentral App Scope Requirements

Minimum Application Scopes (under Security → Application Scopes):

• Call Control
• Edit Message
• Edit Presence
• Internal Messages
• Read Accounts
• Read Call Log
• Read Call Recording (for fax/voice records)
• Read Contacts
• Read Messages
• Read Presence
• RingOut
• SMS
• VoIP Calling
• WebSocketSubscription
• Edit Extensions

These scopes are required for full operation of RingCentral Fax, SMS, and Voice.

⚙️ Background Services (Notifications)

The module includes built-in background jobs for automated SMS and Email reminders.

Configuration

Available under: Modules → Fax • SMS • Email → Background Services

Service Parameters:

• Execution interval (hours; default 24)
• Status display includes last run, next run, and status.

Notes:

• First notifications run within 2 minutes of enablement.
• Each service has its own schedule.
• Services require Phase 1 (Enable Accounts) to be complete.

🧰 Cron Job Example

To automate appointment reminders:

30 8 * * * www-data /usr/bin/php \
  /var/www/openemr/interface/modules/custom_modules/oe-module-faxsms/library/rc_sms_notification.php \
  site=default user=admin type=sms testrun=0 >/dev/null 2>&1

Parameters:

• site – OpenEMR site ID (e.g., default)
• user – Username for execution
• type – sms or email
• testrun – 1 for dry run, 0 to send

🔒 Security and Compliance

• All forms use CSRF tokens.
• ACL and User Service Permissions enforce multi-layered access control.
• Individual User Accounts isolate credentials and usage.
• Usage is tracked per username.
• GPL-3 License applies.

🧾 Troubleshooting

🧠 Best Practices

Initial Setup

1. Enable only necessary services.
2. Configure vendor credentials before user permissions.
3. Test with one user.
4. Schedule background jobs during low-usage periods.

User Management

• Use Primary Account for shared credentials.
• Review permissions quarterly.
• Use Individual Accounts for auditing.

Background Jobs

• Adjust execution frequency for practice size.
• Monitor logs for errors.
• Back up configuration files.

🧾 License

This module is distributed under the GNU General Public License v3.0 (GPL-3).

📚 References

• Repository Path: interface/modules/custom_modules/oe-module-faxsms
• OpenEMR Forum Topic: Newly Improved Fax, SMS and Email Module – Community Discussion
• Vendor Docs: RingCentral Developer Portal etherFAX Twilio Docs

🧩 Version / Change Log

7.0.4 — November 28, 2025

• Added User Service Permissions (per-user Fax/SMS/Email/Voice control)
• Integrated Voice (RingCentral) web phone widget
• Improved Background Services (SMS & Email reminders)
• Enhanced Vendor Setup flow (Dialog & Panel modes)
• Added full RingCentral Scopes documentation
• Security hardening (CSRF tokens, ACL enforcement)
• Documentation consolidated into one authoritative README

7.0.3 and Earlier

• Initial release supporting Twilio SMS and etherFAX
• Added abstract dispatch layer for vendor API integration
• Introduced per-call arbitration for fax/SMS services

Maintained by: OpenEMR Community Lead Developer: Jerry Padgett Version: 7.0.4 License: GPL-3 Module Path: interface/modules/custom_modules/oe-module-faxsms