Phone, text and fax in one place for the practice and the firm
PBXflex is a business phone system with shared texting and electronic fax built in. Clinics use it for appointment traffic, referral faxes and follow-ups. Accounting and tax firms use it for client texts, document fax and seasonal call volume, without bolting on separate tools.
Why practices and firms choose it
Shared business texting, not personal mobiles
Front desk, nursing, billing and tax staff text from the practice or firm number. Threads live in a shared inbox, so a conversation survives time off, shift changes and busy season.
Fax that matches how healthcare and finance work
Inbound and outbound fax sits next to your other channels. Documents arrive as files your team can open, file and follow up on, with no toner, paper jams or second line.
Call flows built for Monday morning and deadline week
IVRs, ring groups, queues and callbacks handle the rush when every line lights up, and after-hours routing never leaves a caller in silence.
Business texting for patients and clients
SMS and MMS on your practice or firm number, in a shared inbox. RCS is coming, with early access on the RCS page.
One inbox for your business numbers
The front desk and partners work the same patient and client threads, so a conversation survives time off, shift changes and busy season.
Scheduled messages
Schedule appointment reminders and document requests before Monday morning or a filing deadline, attachments included.
Saved replies the whole team shares
Keep the replies you send every day (directions, prep instructions, "documents received") in a searchable library, and insert one in a click.
See all texting features (8)
Search what was said
Search covers the words in your messages, not just names and numbers. Find "estimate" or "W‑2" without scrolling a whole season of threads.
PDFs and photos in the thread
Send forms, estimates and engagement letters as PDFs. Drop in a photo of an insurance card or a receipt, and it is resized to fit, so fewer sends fail.
Signatures and away messages
Texts sign off as the practice or firm. When the desk is closed, an automatic reply tells people when to expect an answer.
Delivery receipts, with the reason when a text fails
See whether each text arrived. When one does not, the conversation shows the carrier's reason, and failed sends retry automatically where they can.
Notes, drafts and typing indicators
Leave an internal note on a thread so the next person knows what was promised. Drafts save if you step away, and you can see when someone is still typing.
Shared contacts, with Google Contacts sync
Keep some contacts private and share the rest with the team, one record per number. Two-way Google Contacts sync shows a preview before anything changes.
Alerts when a text sits unanswered
Choose how long a message can wait, and get an alert in Microsoft Teams, Google Chat, Slack or Discord when it waits longer. Alerts stop once someone replies.
Carrier-friendly sending
Messages pace to your registered campaign's limits to avoid carrier rejections. STOP and HELP replies are handled for the whole organization, and incoming numbers are checked for spam.
Fax for referrals, records and the IRS
Send and receive fax in the app, organized the way your office works.
Send and receive in the app
Faxes arrive as documents in a shared inbox next to your calls and texts. No machine, no dedicated line and no paper.
Inboxes and folders by workflow
Separate referrals, records requests and engagement letters, so the right person finds the right document. Each fax shows the sender's contact name, not just a number.
A confirmation for every fax you send
Each outbound fax produces a PDF delivery confirmation for the client file, and failed faxes retry automatically.
See all fax features (2)
Filled forms arrive filled
Filled PDF fields and comments survive the send, so nobody flattens and reprints a form to keep the answers.
Cover pages and follow-ups
Set a default cover page or add one to a single send. Reminders about unanswered faxes respect your business hours.
Calls on the desk phone, the web and mobile
Every extension rings a desk phone, the web app and a mobile at once.
Calls from the browser
Place and take calls on your own extension from the web app, with a dial pad for menus. Work from a consult room or a home office under the business's number.
E911 registration for every extension
Keep each extension's emergency address in PBXflex, next to your numbers and extensions.
Named lines
Label each number (Main, Appointments, Billing, Tax hotline), so seasonal and departmental lines are obvious to everyone.
See all phone features (1)
A new office without a support ticket
Connect a new or temporary location by requesting access from the app, and buy a new number for it there too.
Tools for the office manager
Settings that keep the whole team covered, set once for everyone.
Business hours and response targets
Set when the office is open and how fast texts and faxes should be answered. Reminders wait for business hours instead of firing at midnight.
A digest of what is unread
Partners and office managers get email summaries of conversations still waiting for a reply.
Seasonal staff in, seasonal staff out
Invite seasonal preparers or floating clinic staff without creating duplicate accounts. Invites last seven days, and notification defaults are set once for the whole team.
See all team features (1)
Readable all day
Light and dark themes and text from small to extra large, so a long day in the inbox stays easy on the eyes.
Call flows
The building blocks behind your main number. Each one has its own page with how it works and who it is for.
User Phone Extension
A direct number and voicemail box for one person, reachable from a desk phone, the web app, or a mobile.Call Queue
Holds callers in line when everyone is busy and connects them to the next person who becomes free.IVR | Interactive Voice Response
The menu that answers a call and routes it — press 1 for sales, 2 for support — so callers reach the right person without a receptionist.Advanced Conference Extension
A dial-in conference room with its own extension, so recurring meetings always use the same number.Queue Access Center
A live view of queue activity — who is waiting, how long they have waited, and who is available to take the call.Intercom/Paging
Broadcast an announcement to handsets across the office, or speak directly to one extension without it ringing.Business SMS/MMS/RCS
Send and receive texts and pictures from your business number rather than a personal mobile. RCS is coming.Fax Extension
Send and receive faxes from a shared inbox. No machine, no dedicated line, no paper.Call RingGroup
Ring several people at once, or one after another, so a call gets answered rather than going to voicemail.Common Voicemail Box
A shared voicemail box a whole team can reach, so messages are not stranded on one person's extension.Voicemail Access Center
Review, search, and manage voicemail across the whole account from one place.Callback Extension
Lets a caller hang up without losing their place in the queue, and be called back when it is their turn.
Every plan includes an extension for each user, business texting and fax. Business includes every call-flow feature. On Essentials, one IVR, ring group or shared voicemail is included, and the rest are available as add-ons.
Questions about texting and fax
Can patients and clients text our main number?
Yes. Business texting uses your business numbers in a shared inbox, so the team replies as the practice or firm rather than from personal mobiles.
Do we still need a fax machine?
No. Fax is included on every plan as a shared electronic inbox. Incoming faxes arrive as documents, and every outbound fax gets a PDF delivery confirmation.
What happens when the front desk is slammed?
Queues hold callers in order, ring groups ring several people at once, callbacks let callers hang up without losing their place, and shared voicemail keeps messages from being stranded. For texts, away messages and unanswered-message alerts make sure nothing waits too long.
Can we keep our contact lists in sync?
Yes, with Google Contacts. Two-way sync shows a preview first, and you choose which contacts are shared with the team.
Is RCS available today?
SMS and MMS are live for business texting today. RCS Business Messaging is coming, and you can register for early access on the RCS page.
Add the features you need to your plan
Business includes every call-flow feature. Create your account, add the features you need, and change them whenever you like.
Or call us on (877) 575 - 9527