SFAX Fax Number Porting — Client Process & Email Template
How to initiate a fax number port request for a client, what SFAX requires, and the approved email template to send via HubSpot.
HUBSPOT SNIPPET — APPROVED EMAIL TEMPLATE
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To: Dr. [Name] — [Client Email]
CC: ports@sfax.com (SFAX Porting Team)
Subject: Action Required — Fax Number Port Request to SFAX
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Hello Dr. [Name],
Thank you for requesting to port your existing fax number to SFAX, our secure fax partner.
Please note: The porting process and all requirements below are set and managed exclusively by SFAX — not Nierman Practice Management. The SFAX Porting Team has been copied on this email and will be your direct point of contact for all port status updates and questions at ports@sfax.com.
WHAT HAPPENS NEXT
The SFAX Porting Team has been notified of your request and will send you a blank Letter of Authorization (LOA) form directly. Please watch for that email from ports@sfax.com.
Once you receive the LOA, please complete and return all three items directly to SFAX at ports@sfax.com:
1. Signed LOA — Sign the form SFAX provides. The signer MUST be an authorized contact on the account with your current fax provider.
2. Most Recent Invoice — Must show the fax number being ported and your account number.
3. PIN (if applicable) — Include any PIN enabled on your current fax provider account.
TIMELINE
Port speed depends on: (1) accuracy of your documents, and (2) how quickly your current provider releases the number.
SFAX will notify all parties 24 hours before the port date. Once complete, you can immediately send and receive faxes via the SFAX Online Portal. DentalWriter Plus+ will be configured by Nierman Practice Management Teams and announce when completed.
To avoid delays, ensure all documents are fully completed before submitting. Incomplete information is the most common cause of port delays.
Questions on preparing documents? We are happy to help. For all port status updates, contact the SFAX Porting Team directly at ports@sfax.com.
Thank you,
[Your Name]
DentalWriter Support | Nierman Practice Management
[Phone / Email]
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SUPPORT TEAM NOTES
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DO:
- Send the HubSpot snippet with ports@sfax.com CC'd from the very first email
- Let SFAX own the LOA and all follow-up communications with the client from that point forward
- Assist clients with document preparation questions only
DO NOT:
- Act as a middleman between the client and SFAX after the initial send
- Attempt to source, complete, or relay the LOA on the client's behalf
If the client replies back to you, redirect them to ports@sfax.com for all porting status and requirements questions. Be helpful as can and try to acquire what you are able to.
SFAX Resource Page (share with client if needed):
https://sfax.scrypt.com/article/1361-can-i-port-my-current-fax-number-to-sfax