This guide will walk you through the initial setup, identity verification, and the daily workflow for managing incoming and outgoing faxes using the Kno2 integration.

Initial Registration

To begin the onboarding process, an authorized user must initiate the connection within BestNotes.

  1. Navigate to Settings > Account Details.

  2. Under Account Integrations, select BestNotes Connect.

  3. Click Connect New Facility.

  4. Assign an Administrator: Select a designated admin from the user drop-down list.

    Note: This person must be able to pass an ID.me verification process. They should have a passport or "Star Card" (Real ID) ready.

  5. Select the Facility (Organization) you are connecting.

  6. Click Process Onboarding.

Verification & Validation (3–5 Business Days)

Once you click Process Onboarding, several background steps occur:

  • Notifications: A ticket is created for the BestNotes Support Team, and Kno2 is notified of your registration.

  • HISP Validation: Your organization undergoes Health Information Service Provider (HISP) validation. This ensures your system meets HIPAA and DirectTrust security standards for exchanging patient data.

  • Fax Provisioning: During this time, BestNotes will coordinate with Kno2 to set up your new fax numbers or begin the porting process for existing numbers.

Once validation is complete, the designated Administrator will receive an email invite from BestNotes Connect/Kno2 to log in and add additional users.

Software Installation

To send faxes directly from the BestNotes desktop interface, you must install the helper application:

  1. Log in to the BestNotes Connect portal.

  2. Click the Question Mark (?) icon to reach the Download section.

  3. Download and install the Kno2 Desktop App.

  4. Save or bookmark this page for future access.

Managing Faxes (workflow)

Incoming Faxes (My Intake)

All faxes sent to your facility will arrive in the My Intake tab of BestNotes Connect.

  1. View: Click on a fax to view the document and cover sheet.

  2. Identify Patient: In the Patient Details window (top right), search for the client using the Magnifier icon. Selecting the client will pre-fill their information from BestNotes.

  3. File to Chart: Click the Download to EMR button (cloud icon).

  4. Verify: The document will now appear in the client's Activity Log and Files tab within BestNotes.

Outgoing Faxes (Release)

You can send any document from a client's chart to an outside facility.

  1. In BestNotes, go to the Client’s Chart and select the document.

  2. Click the Printer Icon.

  3. Select Kno2 as your printer.

  4. The Kno2 Desktop App will automatically open with the document attached.

  5. Verify Details: Patient information should pre-fill automatically. If not, verify the patient details manually.

  6. Send: Click Send Release. You can track the status of this fax later in the Release tab of BestNotes Connect.

Direct Messaging

If the recipient has a Direct Message Address (rather than a standard fax number), you can send documents via Direct Message. This method is often free of charge (saving on per-page fax fees) and is more secure. Follow the same "Release" steps but enter the Direct Address in the recipient field.

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