Claim notices and account forms still arrive by fax at insurance and finance back offices, and each one has to be keyed into a system, given a reference and acknowledged. With Claude or ChatGPT connected to Fax.Plus through MCP, that becomes a routine: one word reads the overnight notices into rows, another sends the acknowledgement after your OK, and an evening word checks for failed faxes. Below is the process, how to set it up once, and an example day built from our test, with simulated notices and fictional parties. This page is about non-health insurance and finance.
Everything here is an example. Change the prompts, the order and the times to fit how you work; nothing is set in stone.
Before you start
- Use an active Fax.Plus Basic plan or higher and an existing authorized Fax.Plus MCP connection.
- MCP is unavailable for accounts with Advanced Security Controls, including HIPAA and PHIPA configurations, so this guide does not apply to health claims.
- Use claim references and policy numbers, not claimant names, in prompts and comments.
Not connected yet? Start at the Fax.Plus MCP setup hub.
The process
Faxing is one step in a longer process. The steps marked Fax.Plus MCP are what the Fax.Plus connector does. The steps marked Optional are examples of other connectors you may already use: any connector you have set up in Claude or ChatGPT can be a step in your process, and the Fax.Plus connector is simply one part of it. The connectors do not talk to each other and Fax.Plus does not pass data to them: the assistant carries the information from one step to the next inside the same chat, because you told it to, and it asks for your OK before it changes anything. Whether an optional step works depends on your AI client and that connector.
- Fax.Plus MCP: claim notices arrive by fax and the assistant reads each into a row: policy, date of loss, type, location and the damage amount as stated.
- Optional, for example Jira: each row becomes a ticket, after your OK.
- Fax.Plus MCP: each notice gets its claim reference as a comment, after your OK.
- Fax.Plus MCP: an acknowledgement is faxed back with the reference, after you confirm the number.
- Optional, for example Slack: the team is told which notices came in, after your OK.
- Fax.Plus MCP: in the evening, failed faxes are listed, or the assistant says there are none.
Set it up once
Instead of pasting the rules into every chat, keep them where every chat can use them, so that one word starts a routine. The prompts are the same in Claude and ChatGPT; the setup steps differ a little.
- Connect Fax.Plus. In Claude, add it under Settings → Connectors. In ChatGPT, add it as a custom MCP app: turn on Developer mode, then go to Plugins → Browse plugins, select +, then Create app → Create MCP App, and sign in with your Fax.Plus account. Step by step: Claude and ChatGPT. Connect any other connectors you use the same way.
- Keep the instructions in a Project. Create a Project in Claude or ChatGPT, name it after the desk, for example "Claims desk", and paste the instructions below into the project's instructions, filling in the parts in [brackets]. If a connector does not show up inside a project chat in your client, open a regular chat instead and paste the instructions as your first message.
- Start a chat, make sure Fax.Plus is selected for it (in ChatGPT, choose FaxPlus from the apps or type @), and type a routine name. The assistant runs the steps and stops at every change for your OK.
- Edit the instructions whenever the routine should change.
Interface labels and plan availability differ between clients, so check the current screens in yours.
Claims desk instructions
You are my claims intake desk for my Fax.Plus account. Rules: 1) Refer to claims only by claim reference or policy number, never by claimant name. 2) Before you change anything, such as a comment, show me exactly what will change and wait for my OK. 3) Read fields exactly as written on the page and say so if a field is missing. Amounts are what the claimant stated; never assess, approve, deny or estimate a claim. 4) Leave out fax numbers unless I ask. 5) Send a fax only when I ask for it in that message, and show me the recipient number, the sending line and the page count first. 6) If something fails, tell me what failed and check the current state before trying again. Routines, run one when I type its name. MORNING: read my received faxes from the last 24 hours into one table, one row per notice: policy number, date of loss, type of claim, location, stated damage; say so if a field is missing; change nothing. TAG [policy number] [claim reference]: add the claim reference as a comment to that notice, after showing me the change and getting my OK. ACK [policy number]: show me the number the notice came from, the sending line and the page count for the acknowledgement I attach, and send only after my OK. EVENING: list my sent faxes from the last 24 hours that failed, with the reason; if there are none, say so; if the check itself fails, say that instead; do not resend anything.
MORNING: the overnight notices become rows
Type MORNING. In our test, two notices had arrived. The assistant read them into one table: policy AU-55120, date of loss October 9, 2026, vehicle, rear-end collision at Main St and 4th Ave, stated damage USD 3,850; and policy HP-70344, date of loss October 10, 2026, property, burst pipe under the kitchen sink at 22 Sample Road, stated damage USD 7,200. Reading is read-only. Guide: Find and read a received fax.
Notices into rows
Read my 2 newest received faxes and put each into one table row: policy number, date of loss, type of claim, location and the damage amount as stated. Say so if a field is not on the page. Do not change anything.
TAG: each notice gets its claim reference
Type TAG. The reference goes into the fax's comment so the notice can be found later. In our test the two notices were tagged CLM-2026-1041 and CLM-2026-1042 after the OK, and the list read back showed both comments with the faxes still unread. Guide: Keep your fax inbox tidy.
Tag the notice
Add the comment [claim reference] to the received fax for policy [policy number]. Show me which fax you will change and wait for my OK, then read it back to confirm.
ACK: send the acknowledgement
Type ACK. The claimant gets a one-page acknowledgement with the reference. In our test the assistant showed the recipient number, the sending line and the page count, we approved, and the fax was delivered (status success, 1 page). Guide: Fax a signed document covers the send flow.
Send the acknowledgement
Fax the acknowledgement I attach to the number the notice for policy [policy number] came from. Show me the number, the sending line and the page count, and wait for my OK before sending.
EVENING: the failed-fax check
Type EVENING. One last look at the day. In our test the answer was that no fax had failed in the last 24 hours, which is a real result and different from the check failing. Guide: Resend a failed fax covers what to do when one has.
Failed-fax check
Show my sent faxes from the last 24 hours that failed, with the reason. If there are none, say so. If the check itself fails, say that instead. Do not resend anything.
Keep it safe
- The assistant reads what claimants wrote. Whether a claim is covered, and for how much, is a decision for your claims team, not the assistant.
- Do not leave a recurring task that sends acknowledgements running without a person approving each send.
- Documents you open are read by your AI assistant under that client's terms. Check your company's policy on customer data first.
- Prompts that change your records or send a fax ask the assistant to show you the change and wait for your OK. Whether your client also asks for approval depends on its permission settings, so keep the Fax.Plus tools that send or change data on the setting that asks first.
- If a reply looks wrong, do not assume nothing happened. Check the outbox and sent faxes before you try again.
Related guides
Find and read a received fax, keeping your inbox tidy, sending a fax and resending a failed fax cover the steps above. More prompts are in Fax Prompts with AI, recurring checks in Fax Automation with AI.
