Aria X-Fax Intelligence

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Overview

Aria X-Fax Intelligence gives your practice an extra set of eyes on the fax machine. The moment a fax arrives, Aria reads it, works out who sent it and what kind of document it is, and checks whether it needs urgent attention. An urgent pathology result no longer waits in a pile until someone opens the inbox. It is flagged in red, moved to the top of the list, and announced to everyone who has the portal open, with an email alert as backup.

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What Aria does with every fax

When a fax arrives, Aria automatically:

• Reads the first three pages of the document
• Works out who sent it, for example the pathology lab or specialist practice on the letterhead
• Identifies what kind of document it is, such as results, a referral, or a discharge summary
• Writes a short summary of what the fax is about
• Checks whether the fax needs urgent attention

All of this happens in the background within about half a minute of the fax arriving. Nobody has to open anything.

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Urgent faxes

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What counts as urgent

Aria flags a fax as urgent when it contains things like:

• Abnormal or critical test results
• Urgent referrals, or requests for urgent or same-day review
• Explicit wording such as “urgent”, “ASAP”, or “immediately”
• Medication safety alerts and recalls

To see why a particular fax was flagged, open it. The Aria screening section shows the reason in plain English, for example “Critical abnormal potassium result requiring immediate review”.

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How an urgent fax stands out

When Aria flags a fax as urgent:

• A red Urgent badge appears next to the fax in the Inbox
• The fax is pinned to the top of the list so it cannot get buried under newer arrivals
• An Urgent filter button appears above the list, with a count of urgent faxes that still need action. Once they have all been dealt with, the button disappears again
• The fax count in the left menu and the browser tab turns red

Once someone marks the fax as done, it leaves the Urgent filter and returns to its normal place in the list.

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The urgent alert

Everyone in your practice who has the portal open sees a red alert appear in the corner of the screen, no matter which page they are on. The alert does not disappear on its own. It stays put until someone clicks View fax, which opens the Fax Mailbox, or Dismiss. If several urgent faxes arrive, each one gets its own alert.

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Urgent email alerts

Your practice can nominate email addresses that receive an email whenever an urgent fax arrives. The email tells you who the fax is from and when it arrived, with a link to the portal, and is sent as high importance so mail programs like Outlook show it with the red exclamation marker. The email deliberately contains no medical content. No results, no patient details, and no summary ever leave the portal by email. It simply tells you an urgent fax is waiting. Managing your alert recipients

1. Go to Fax in the left menu and open the Settings tab
2. Find the Urgent fax alerts card
3. Type an email address and click Add. Remove one by clicking the small cross next to it
4. Click Save

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Inside each fax

Open any fax that Aria has read and you will see an Aria screening section above the preview, showing:

• A one or two line summary of what the fax is about
• The sending organisation Aria detected. If that fax number isn’t named in your Sender Directory yet, a Save to directory button appears so you can name the sender with one click
• A tag showing the document type, such as Results or Referral
• For urgent faxes, the reason Aria flagged it, for example “Critical abnormal potassium result requiring immediate review”

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Notifications on every page

You don’t need to be sitting in the Fax Mailbox to know a fax has arrived.

• A notification pops up on whatever portal page you are on, with a View button that takes you straight to the mailbox
• With Aria turned on, the notification is smarter: instead of just “New fax received”, it can tell you “From Dorevitch Pathology, Results” so you know whether it can wait
• The Fax entry in the left menu shows a count of faxes from today and yesterday that still need action. It is amber normally and turns red when any of them are urgent
• The same count appears in your browser tab, so even if you are working in another program you can see faxes are waiting

The count updates for everyone the moment anything changes. When a teammate marks a fax as done, it ticks down on every screen in the practice straight away.

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Faster filing to Best Practice

Because Aria has already read the fax when it arrived, the Send to Best Practice window opens with the patient details, subject, and notes pre-filled instantly. There is no waiting for Aria to read the fax while you watch. See Filing a Fax to Best Practice for the full filing guide.

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Frequently asked questions

Do I still need to check faxes that aren’t flagged urgent? Yes. Aria is very good at spotting urgent language, but it is a safety net, not a substitute. Treat un-flagged faxes exactly as you did before. A fax was flagged urgent but it wasn’t really. Why? Aria errs on the side of caution. If a document contains urgent-sounding wording, it may be flagged even when the context is routine. A false alarm costs a few seconds; a missed urgent result costs much more. Just mark the fax as done in the usual way. What about long faxes? Aria reads the first three pages of each document, which is where the letterhead, the request, and any urgent findings almost always appear. Is my patients’ information safe? Yes. Faxes are read automatically inside Pear’s secure systems, the results are only ever shown to people in your practice who already have fax access, and no medical content is ever included in email alerts. How do I get Aria X-Fax Intelligence? Reach out to Pear Support using the Support link in the left menu. Once it is turned on, your practice manages its own urgent alert emails from the Fax Mailbox Settings tab.