> ## Documentation Index
> Fetch the complete documentation index at: https://portaldocs.peartelco.app/llms.txt
> Use this file to discover all available pages before exploring further.
# Aria X-Fax Intelligence
> Aria reads every incoming fax the moment it arrives, flags urgent documents, and tells your whole team without anyone lifting a finger
## 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.
Aria X-Fax Intelligence is a paid add-on. If you don't see the features described on this page, reach out to Pear Support using the **Support** link in the left menu and we will get you set up.
## 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.
## Urgent faxes
### 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".
Aria is extremely capable, but like any reader it can still make mistakes, in both directions. A routine fax with urgent-sounding wording may occasionally be flagged, and in rare cases something genuinely urgent may not be. Treat the urgent flag as a fast lane, not a filter: it gets important documents seen sooner, but your team should keep reviewing every fax as usual.
### 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.
### 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.
### 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**
Anyone who can edit your practice's fax settings can manage the alert list. If you leave it empty, urgent faxes still show alerts inside the portal, you just won't get emails.
## 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](/messaging/fax-mailbox#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"
Aria is a triage aid, not a replacement for clinical review. It helps urgent documents get seen sooner, but every fax should still be read and actioned by your team in the normal way.
## 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.
## 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](/messaging/fax-best-practice) for the full filing guide.
## 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.