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Overview

If your practice uses Best Practice, you can file incoming faxes directly into it from the Fax Mailbox. There is no need to download the fax and re-upload it. The portal finds the patient, lets you choose where the document should go in Best Practice, and keeps a record of every filing. If your practice has Aria fax reading turned on, Aria reads the fax for you and pre-fills the patient details, subject, and notes, ready for you to check.
See the walkthrough video on the Fax Mailbox page for filing to Best Practice in context alongside the rest of the fax workflow.

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Before you start

  • Your practice must have the Best Practice connection set up. If you don’t see a Send to Best Practice button on your faxes, ask your practice manager or contact Pear Support.
  • Your account needs the fax filing permission. If you can see the button, you have it.

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How to file a fax

  1. Go to Fax in the left menu and open the Inbox tab
  2. Click the fax you want to file, then click Send to Best Practice
  3. The filing window opens with the fax on the left and the filing form on the right

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Step 1: Find the patient

  1. Fill in the search fields: Surname, First name, Date of birth, or Medicare number. If AI reading is on, these are usually pre-filled for you (look for the small AI badges)
  2. Tick Match surname partially (no first name needed) when you only have the start of the surname. Typing Bu finds Buffalo
  3. Click Search
  4. Click the correct patient in the results list
Partial matching works from the start of the surname, so Bu finds Buffalo but ffalo does not. If you are unsure of the first few letters, search by Medicare number instead.Surnames need at least two letters, and the date of birth is always required.While partial matching is ticked, the First name and Medicare number boxes grey out, because this search uses the surname and date of birth only. Untick it to use them again.

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Step 2: Choose BP location

Pick where the document should go in Best Practice:
  • Send to a provider’s inbox for review: the document lands in the chosen providers’ inboxes so they can review it first. You can select more than one provider, and the list shows each provider’s title, for example Dr Mary Brown
  • File directly into patient record: the document goes straight into the patient’s file with no review step

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Step 3: Details

  1. Check the Subject (pre-filled by AI when reading is on)
  2. Choose a Category, for example Discharge summary
  3. Add contact details or notes if needed
  4. Click File to Best Practice
The fax’s status badge changes to Filed to BP, and the filing appears in the fax’s History and in the BP filing log in the left menu.
If the fax has been filed before, a warning appears telling you so. You can still file it again if that’s what you intend.

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How Aria reads your faxes

When your practice has Aria fax reading turned on:
  • A banner saying Aria is reading this fax appears when the filing window opens. It usually takes a few seconds. You can start typing straight away, and nothing you type will be overwritten
  • With Aria X-Fax Intelligence, Aria has usually already read the fax when it arrived, so the filing window opens with the details pre-filled instantly and there is no waiting at all
  • When it finishes, the pre-filled fields show a small AI badge. Always give them a quick check before filing
  • If you open the same fax again later, the banner says when the fax was last read and the details are filled in from that earlier read
  • Click Re-read fax to run the reading again, for example if the first read looked wrong. Fields you have already edited are left alone
  • If Aria detects the sending organisation and that fax number isn’t already in your Sender Directory, a Save “[name]” to directory button appears in the filing window. Click it to name that sender with one click, so future faxes from them show the name automatically

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Frequently asked questions

What if Aria fills in the wrong details? Just type over them. Anything you type always wins, and Aria never changes a field you have edited. You can also click Re-read fax to try again. Can I file one fax to several providers? Yes. When sending to a provider’s inbox, select as many providers as you need. Each one receives the document for review. Where can I see everything that has been filed? Click BP filing log under Fax in the left menu for a full list, or open any fax and check its History. Why does the filing log show a patient number instead of a name? Pear Portal does not keep your patients’ names. The log records the Best Practice record number the fax was filed against, shown as Patient #4471, and you can look that number up in Best Practice to see who it is. This is deliberate. Your patient details stay in your own clinical system rather than being copied into ours. Does filing remove the fax from my inbox? No. The fax stays in your inbox with a Filed to BP badge, so you always have the original.