Fax Mailbox

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Overview

The Fax Mailbox is where you manage all your fax activity. Open it by clicking Fax in the left menu. There are five tabs across the top:

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Inbox

The Inbox shows every fax that has been delivered to your fax number.

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What the columns mean

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Keeping track of what needs action

Every fax in the Inbox has a status badge so your team can see at a glance what has been dealt with: If a fax shows New with a small “printed” or “downloaded” note beside it, someone has looked at it but nobody has finished actioning it. Use the All / Needs action / Actioned buttons above the list to filter by status. Needs action shows a live count, so you always know how many faxes are waiting. If your practice has Aria X-Fax Intelligence, urgent faxes are pinned to the top of the Inbox and an extra Urgent filter button appears whenever any of them still need action. The Fax entry in the left menu and your browser tab also show a live count of faxes needing action, so you can see waiting faxes from anywhere in the portal.

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Filtering the inbox

You can also narrow down the list using the filters at the top:

• From date / To date shows only faxes that arrived between two dates
• From number shows only faxes from a particular number. Start typing and any matching name or number from your Sender Directory appears in a dropdown. Click one to filter by that sender straight away

Click Clear to remove the filters and show everything again.

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Opening a fax

Click anywhere on a fax row to open it in a panel on the right. The panel shows:

• An Aria screening section with a summary, the detected sender, and the document type, if your practice has Aria X-Fax Intelligence
• A preview of the fax, with page, zoom, and rotate controls
• A first row of action buttons: Send to Best Practice, Print, Download, and Email
• A second row of action buttons: Mark as done and Delete
• A History list showing who has done what with this fax, and when
• An Email history list showing who has emailed this fax out, and to whom
• An Open in new tab link if you prefer to read the PDF in a full browser tab

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Marking a fax as done

When a fax has been dealt with outside the portal (for example, you rang the patient or forwarded the details on), mark it as done so it stops showing as needing action:

1. Click the fax to open the panel
2. Click Mark as done
3. Type an optional note, for example “rang the patient”
4. Click Confirm

The badge changes to Done and your name and note appear in the fax’s History. If a teammate got there first, a message appears telling you who actioned it and when. Click Action anyway if you still want to record your own action, or Cancel.

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Printing a fax

Open the fax and click Print in the panel. Your normal print window appears. Printing is recorded in the fax’s History but does not change the status, because the fax may still need actioning.

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Downloading a fax

Open the fax and click Download, or click the download icon on the row. Downloads are recorded in the History but do not change the status.

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Emailing a fax

You can email a fax to someone outside the portal, for example a specialist or another provider. The fax is attached as a PDF.

1. Click the fax to open the panel
2. Click Email
3. Type the recipient’s email address and press Enter. You can add up to 10 recipients, and remove one by clicking the small cross on it
4. Check the subject line. It is filled in for you, but you can change it
5. Optionally add a short message for the recipient. It appears in the body of the email
6. Click Send email

The email is sent from Pear Portal with your name on it, and if the recipient replies, the reply goes to your email address. Every send is recorded in the fax’s Email history, so your whole team can see the fax has already been forwarded and who sent it.

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Deleting a fax

Click the bin icon on any row, or open the fax and click Delete. A confirmation box appears asking if you are sure. Click Delete to remove the fax, or Cancel to go back.

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Deleting several faxes at once

1. Tick the checkbox on the left of each fax you want to delete (or tick the checkbox in the column header to select every fax on the page)
2. A red Delete X selected button appears above the table
3. Click it, then click Delete in the confirmation box

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Sender Directory

Fax numbers on their own aren’t very helpful. The Sender Directory lets you give a name to any fax number, so faxes from “Dorevitch Pathology” show up as just that, everywhere in the Fax Mailbox, instead of a string of digits.

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Opening the directory

Go to the Inbox tab and click Directory (the button with the book icon) above the fax list. A panel opens on the right showing every sender your practice has named so far, with a search box to find one quickly.

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Adding a sender

There are three ways to add a name: From the Directory panel

1. Click Directory on the Inbox tab
2. Click Add
3. Fill in the Fax number, a Company name, and optionally a Phone number
4. Click Save

Directly from a fax number Wherever an un-named fax number appears in the Inbox or Sent tables, or at the top of an opened fax, hover over it and click the small pencil icon that appears. This opens the same dialog with the number already filled in, so you only need to type the Company name and click Save. One-click, from an AI-detected sender When Aria reads a fax and detects the sending organisation, and that number isn’t already named, a Save “[detected name]” to directory button appears so you can add the sender with one click. You will see it in two places:

• In the Aria screening section when you open a fax, if your practice has Aria X-Fax Intelligence
• In the filing window while filing a fax to Best Practice, if your practice has Aria fax reading turned on

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Editing or removing a sender

Open the Directory panel, find the sender (use the search box if you have a lot of them), then:

• Click the pencil icon to change their name or phone number
• Click the bin icon to remove them, and confirm in the pop-up box

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Where names show up

Once a sender is named, you’ll see their name instead of a bare fax number in:

• The From column in the Inbox, and the To column in Sent (for numbers you’ve named)
• The title of an opened fax’s panel
• The Send to Best Practice and Email panels

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Sent

The Sent tab shows every fax that has been successfully delivered, whether you sent it from the portal or by email-to-fax.

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What the columns mean

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Filtering sent faxes

Use the filters at the top to find a specific fax:

• From date / To date filters by the date it was sent
• Sender filters by who sent it
• To number filters by the destination number
• Subject searches by subject or file name
• Sent by filters by the sender’s name

Click Clear to remove all filters.

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Viewing and downloading

The eye icon opens the fax as a PDF. The download icon saves it to your computer.

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Deleting a sent fax

Click the bin icon on any row and confirm in the pop-up box.

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Deleting several sent faxes at once

Tick the checkboxes on the rows you want, then click the red Delete X selected button that appears above the table.

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Queue

The Queue shows faxes that are waiting to be sent or are currently being transmitted.

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What the columns mean

The queue updates automatically as faxes are sent. Once a fax is delivered it moves to the Sent tab by itself.

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If a fax shows “Failed”

1. Click the Retry button on that row
2. The fax goes back into the queue and tries again
3. Watch the Status column to confirm it changes to Sent

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Cancelling a queued fax

Click the bin icon on the row and confirm when asked. The fax will not be sent.