Recall Extract Specifications

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ID Matching

Artera must be provided with a single, unique identifier for each patient and Recall between all Recall flat files. The IDs for Location, event type, and resource must match values sent for other Artera integrations (API, HL7, etc). For example, if the provider's internal EPM ID is sent on an HL7 feed, the EPM ID should also be sent in the extract (rather than, say, the NPI).

Artera uses these IDs for matching in order to update the associated information with that ID, such as a patient’s name. If different IDs are provided for the same Resource value (i.e. a provider), duplicate Resources will appear in Artera. If IDs are shared between any two values, information will be overwritten with the latest received for that ID.

For Recalls, if using appointment matching rules to complete a Recall, it is even more important to ensure the Event Types, Locations and Resources for the Recall match the appointment interface to Artera or matching rules will not work.

If a Recall ID already exists in Artera, any new Recall file with the Recall ID will overwrite any existing information in Artera for that Recall with the information contained in the CSV.

File Format

The file sent to Artera should be as a CSV to avoid formatting issues (e.g leading zeros on an identifier). Each row of the file should represent one Recall. A column must be present for each and every data element listed below, even if you are not sending that data field.

Be sure to leave a blank column in order to prevent formatting issues.

Data Elements

The table below contains all of the data elements that can be included in the Recall extract. The first column of the table contains the name of each field and the second contains a description of that field. The actual CSV does not need to contain a header row.

The third column indicates whether the field is required. Please note that if a field is optional but is sent in another integration you have with Artera, you must include it in the Recall file.

For example, if you send patient contact preferences on an HL7 interface with Artera, you must also send it in the extract. Otherwise, Artera will interpret the blank value as the patient having removed their preference and our system will update accordingly.

Recall Extract Data Elements
Field	Description	Required?
recallId	The Recall identifier	Required
recallDueDate	Date by which the Recall needs to be completed. Format yyyyMMDD	Required
recallDueTime	Time that Recall needs to be completed by on Recall due date. Format hhmm	Optional
recallEventId	Identifier for the Event Type of the Recall. This should match the numeric identifier being sent in any other integration with Artera.	Required
recallEventName	Name of the Event Type (e.g follow-up). This should match the identifier being sent in any other integration with Artera.	Required
recallLocId	Identifier for the department/location of the Recall. This should match the identifier being sent in any other integration with Artera.	Required
recallLocName	Name of the department/location	Required
recallProvId	Provider's identifier (e.g. NPI). This should match the identifier being sent in any other integration with Artera.	Required
recallProvFirstName	Provider first name	Required
recallProvLastName	Provider last name	Required
providerDegree	Provider's degree	Optional
patLastName	Patient's last name	Required
patMidName	Patient's middle name	Optional
patFirstName	Patient's first name	Required
patCellPhone	Patient's cell phone. Numbers only, no dashes/spaces (e.g 8884443322)	Required
patHomePhone	Patient's home phone. Numbers only, no dashes/spaces (e.g 8884443322)	Required
patWorkPhone	Patient's work phone. Numbers only, no dashes/spaces (e.g 8884443322)	Required
PatPrefPhone	Patient's preferred phone. Must be either: cell, home, or work phone	Conditional
patPrefCommMethod	The patient's preferred method of communication. Sms, Voice, or Do not contact	Conditional
patPrefLanguage	Patient's preferred language for communication. Values must match the values sent in any other integration with Artera.	Conditional
dob	Patient's date of birth. Format should be yyyyMMDD	Required
gender	Patient's gender	Required
recallStatus	Status of recall (active, complete, canceled)	Required
patMrn	Patient's MRN. This must match the identifier being sent in any other integration with Artera.	Required
patAddrL1	Patient's address (line 1)	Optional
patAddrL2	Patient's address (line 2)	Optional
patAddrCity	Patient's address, city	Optional
patAddrState	Patient's address, state	Optional
patAddrZip	Patient's address, zip	Optional
patEmail	Patient's email	Optional
patRace	Patient's race	Optional
patEthnicity	Patient's ethnicity	Optional
patSsn	Patient's SSN	Optional
preferredFirstName	The patient's preferred first name. Values must match the values sent in any other integration with Artera.	Conditional
preferredMiddleName	The patient's preferred middle name Values must match the values sent in any other integration with Artera.	Conditional
preferredLastName	The patient's preferred last name Values must match the values sent in any other integration with Artera.	Conditional

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Recall Extract Specifications

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Table of Contents

ID Matching

File Format

Data Elements

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