Intake Hub shows where each patient stands in their pre-visit intake, including what's complete, what's still missing, and who needs follow-up. This gives staff real-time visibility of exactly where each patient stands in their intake process.

This article covers what your staff sees and does in Intake Hub. For details on what Artera Intake is, what it collects, and what a patient experiences during intake, click here.

NOTE: Your organization may not have every capability described in this article. Your Artera representative can confirm your setup.

Access and Permissions

To access Intake Hub, select Intake Hub from the navigation bar. Intake Hub does not limit records by Practice. Any user who can open Intake Hub sees intake records for every Practice in your Enterprise. 
NOTE: By default, any user type can open Intake Hub. Your organization can work with Artera to limit which user types have access.

Intake Hub is composed of two primary views:

• Needs your input: This view displays every patient whose intake is not yet complete. Users should always work through this view first.
  

  • A red dot on the Intake Hub tab in the navigation bar displays if there are patients in the "Needs your input" list.

• All intake: This view displays every patient Artera is working with for intake, whether or not anything is outstanding.
  

Filtering the Patient Lists

The same filters apply to both views:

• Start and End: Limit the list to appointments in a date range. NOTE: The default display shows all dates.

• Provider: Display one provider's patients.

• Location: Display one location's patients.

Select Clear Filters to return to the full list.

Reading the Patient Lists

Each row is one patient's intake for one appointment. The list is sorted by Appt. Date, with the most upcoming appointment listed first. 

Standard columns are:

• Patient: The patient's name. Additional details, such as the visit type and provider display below the name.

• Appt. Date: The date and time of the patient's appointment. Appt. Date is the only column a user can sort by. Select it to reverse the order and display the oldest appointment first.

• Forms: How many forms the patient has completed out of the forms sent to them, such as 0/5 or 2/2. Select the count to open the forms list, which displays each form and its status. Select View PDF on a completed form to open it, where available.

• Status: Indicates where the patient's intake process stands. Details on each status can be found below in the Status section. Statuses include:

  • Complete

  • Incomplete

  • Can't sign in

• Demographics, ID, and Insurance: Three columns marked with icons. Each column displays a check mark when that item is collected and an empty circle when it is not. Hover over the check mark or empty circle to identify what has or has not yet been completed.

  • The Insurance column also displays the payer's name once coverage is confirmed or "coverage inactive" when the payer could not confirm it.

Status

The Status column indicates where a patient currently stands in their intake process:

• Complete: All assigned forms have been submitted.

• Incomplete: At least one form is still outstanding.

• Can't sign in: The patient tried to verify their identity several times without success, usually because their date of birth does not match what is on file.

Working a Patient Record

Open a patient's three-dot Actions (...) menu at the end of the patient's row. Select Insurance to open the patient's coverage details. Select Resend link to send the patient the intake link again. Resend link displays only while a patient's intake is not complete.

Reviewing Insurance and Coverage

Artera uses a third party vendor for patient benefits and eligibility gathering, so users can confirm eligibility in real time and surface coverage issues early.

Select Insurance from a patient's Actions (...) menu to open Insurance Coverage. Select Download Report for a PDF of the coverage details. Select Run Eligibility to check coverage again.

The Insurance Coverage window displays two tabs: Insurance Coverage and Insurance Card. Insurance Coverage displays what the payer returned. Select Edit on a section to correct the information Artera collected. The window displays:

• The plan name, whether coverage is active, the member ID, the effective date, and the group number.
• DED (deductible) Left, Copay, Coinsurance, and OOP Max.
• Cost Estimate: what the patient is expected to pay, shown as Patient Payment, and what the plan covers, shown as Plan Coverage. Each estimate carries a confidence level of High, Medium, or Low.
• Out-of-Pocket Costs: the Annual Max, YTD Spent, and Remaining amounts for the individual and the family.
• Subscriber and Dependents: who the plan covers.
• Source and Receiver: the payer and provider details used for the eligibility request.
• Additional Benefits Inquiry: select the benefit types you want to check, then select Run Eligibility to ask the payer about them. Benefit types are grouped by category and the button displays how many you have selected.

Insurance Card displays details about the front and back of the patient's insurance card, collected by Artera during intake.

Adding a Walk-In Patient

To begin the intake process for a patient who was not scheduled for an appointment:

1. Open Intake Hub.

2. Select New Walk-In.

3. Enter the patient's first name, last name, date of birth, and phone number. 

4. Select Send a message to text the patient a link. A patient added as a walk-in is created as an Unverified Patient in Artera.

What Varies by Configuration

Everything in the table below depends on how your organization is configured with Artera Intake. Connect with your Artera representative to understand which options apply to you.