Events are the appointments that flow into Artera Harmony Federal Edition (AHFE) from your EMR. When these Events appear in Artera, they may need to be updated or disabled based on your workflows.

Events Overview

On the Events page, you can update or disable Events. Often, customers will update the Event Display Name to make it patient-facing. 

Event Behavior

• New Events: New Events are automatically added to AHFE when we receive a patient's appointment that is scheduled with that Event. There are steps you will want to follow to ensure the Event behaves appropriately. Click here for full instructions. 
• Disabling an Event: If you disable an Event in AHFE, it will not be included in Triggers and appointments scheduled with that Event will not be visible in the Scheduled View in AHFE. 
• Re-enabling an Event: If you re-enable an Event and want related appointments to receive appointment reminders, add the Event to the relevant Triggers. This is only important if you have restricted your Triggers by Event. If you have not, the patient will automatically receive Triggers for that Event once re-enabled with no action needed from you.

Update Events 

1. Navigate to Practice Settings and select Events.
2. To edit an Event, select the Event's (...) menu and choose Edit Event.
3. On this page, you can update Event Name, Modality, and Instructions. 
   
   

1. Event Name: This is what the Event will be referred to as for patients in any automated calls made to them if those call messages use the {eventName} Smart Phrase. Updates here will also change how the Event appears across AHFE, including the Patient Facesheet, filters, and within Triggers. This does not impact the appointment type in your EMR.

2. Modality: This field allows you to keep the existing unique Event name, visible to users in the Patient Facesheet, but provide a patient-friendly description of the Event within patient outreach using the {eventModality} Smart Phrase. For example, if the Event Name coming through to AFHE from the EMR is "NP - OB Exam 1" the Modality could read "Prenatal Visit" in phone calls to patients instead. This field does not allow translations, so it will only display what is entered here.

3. Instructions: Provide instructions for the Event that can be delivered to the patient through the {eventInstructions} Smart Phrase. This field does not allow translations, so it will only display what is entered here. Click here to learn more.

Disable Event

If a patient is scheduled with a disabled Event, they will not receive Triggers for those appointments. Additionally, disabling an Event will hide these appointments from the Patient's Facesheet and the Scheduled View. If an Event is disabled and it was included as a Resource Filter for a Trigger, it will not turn off the Trigger. 

NOTE: If a Trigger is configured with only one Event and that Event gets disabled, the Trigger will still send to all patients. Therefore, it's important to ensure that turn off the Trigger if the Event associated with them is disabled.

To disable an Event:

1. Navigate to Practice Settings > Events. 

2. Use the Event's (...) menu to select Disable Event. 

3. The checkmark updates to an (x) indicating the Event is disabled. 

4. Follow the same process to re-enable the Event, if needed.

Events - Edit History

Changes to Events may affect Triggers or other features within AHFE. Track changes made to Events using the Event's Edit History. The Edit History feature records when edits are made to the Event and by whom. This can be helpful when troubleshooting behavior related to Events. 

To view the Edit History of an Event:

1. Select the (...) menu for the Event. Then, select View Edit History.

2. The list of edits made to the Event appears in chronological order based on when the change was made, with the most recent change listed first.

FAQs

I updated my Event name in my EMR. Will it update in AHFE?

Yes, Event Name is a mapped field from your EMR, so any changes made to the name in your EMR will be reflected in AHFE. However, if you manually updated the Event Name in AHFE, AHFE will use the updated nomenclature rather than your EMR data. To use the EMR default name, delete the updated fields and save. 

What is the "External ID" column displayed in the Events (Appointments, Recalls) table?

This is the ID of the Appointment or Recall in your EMR. This ID cannot be modified or deleted in AHFE and is solely used in AHFE for integration purposes.