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

Events Overview

Events in Artera are broken into two categories: Appointments and Recalls. On the Events page, you can update or disable Events. Often, customers will update the "Event Display Name" to make it patient-facing so when the {eventName} Smart Phrase is used in a message, patients recognize the name. 

Event Behavior

• New Events: Artera automatically creates a new Event as soon as an upcoming appointment is scheduled with it. These additions are tracked in the Daily Change Log report (available for Analytics Plus users). Once a new Event appears, follow these configuration steps to ensure it functions correctly.
• Disabling an Event: If you disable an Event in Artera, it cannot be included in Trigger filters and appointments scheduled with that Event will not be visible in the "Scheduled' view. 
  • If you want appointments scheduled with disabled Events visible in the Scheduled View, enable the Enable View All Patient Appointments Default Setting. 
• Re-enabling an Event: If you re-enable an Event and want patients scheduled with that Event to receive an appointment reminder, 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.

Update Events 

1. Navigate to Settings > Practice Settings > Events. 
   NOTE: Make sure you are navigated to the correct Practice.
   
2. On this page, you can toggle between two Event types: Appointments and Recalls. You can also filter for Events by the Event name, External ID, or Status (enabled or disabled).
   
3. To edit an Event, select the Event's (...) Actions menu and choose Edit Event.
   
4. On this page, you will find the original Event details, which is how the Event first appeared in Artera. Here, you can update the Event's Name, Modality, and Instructions:
   1. Name: This controls the Event's display name across Artera. It also determines what patients see when the {eventName} Smart Phrase is used in a message to them. Therefore, some customers update this to make it patient-facing. 
      NOTE: Changing the name here will not affect the Event's name in your EMR.
   2. Modality: Use this field to provide a patient-friendly description for messaging purposes without changing the name of the Event. While users will see the Event name (e.g., "NP OB Visit 1") on the Patient Facesheet, patients will see the Modality (e.g., "Prenatal Visit") via the {eventModality} Smart Phrase. 
      NOTE: This field does not allow translations, so it will only send to the patient what is entered here.
   3. Instructions: Provide instructions for the Event that can be delivered to the patient via the {eventInstructions} Smart Phrase. Click here to learn more. 
      NOTE: This field does not allow translations, so it will only send to the patient what is entered here.

Disable Event

When an Event is disabled, patients scheduled for an appointment with that Event type will no longer receive Triggers configured for that Event. The patient's appointment will also be hidden from the Patient Facesheet and the "Scheduled" view.
NOTE: Disabling an Event does not automatically deactivate Triggers associated with it. If a Trigger is set up for a single Event and that Event is disabled, the Trigger may still send messages to all patients. You must manually turn off the Trigger to prevent unintended messaging.

To disable an Event:

1. Navigate to Settings > Practice Settings > Events. 
   NOTE: Make sure you are navigated to the correct Practice.

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

3. The Event's status changes from "Enabled" to "Disabled" and a success message appears indicating that the Event was disabled.
   

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

Events | Edit History

As Event changes can impact Triggers and other Artera features, use the Edit History feature to track modifications. This log records exactly when a change occurred and which user performed it, making it an essential tool for troubleshooting unexpected behavior.

There are two ways to access an Event's Edit History:

1. Select the Event's (...) Actions menu, choose Edit Resource, select the Last Edited timestamp (this will only be visible if the Event has been edited).
   

2. OR select the (...) Actions menu for the Event. Then, select View Edit History.
   

3. 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.
   

FAQ

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

While Event names are mapped directly from your EMR, any manual edits made in Artera will override the EMR data. To revert to the original EMR nomenclature, simply delete the custom text in the Event Name field and save your changes.

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 Artera and is solely used in Artera for integration purposes.