Resources are the Locations, Providers, Devices, and General items that flow into Artera from your EMR. When these Resources appear in Artera, they may need to be updated or disabled based on your workflows.  

Resources Overview

Resources are organized into four categories: Locations, Providers, Devices, and General. From the Resources page, you can disable or edit Resources, as necessary.

Resource Behavior

Providers

New Providers

New Providers are automatically added to Artera once an appointment is scheduled with them at a mapped Location; they cannot be created manually within Artera. You can track these additions through the Daily Change Log report. To ensure a new Provider is configured correctly, follow these instructions for the necessary setup steps.

Disabling a Provider

Patients scheduled with a disabled Provider will not receive any Triggers associated with those appointments. Additionally, disabling a Resource hides those assocaited visits from the Patient Facesheet and "Scheduled" view. To keep those appointments visible without sending reminders, turn on the Enable View All Patient Appointments Default Setting.

Re-enabling a Provider

If you re-enable a Provider, check if your Triggers are filtered by specific Providers. If they are, you must manually add the Provider back to those Triggers to resume automated messaging; if you do not use Provider filters, messaging will resume automatically.

Locations

New Locations

Locations are your departments within the Artera Practice and require mapping from your EMR to function correctly. If you need to add a new Location, please submit a Lines & Resources Request. 

Disabling a Location

Patients scheduled with a disabled Location will not receive Triggers associated with those appointments. Additionally, disabling a Location hides those associated visits from the Patient Facesheet and the "Scheduled" view. To keep those appointments visible without sending reminders, enable the Show All Patient Appointments Default Setting.

Devices/General

Devices/General Resources require mapping from your EMR to function correctly. If you need to add a new Device or General Resource, you must submit a Lines & Resources Request. 

Disabling a Device/General Resource

Patients scheduled with a disabled Device or General Resource will not receive Triggers associated with those appointments. Additionally, disabling a Device or General Resource hides those associated visits from the Patient Facesheet and the "Scheduled" view.  To keep those appointments visible without sending reminders, enable the Show All Patient Appointments Default Setting.

Update Resources 

1. Navigate to Settings and select Resources.
2. On this page, you can toggle between Provider, Location, Device, and General Resources. On each page, can also filter for Resources by the Resource name or Status ("Enabled" or "Disabled").
   
3. To edit a Resource, select the Resource's (...) Actions menu and choose Edit Resource.
   
4. On this page, you will find the original Resource details and can update the Resource, if necessary. If the Resource has been modified, a Last Edited timestamp will be visible; selecting it will route you directly to that Resource's Edit History.
   1. Providers: It is common to update a Provider's First and Last Name to be more patient-friendly, as this is how they will appear in messages using the {eventProviderName} Smart Phrase. While these changes update the Provider’s name throughout Artera, they do not affect the Provider’s name in your EMR.
      
      1. Pronunciation: Specify phonetic pronunciation for your providers, ex: Dr. Alex Gupta would be "ah-lex guup-tah" for use within call messages when using the {eventProviderName} Smart Phrase.
         
   2. Locations: Updating a Location's name or address ensures it is clear and patient-facing when used in the {eventLocationName} or {eventLocationAddress} Smart Phrases. These changes apply throughout Artera but will not affect the department or location information in your EMR.
      

Disable Resource

Patients scheduled with a disabled Resource will not receive Triggers associated with those appointments. Additionally, disabling a Resource hides those visits from the Patient Facesheet and the "Scheduled" view. 
NOTE: Disabling a Resource does not deactivate its associated Triggers. If a Trigger is filtered by only one Resource and that Resource is disabled, the Trigger will default to sending to all patients. To prevent this, you must manually turn off the Trigger.

To disable a Resource:

1. Navigate to Settings > Practice Settings > Resources. 

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

3. The Resource's status changes to "Disabled".
   

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

Resources | Edit History

As Resource changes can impact Triggers and other features, use the Resource's Edit History feature to track changes. This records exactly when a change occurred and which user performed it, making it an essential tool for troubleshooting.

There are two ways to access a Resource's Edit History:

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

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

3. The list of edits made to the Resource appears in chronological order, with the most recent change listed first.
   
   

FAQs

I updated my Location or Provider name in my EMR. Will it update in Artera?

Yes, Location and Provider names are mapped from your EMR, so changes made there will flow through to Artera. However, manual updates to these items within Artera take priority over EMR data. To revert to the EMR default name, simply delete the manually updated fields and save. 

I updated my Location’s phone number and/or address in my EMR. Will it update in Artera?

No, these fields are not mapped from your EMR and must be manually updated in Artera. For bulk updates, please submit a ticket or reach out to your Customer Success Representative.

What are the "Provider ID," "Location ID", "Device ID", and "General ID" columns displayed in each Resource's oveview table?

These are the IDs of the Resources in your EMR. These IDs cannot be modified or deleted in Artera and are solely used in Artera for integration purposes.