When a new provider is added to your EMR, they will automatically flow into Artera once a patient appointment is scheduled with the provider. The provider will be included in your Daily Change Report, as shown below.

Process Overview

Once you receive notification of the new provider, complete the following steps to get them set up in Artera. Click on each header to view the step-by-step process.

1. Update Provider Name
2. Add Provider to Staff User Resources
3. Update Automations that Use Provider Resource Filters (Depending on how you have configured your Automations, you may not need to make any updates).
4. Add Provider to Phone Lines (Uncommon)

Other Actions

• Disable the provider to prevent Automations from sending for that provider’s appointments.
• Add provider from a location that is not mapped to Artera. 

Update Provider Name

Let’s review how to update the provider display name. This will update the provider name wherever it appears in the Artera platform including the Patient Facesheet, Filters, Automations, and Phone Lines. Additionally, this is how the provider’s name will be reflected in Automations that use the {eventProviderName} Smart Phrase. Updates made to the provider in Artera will not be reflected in your EMR. Click here to learn more about customizing Resources.

1. In your Artera Production environment, select the Practice where you want to update a provider.
2. Navigate to Settings > Practice Settings > Resources.
   
3. From the Provider tab, use the (...) menu to select Edit Resource. 
4. Update the provider information, as needed, and click Save.

Add Provider to Staff Resources

Adding the new provider to the staff user’s Resource Filters allows the staff user to filter by provider name in the Scheduled View.

1. Navigate to Settings > Practice Settings > Users. 
   
2. Click on the users (...) menu and select Edit User. 
3. From the Please enter the new Staffs information section, add the new provider to the Resource Filters section using the drop-down.
   
4. Click Update to save.
5. Repeat for each user, as necessary.

Update Automation Resource Filters to Include New Provider

If you have set up your Automations to filter by Providers, you will need to make sure that your new providers are included or excluded as desired. If your Automations do not include a provider filter, no action is needed.

1. Navigate to Settings > Practice Settings > Automations.

2. Use the (...) menu for the Automation and select Edit Automation.

3. From the Who would you like to send this to? section, add the new provider(s) using the Restrict by Resource drop-down.
   

4. Click Update when done.

5. Automations that are edited will automatically be paused and moved to the Paused section. Locate the Automation and use the (...) menu to select Start Automation. If you do not restart the Automation, the Automation will not send.

6. Repeat these steps for each Automation, as necessary.

Add Provider to Phone Lines (Uncommon)

While most Phone Lines are set up by Location, if your organization assigns Phone Lines based on provider, you will need to add the provider to the correct line.

1. Navigate to Settings > Practice Settings > Lines.
2. Use the (...) menu for the Phone Line and select Edit Line. 
3. From the Associated Resources section, add the new provider using the Resources drop-down. 
   
4. Click Save.

Other Actions

Prevent Automations for the Provider

Alternatively, disable the provider to prevent messages for that provider’s appointments from being sent. Common reasons to disable a provider include:

1. The provider is no longer with the Practice;

2. The provider has gone on temporary leave;

3. You do not want messaging for the provider’s appointments to go out.

Disable Provider

1. Navigate to Settings > Practice Settings > Resources.
   

2. From the Provider tab, use the (...) menu to select Disable Resource. 

3. A red (x) appears under the Enabled column for that provider. 
   

Adding a Provider in a Location Not Mapped to Artera

If you have recently opened a new Location that has not yet been set up in Artera, providers within that location will not automatically flow into Artera. You will need to complete the Location Add process in order to properly map the location and related providers to Artera. Click here for instructions.