Use Smart Phrases to create individualized messages for your patients. Smart Phrases, like shortcuts, allow a Practice to customize communication with patients across Artera and can be used in Text, Call, and Email messages.

How do Smart Phrases work? 

Messages appear with the generic Smart Phrase placeholder before they are sent, but will populate with the related data from your EMR or scheduling system. These dynamic phrases tailor themselves to each patient's information, even when used in an Automation, Broadcast, or Campaign.

Using Smart Phrases

Smart Phrases can be used to customize Automations, After-Hours Auto-Responses, Secure Message Copy, Quick Response Templates, Campaigns, and Broadcast Messages.

1. Add one or more Smart Phrases to a message by clicking on the wand icon. 

2. When a Smart Phrase is added to the message field, it will display the phrase tag between two curly brackets (example {clientFirstName} rather than the patient's first name).

3. Once the message is sent, the relevant data for the Smart Phrase will be populated in the message within the Patient’s Channel and will be visible to the patient. 

Smart Phrase Dictionary

Patient Smart Phrases

These Smart Phrases are populated from the patient demographic information integrated from your EMR.

Staff Smart Phrases

These Smart Phrases populate with the information of the Artera user who sent the message to the patient.

General Smart Phrases

These Smart Phrases are related to your Artera Enterprise and populate with information pulled from your Artera account.

Event Smart Phrases

These Smart Phrases are related to the patient’s appointment. It is important to keep a few things in mind when using Event Smart Phrases (e.g. {eventDateAtTime}) in outbound messages. 

• Event Smart Phrases can be used in Automations, Manual Messages, and in Broadcasts created from the Scheduled View. You will not be able to use Event Smart Phrases in Campaigns or in Broadcasts created from the Recent Messages or Starred Patients views. Event Smart Phrases can also be used in Conversation Flows. However, when configuring a Conversation Flow that includes Event Smart Phrases, the Conversation's Smart Phrase trigger must start with the word 'Event'. Click here for more details. 
• When sending Manual Messages that include an Event Smart Phrase, the Smart Phrase will populate with the patient's first upcoming appointment information when manually messaging the patient. So, if the patient has more than one upcoming appointment, the soonest appointment details will be populated in the message. 
  • Additionally, if the patient does not have an upcoming appointment scheduled and an Event Smart Phrase is used, the message will not be delivered to the patient. You can confirm if a patient has an upcoming appointment by checking the Events section of their Patient Facesheet. 
• In the Scheduled Patients view, the Event Smart Phrase will populate with the appointment details of whatever appointment the user selected when sending a Broadcast. 
• For Automations, the Event Smart Phrase will pull in the appointment details for the Event that triggered the Automation to send. 
  • NOTE: For Inbound Message Automations configured to send a response back to the patient, any Event Smart Phrases included in the auto-response will populate with the actual Smart Phrase text, {eventProviderName}, for example, if the patient does not have an upcoming appointment. This also applies to any other outbound messages sent to a patient that include an Event Smart Phrase when the patient does not have an upcoming appointment scheduled.

Event Categories

The Event Smart Phrases section contains the following categories: 

• Event: These phrases are used with Appointment, Inbound, and Recall Automations, and messaging related to the patient’s appointment (or recall). These can also be used with the less common Procedure Automations. Each Smart Phrase is preceded by “event”.

• Referral: These phrases are used with Referral Automations and messaging related to referrals. Each Smart Phrase is preceded by “referral”.

• Discharge: These phrases are used with Discharge Automations and messaging related to discharges. Each Smart Phrase is preceded by “discharge”.

Smart Phrase	Example	Details
{eventName}	i.e. CONSULT, CT-SCAN, MAMMOGRAM	The name of the Event/appointment. This can be updated to be more patient-friendly.
{eventProviderName}	Dr. Gupta, Alex Gupta	The name of the provider the Event is booked with. It is common to update the first and last name of your providers, based on how they should appear to patients in Automations or messages that use this Smart Phrase. Click here to learn more about updating resources.
{eventExId}	864v32	ID or Contact Serial Number for the patients’ next appointment
{eventModality}	CT Scan, Follow-Up, Consult	This is often referred to as the appointment Event Type. The modality is not integrated from your EMR but can be manually populated within the Event to provide a more patient-friendly name.
{eventLocationName}	Artera Gastroenterology - Chandler	Name of Location as defined in EMR and is the name of the Location where the patient's appointment is scheduled. This is a typically more detailed Location name for reporting purposes but can be updated in Artera to a more friendly patient-facing name. Alternatively, you can use the {eventAltLocName} phrase to specify a patient-facing name.
{eventAltLocName}	Artera GI	This alternate Location name is intended to be used as the HIPAA-compliant patient-facing Location name. Example: "Artera Gastroenterology - Chandler" is the Location name, and the Alternate Event Location Name can display "Artera GI". NOTE: This field must be mapped by Artera prior to using this Smart Phrase. This field is not viewable within the platform.
{eventGroupName}	Artera Healthcare	Group Name is intended to be used as the higher grouping to provide more discretion in Automations, when needed. NOTE: This field must be mapped by Artera prior to use.
{eventLocationAddress}	321 Main St. Ste 123, Beverly Hills, CA, 90035	The physical address of the Location (including room/suite number and Zip Code) where the patient's appointment is scheduled. This information can also be updated in Artera to provide additional information like "Take the Elevator to the 3rd Floor."
{eventLocationPhoneNumber}	(321) 543-3210	The phone number associated with the Location where the appointment is scheduled and could be different than {wellPhone}.
{eventInstructions}	Please bring all paperwork.	This field is not integrated from your EMR and can be manually added into the Event in Artera. NOTE: At this time, Event Instructions do not support translations. Instructions will populate exactly as they appear in the Artera platform, regardless of the patient language preference.
{eventDate}	Friday January 31st 2022
{eventDateShort}	Friday Jan 31
{eventDateAtTime}	Friday January 31st 2022 at 3:15pm
{eventDateAtTimeShort}	Fri Jan 31 2020, 3:15pm
{eventArrivalTime}	11:35am (for an 11:45am appointment)	If your integration supports sending the arrival time as listed on the appointment in your EMR, this Smart Phrase will populate with that arrival time. For example, if your visits have an arrival time of 10 minutes before the appointment time, you can use this Smart Phrase to populate that time instead of the appointment time. NOTE: If your messages include this Smart Phrase but a patient's appointment does not indicate an Arrival Time, the Smart Phrase will populate with the patient's actual appointment time instead.
{eventArrivalTime15}	11:30am (for an 11:45am appointment)	Arrival time 15 minutes before Appointment Time
{eventArrivalTime30}	11:15am (for an 11:45 am appointment)	Arrival time 30 minutes before Appointment Time
{eventArrivalTimeXX}	Arrival time X number of minutes before Appointment Time. Example: {eventArrivalTime20} shows 3:10pm for a 3:30pm	You must choose this Smart Phrase by clicking on the Smart Phrase wand and locating it in the list (not by typing it in and selecting). This opens a dialog box, allowing you to enter the minutes represented by XX.
{eventArrivalOffset}	15 (Based on eventDateAtTime)
{eventStartTime30}	If an appointment is at 9:35 or 9:40 am, this will display as 9:30 am	Arrival time at the top or half of the hour before Appointment Time.
{eventStartTime60}	If an appointment is at 9:35 or 9:40 am, this will display as 9:00 am	Arrival time at the top of the hour before Appointment Time.
{eventConfirmLink}	Tap to confirm: well.app/39OUBS	Sends a link that shows confirm, reschedule, and cancel options as well as appointment details.
{eventConfirmText}	Reply Y to confirm, N if you can't make it	This text is customizable by your organization.
{eventMapLink}	Shows map of the Event location	Ensure the address is accurate under the Location. This uses the same address details that {eventLocationAddress} uses.
{eventCreatedAtDate}	Thursday December 28th 2023
{eventCreatedAtDateAtTime}	Thursday December 28th 2023 at 1:20pm
{eventTelehealthVisit}	Includes telehealth visit link	This is only available once you have integrated your Telehealth vendor with Artera.
{eventPreCheckInLink}	Displays the e-check-in link for the patient appointment	This must be configured before use and is only available for Epic customers.
{eventLocationExId}
{eventSelfScheduleAppt}	This is used for the Self-Rescheduling feature and will populate with different messages based on system variables
{eventSelfScheduleLink}	This is used for the Self-Rescheduling feature and will populate with different links based on system variables. These links are reviewed with your Artera Project Manager during Self-Rescheduling implementation
Referral Smart Phrases The following Smart Phrases can only be used by organizations that have configured Artera Referrals. Depending on the data provided through your EMR integration with Artera, you may only be able to use some of these Smart Phrases.
Smart Phrase	Example	Details
{referralTypeName}	Dermatology Referral
{referralExId}	9887412	ID assigned to the given referral
{referralEffectiveDate}	Friday December 29th 2023
{referralEffectiveDateShort}	Friday Dec 29th
{referralExpirationDate}	Thursday December 28th 2023
{referralExpirationDateShort}	Thursday Dec 28
{referralCreatedAtDate}	Thursday December 7th 2023
{referralCreatedAtDateShort}	Thursday Dec 7
{referralCreatedAtDateAtTime}	Thursday December 7th 2023 at 3:00pm
{referralByProviderName}	Dr. John Smith
{referralByProviderLink}
{referralByProviderNameCustomPronunciation}	For automated calls, this will pronounce the provider's name if a specialized pronunciation is defined
{referralToProviderName}	Dr. Jane Doe
{referralToProviderNameCustomPronunciation}	For automated calls, this will pronounce the provider's name if a specialized pronunciation is defined
{referralByLocationName}	Name of the Location where the referral is coming from as defined by the EMR
{referralByLocationAddress}	321 Main St. Room 123
{referralByLocationPhoneNumber}	(805) 123-4567
{referralByLocationMapLink}	Displays map of referral Location
{referralByLocationLink}	Displays map of referral Location
{referralToLocationName}	Name of the Location the referral is going to as defined by the EMR
{referralToLocationAddress}	456 Main St. Room 789
{referralToLocationPhoneNumber}	(805) 876-5432
{referralToLocationMapLink}	Shows map of referral Location
{referralToSpecialty}	Santa Barbara Infectious Disease	Displays the name of the Speciality as defined and uploaded into Artera
Discharge Smart Phrases The following Smart Phrases can only be used by organizations that have purchased and configured Artera Discharges. This feature is currently in Early Access and only available to select customers.
Smart Phrase	Example	Details
{dischargeService}		Service Name
{dischargeAtLocationName}	Artera Primary Care	Discharge Location Name
{dischargeAtLocationPhoneNumber}	(805) 833-5232	Discharge Location Phone Number
{dischargeDisposition}
{dischargeRiskLevel}	Low, Medium, High, Severe	Your EMR severity options are mapped to these Artera default values
{dischargeDiagnoses}		ICD-10 codes for the patient's diagnosis
{dischargeProcedures}		Name of the procedure from which the patient was discharged