Let’s review how to add instructions to Events. These instructions are populated in calls made to patients by including the {eventInstructions} Smart Phrase in the configured call message. 

Benefits of Event Instructions

When configuring Triggers, use Smart Phrases to personalize messages and streamline your workflows. This is particularly effective for appointment outreach.

Instead of building separate Triggers for every appointment type, you can use the {eventInstructions} Smart Phrase. This dynamically pulls the specific guidelines or instructions associated with that appointment's Event Type directly from your EMR.
NOTE: Event instructions do not support translations. Instructions will populate for the patient exactly as they appear in Artera Harmony Federal Edition (AHFE).

Create Event Instructions

Events in AHFE are created based on the appointment types scheduled in your EMR.

When an Event is created in AHFE, you can edit the Event to include its instructions. Some Events may require patients to arrive 15 minutes early, while others may require a patient to fast prior to the appointment.

Let’s review how to add or edit Event instructions: 

1. Navigate to Settings > Practice Settings and select Events.

2. Select the (...) Actions menu for the Event you want to edit and choose Edit Event. 
   NOTE: Only Manager and Enterprise Admin users can modify Events.

3. Here, add your Instructions to the Instructions field. You can also update the Event Name or Modality, as needed. 

4. The instructions can be included in automated and manually initiated phone calls to patients by incorporating the {eventInstructions} Smart Phrase within the call message.   

5. Once instructions have been added, select Save to update the Event in AHFE. 

Sample Use of Event Instructions Smart Phrase

In the following example, the Event that this patient is scheduled for, Eye Exam, has the following instructions saved in AHFE:

Remember: Event instructions do not support translations and do not respect language preferences. 

{eventInstructions} Smart Phrase: Leading Practices

• Use the {eventInstructions} Smart Phrase to reduce the amount of custom Appointment Triggers you need to create. By leveraging Event instructions, you can allow for a greater level of customization and specificity with fewer distinct Triggers. 

• Events instructions should be used for information specific to that Event. If it is standard policy across all Event types to ask patients to arrive 15 minutes early to an appointment, it is more efficient to use {eventArrivalTime15}. It is a standard Smart Phrase that returns arrival time 15 minutes before appointment time. For a list of available Smart Phrases, check out this article.
  
  

FAQs

Can I enter instructions on each Event individually? Will this impact my Triggers?

Yes. We recommend adding your instructions to the Event prior to adding the {eventInstructions} Smart Phrase to your Trigger(s). There is no impact to Triggers until the Smart Phrase is added. 

What is the patient experience if a patient receives a call including the {eventInstructions} Smart Phrase but the Event Type they are scheduled for does not have instructions associated with it?

The {eventInstructions} Smart Phrase will not populate with information for the patient.