Use Smart Phrases to create personalized calls to patients. Smart Phrases, like shortcuts, allow a Practice to customize phone calls made to patients across Artera Harmony Federal Edition (AHFE).

How do Smart Phrases work? 

When created, call messages appear with the generic Smart Phrase placeholder but will populate with the related data sent to AHFE from your EMR. These dynamic phrases tailor to each patient's information when used in Triggers, Campaigns, Quick Responses, or manual outreach.

Using Smart Phrases

Smart Phrases can be used to customize Triggers, Quick Responses, Campaigns, and manual phone calls.

1. Add one or more Smart Phrases to a call message by selecting the curly brackets icon. 

2. When a Smart Phrase is added to the message, it will display the Smart Phrase between two curly brackets. For example, if you select the {clientFirstName} Smart Phrase, this is what will display in the call message rather than the patient's first name.

3. Once the call message is made to the patient, the relevant data for the Smart Phrase will be populated in the message displayed within the Patient’s Channel and will be read appropriately to the patient.

Smart Phrase Dictionary

Patient Smart Phrases

These Smart Phrases are populated from the patient demographic information integrated into AHFE from your EMR:

Staff Smart Phrases

These Smart Phrases populate with the information of the AHFE user who manually initiates a phone call to the patient. NOTE: These Smart Phrases will likely not be used heavily by AHFE users.

General Smart Phrases

These Smart Phrases are tied to your AHFE Enterprise and populate with information pulled from your AHFE platform:

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 calls: 

• Event Smart Phrases can be used in Triggers and in manual phone calls to patients. Event Smart Phrases cannot be used in Campaigns. 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 initiating manual phone calls to patients that include an Event Smart Phrase, the Smart Phrase will populate with the patient's first upcoming appointment. So, if the patient has more than one upcoming appointment in the Practice, the soonest appointment details will be populated in the phone call. 
  • Additionally, if the patient does not have an upcoming appointment scheduled and an Event Smart Phrase is included in the call message, the call will not be made to the patient. You can confirm if a patient has an upcoming appointment by checking the Events section of their Patient Facesheet. 
• For Triggers, the Event Smart Phrase automatically inserts appointment details for the Event that activated the Trigger. 

Event Categories

The Event Smart Phrases section contains the following Smart Phrases Each: 

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.
{eventExId}	864v32	ID of the event/appointment from the EMR
{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}	AHFE Gastroenterology - Chicago	Name of the location associated with Event/appt as defined in your EMR and is the name of the Location where the patient's appointment is scheduled.
{eventAltLocName}	AHFE GI	This alternate Location name is intended to be used as the HIPAA-compliant patient-facing Location name. Example: "AHFE Gastroenterology - Chicago" is the Location name, and the Alternate Event Location Name can display "AHFE GI". NOTE: This field must be mapped by AHFE prior to using this Smart Phrase. This field is not viewable within the platform.
{eventGroupName}	AHFE Healthcare	Group Name is intended to be used as the higher grouping to provide more discretion in Triggers, when needed.  NOTE: This field must be mapped by AHFE 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 AHFE 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 AHFE.  NOTE: Event Instructions do not support translations. Instructions will be read to patients exactly as they appear in AHFE, regardless of the patient's language preference.
{eventDate}	Friday August 29th 2025
{eventDateShort}	Friday Aug 29
{eventDateAtTime}	Friday August 29th 2025 at 3:15pm
{eventDateAtTimeShort}	Fri Aug 29 2025, 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 call 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 X number of minutes before Appointment Time. Example: {eventArrivalTime20} shows 3:10pm for a 3:30pm 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 appointment.	You must choose this Smart Phrase by clicking on the Smart Phrase icon 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 9:40am, this will display as 9:30am	Arrival time at the top or half of the hour before Appointment Time.
{eventStartTime60}	If an appointment is at 9:35 or 9:40am, this will display as 9:00am	Arrival time at the top of the hour before Appointment Time.
{eventConfirmLink}	To confirm your visit please press 1, to cancel your visit please press 5, to repeat this message please press 9	Asks patient to confirm or cancel appointment (behaves the same as {eventConfirmText} Smart Phrase when used in call messages)
{eventConfirmText}	To confirm your visit please press 1, to cancel your visit please press 5, to repeat this message please press 9	Asks patient to confirm or cancel appointment (behaves the same as {eventConfirmLink} Smart Phrase when used in call messages)
{eventMapLink}	Includes map of patient's appointment location (only applicable when used in text message outreach)	Ensure the address is accurate under the Location. This uses the same address details that {eventLocationAddress} uses.  NOTE: Not applicable for AHFE.
{eventCreatedAtDate}	Friday August 29th 2025
{eventCreatedAtDateAtTime}	Friday August 29th 2025 at 1:20pm
{eventTelehealthVisit}	Includes telehealth visit link within text message to patient	This is only available once you have integrated your Telehealth vendor with AHFE.  NOTE: Not applicable for AHFE.
{eventPreCheckInLink}	Displays the e-check-in link for the patient appointment within text message to patient NOTE: There is a new eCheck-In Smart Phrase available. However, customers who have implemented eCheck-In prior to 2025 can continue to use this Smart Phrase in applicable pre-visit messages.	This must be configured before use.  NOTE: Not applicable for AHFE.
{eventPreVisitFormsLink}	Displays the pre-visit link for the patient's appointment within text message to patient NOTE: Customers implementing eCheck-In in 2025 or later should use this Smart Phrase in applicable messages.	This must be configured before use.  NOTE: Not applicable for AHFE.
{eventLocationExId}	123456	The external ID (ID from your EMR) of the location associated with the Event
{eventSelfScheduleAppt}	This is used for the Self-Rescheduling feature and will populate with different messages based on system variables	NOTE: Not applicable for AHFE.
{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 AHFE Project Manager during Self-Rescheduling implementation	NOTE: Not applicable for AHFE.