The Reports page lets you download a report as a CSV file. Use it to review appointment activity, patients who are opted out of text messages, and prescription refill requests for your Practices.

Artera Harmony Federal Edition (AHFE) turns reports on for your Enterprise. You see only the reports turned on for your organization.

Who Can Access Reports

To use Reports, a user needs both of the following:

• A user type of Enterprise Admin, Manager or Advanced Staff.

• Access to the Analytics Product Area under Enterprise Settings > Permissions.

Enterprise Content Managers and Staff Users cannot access Reports. They do not see Reports in the navigation bar and the page does not open for them.

NOTE: The Analytics Product Area controls access to Reports. The default Minimum User Role Required is Manager, so Manager, Advanced Staff, and Enterprise Admin Users have access without any setup. If an Enterprise Admin User raises Analytics to Enterprise, Manager and Advanced Staff Users lose access to Reports.

Which Practices a user can choose depends on their user type:

• Enterprise Admin Users can choose any Practice in the Enterprise.

• Manager and Advanced Staff Users can choose only the Practices they have access to.

Downloading a Report

1. Select Reports in the navigation bar. The Download a report card displays.

2. Select a Report.

3. Select a Practice.

4. Enter a Start date and an End date.

5. Select Download CSV.

Your browser saves the file to your device. A large report can take up to a minute.

Choosing a Date Range

• A range can cover up to 366 days, counting both the start and end dates. January 1 to December 31 is allowed.

• Dates use your Practice's time zone. The End date includes that whole day, through 11:59 pm.

• You can select today as the End date. You cannot select a future date.

• Each report filters on its own date. See the table below.

There is no limit on the number of rows or the file size. The only limit is the 366-day range.

Available Reports

The three appointment reports filter on Action Date, the date the patient confirmed, cancelled, or rescheduled. A range of October 1 to October 31 returns the requests patients made in October, no matter when the appointment is scheduled.

Opt Outs shows who is opted out right now. A patient who opted out and later opted back in does not appear in the report. 

The two Rx reports cover refill requests only. Renewals are not included.

What Is in the File

Every report begins with these columns:

• Practice Name

• First Name

• Last Name

• DOB

• Patient ID

• Phone Number

Every report ends with Enterprise Name and adds its own columns:

• Appointment reports add Appointment ID, Appointment Date, Provider, Appointment Location, Location ID, Event Type, Channel Type, and Action Date.

• Opt Outs adds Opt-Out Date and SMS Consent Status.

• Rx reports add Prescription Number, Medication Name, Submitted Date, and EMR Response. In Rx Unable to Refill, EMR Message replaces EMR Response.

NOTE: Patient ID, Appointment ID, and Location ID come from your EHR, not from AHFE. Patient ID is the patient identifier your staff already use.

Column Definitions

• Action Date: when the patient made the request.

• Appointment Date: the appointment's current date and time. It changes if the appointment is later moved in your EHR.

• Event Type: your Practice's own appointment type name, such as Follow Up or New Patient. The values come from your own setup, so they differ by Practice. Event Type means the same thing in all three appointment reports.

Channel Type is how the patient sent the request:

SMS Consent Status displays in the Opt Outs report only:

EMR Response displays in the Rx Submitted for Refill report only:

EMR Message displays in the Rx Unable to Refill report only. It contains your EHR's own wording for why it rejected the refill, so the wording comes from your EHR.

Dates and Formatting

• A date column that includes a time reads YYYY-MM-DD HH:MM:SS on a 24-hour clock, in your Practice's time zone. For example, 2026-10-01 14:05:00. This covers Appointment Date, Action Date, Submitted Date, and Opt-Out Date.

• DOB has no time. It displays as stored on the patient record, normally YYYY-MM-DD.

• If a value starts with an equals sign, a plus sign, a minus sign, or an at sign, the file adds an apostrophe in front of it so Excel does not read the value as a formula. A phone number stored with a plus sign displays with that apostrophe.

• A value that contains a comma is wrapped in double quotation marks.

• The file opens directly in Excel. Accented names display correctly.

File Name

The file name is the report name, the start date, and the end date, separated by underscores, ending in .csv. For example: appt-confirmed_2026-10-01_2026-10-31.csv

Report names in file names are:

Examples

The rows below are made-up example data, not real patients.

Appointment reports. Confirmed, Cancelled, and Rescheduled Appointments all use the same columns.

Header row:

Practice Name,First Name,Last Name,DOB,Patient ID,Phone Number,Appointment ID,Appointment Date,Provider,Appointment Location,Location ID,Event Type,Channel Type,Action Date,Enterprise Name

Example row:

Sample Clinic,Test,Patient,1980-01-15,000001,'+15555550101,APT-1001,2026-10-08 09:30:00,Dr. Sample,Main Clinic,LOC-01,Follow Up,SMS,2026-10-01 14:05:00,Sample Health

Rx Submitted for Refill. Rx Unable to Refill uses the same columns, with EMR Message in place of EMR Response.

Header row:

Practice Name,First Name,Last Name,DOB,Patient ID,Phone Number,Prescription Number,Medication Name,EMR Response,Submitted Date,Enterprise Name

Example row:

Sample Clinic,Test,Patient,1980-01-15,000001,'+15555550101,RX-0001,Samplemed 10 mg tablet,accepted,2026-10-03 10:15:44,Sample Health

Opt Outs.

Header row:

Practice Name,First Name,Last Name,DOB,Patient ID,Phone Number,Opt-Out Date,SMS Consent Status,Enterprise Name

Example row:

Sample Clinic,Test,Patient,1980-01-15,000001,'+15555550101,2026-10-05 11:20:31,opted-out,Sample Health

Protecting Patient Information

The Download a report card displays this notice: "This file contains patient information. It's saved to your device and we keep no copy." Every report contains patient information. Follow your organization's policy for storing, sharing, and deleting the file after you download it.

If a Report Has No Data

You still receive a file. It contains only the header row, and no message displays.

Messages You May See