Self-Rescheduling Overview

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Benefits of Self-Rescheduling How it Works Self-Rescheduling Options Scenarios: Rescheduling Options Learn More

Self-Rescheduling allows you to automate the cancel/reschedule process, decreasing the friction that patients experience when needing to change their appointment. Did you know that rescheduling an appointment takes an average of 8 minutes? The sheer effort required can often prevent patients from reaching out at all, driving no-shows. With Artera Self-Rescheduling, patients can easily coordinate their own care by selecting a new appointment from an appointment list automatically generated from Epic.

Benefits of Self-Rescheduling

Reduce call volumes and hold times by deflecting self-rescheduling phone calls with this automated option.
Reduce no-show rates by giving patients the means to reschedule independently.
Respect location, provider, event, and patient preferences for scheduling with Artera's seamless integration with Epic’s App Orchard APIs.

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Self-Rescheduling Availability and Limitations

With Self-Rescheduling, we expect specific limitations in end-user eligibility and product updates.

This functionality uses a combination of Enterprise Settings, API configuration, and Epic’s AppOrchard integration. If you are not currently using Epic as your EMR, you cannot use Self-Rescheduling. Additionally, Self-Rescheduling messages respect Language Preferences. If supported by your integration, translations to the messages can be added. However, because the Reschedule with Artera (Open Scheduling) and Portal (MyChart) experiences are handled by Epic, Artera cannot guarantee a patient's preferred language will be respected after clicking the rescheduling link.

How it Works

When a patient receives an appointment reminder message, they have the option to Confirm, Cancel, or Reschedule.
If they choose to cancel or reschedule, they will receive an immediate response. This response will display one of three options:
1. A link to available appointments if the Provider, Event, and Location are enabled for Reschedule (Open Scheduling) (ideal), or
2. A Smart Link to sign into the Portal (MyChart) app and reschedule the appointment (fallback); or
3. A link to sign up for Portal (MyChart) to manage appointments including this one (fallback).
The patient selects an appointment, which creates a new appointment in the EMR.
The patient receives an instant booking message, if configured, containing their new appointment details.

Self-Rescheduling Options

The Self-Rescheduling option presented to the patient through the {eventSelfScheduleAppt} Smart Phrase can be one of the three options represented in the second step above based on system configuration and Portal enrollment status.

To learn more about customizing the {eventSelfScheduleAppt} Smart Phrase Text, click here.

Self-Rescheduling Option	{eventSelfScheduleAppt} Smart Phrase Text
Self-Rescheduling Option	English Copy	Spanish Copy
Reschedule with Artera If the Appointment Event, Provider, and Location are all enabled for rescheduling, then the patient will be provided a link that has available appointments using the Open Scheduling Epic API.	There are several other appointment times available, please click the link to select one that works for you or message back to reach a staff member about scheduling {eventSelfScheduleLink}.	Hay varios otros horarios de citas disponibles, haga clic en el enlace para seleccionar uno que funcione para usted o envíe un mensaje para comunicarse con un miembro del personal sobre la programación {eventSelfScheduleLink}
Portal Smart Link If the Appointment Event, Provider, or Location do not allow for rescheduling, but the patient is enrolled in the Portal, has an assigned Portal ID, and has the Portal app downloaded on their device, they receive the Portal Smart Link. When opening this link, the MyChart app will open and the patient can reschedule the appointment there.	There are several other appointment times available. Please click the link and sign into your patient portal to select one that works for you or message back to reach a staff member about scheduling {eventSelfScheduleLink}.	Hay otros horarios de citas disponibles. Haga clic en el enlace e inicie sesión en su portal de pacientes para seleccionar uno que funcione para usted o envíe un mensaje para comunicarse con un miembro del personal sobre la programación {eventSelfScheduleLink}.
Portal Generic Link If the Appointment Event, Provider, or Location do not allow for rescheduling and the patient is not enrolled in the Portal, or does not have a Portal ID, then the patient will be prompted to enroll into the Portal through the Portal Generic Link. Once enrolled, they will be able to reschedule their appointment.	We encourage you to sign up for the patient portal. There you can view and reschedule your appointments: {eventSelfScheduleLink}. Or, message back to reach a staff member about scheduling.	Le recomendamos que se registre en su portal de pacientes. Allí puede ver y reprogramar sus citas: {eventSelfScheduleLink}. O, enviar un mensaje para comunicarse con un miembro del personal sobre la programación.

Scenarios: Rescheduling Options

The rescheduling option sent to the patient through the {eventSelfScheduleAppt} Smart Phrase is identified in the following table:

Scenario	Event, Provider, and Location enabled for Rescheduling?	Patient is enrolled in Portal?	Patient assigned a Portal ID?	Patient has Portal app installed?	Rescheduling option Provided to Patient
1	Yes	Yes	Yes	Yes	Rescheduling Link
2	Yes	No	Yes	Yes	Rescheduling Link
3	Yes	No	No	Yes	Rescheduling Link
4	Yes	Yes	No	Yes	Rescheduling Link
5	Yes	No	No	No	Rescheduling Link
6	No	Yes	Yes	Yes	Portal Smart Link
7	No	Yes	Yes	No	Portal Generic Link
8	No	Yes	No	No	Portal Generic Link
9	No	No	No	Yes	Portal Generic Link
10	No	No	No	No	Portal Generic Link

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Customers who do not implement a MyChart App link as the Portal Smart Link can use a browser-based link instead.

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overviewing self-scheduling rescheduling reschedule with artera patient reschedule online rescheduling cancel and rebook open scheduling epic rescheduling

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