Appointment IDs and Rescheduling | AHFE

+ More

How does Appointment Rescheduling impact Triggers? Cancellation, Location, Date, or Time Changes Other Appointment Modifications Notification of Appointment Changes Appointment Trigger Delivery upon Appointment Rescheduling FAQs

Delete

NOTE: This article is for only for Artera Harmony Federal Edition customers.

Changes to an existing appointment in your EMR can happen for a variety of reasons; the provider has overlapping appointments, a patient is unable to make it at a certain time, the office may be closed, etc. When a patient's appointment is modified in your EMR and changed to include a new date, time, provider, location, or Event type, that information flows into Artera Harmony Federal Edition (AHFE) through your integration.

How does Appointment Rescheduling impact Triggers?

Appointment IDs allow AHFE to understand what type of Appointment Trigger(s) to send. When AHFE receives a newly scheduled appointment from your EMR, AHFE will send the patient the appropriate Appointment Trigger(s). When a patient's existing appointment is modified or rescheduled in your EMR using the same Appointment ID, AHFE has the ability to send a message communicating the change based on a specific set of scenarios.

Cancellation, Location, Date, or Time Changes

AHFE allows you to create Triggers that send based on location, date, or time changes when a patient’s existing appointment is modified in your EMR using the same Appointment ID. You are also able to configure an Appointment Trigger to send when/if the appointment is cancelled in your EMR. Click here to learn how to configure a Trigger to send to a patient based on location, date, or time changes and learn how to build a Trigger to send based on a system status change of "cancelled".

Other Appointment Modifications

All other modifications to an existing appointment using the same Appointment ID will not send a new Trigger. Triggers that were previously sent to a patient will not be re-sent. If a patient receives a Trigger and that appointment is modified in your EMR using the same Appointment ID, the patient will not receive Triggers that were previously sent. In order for a patient to receive a new Appointment Trigger that includes the new appointment details, the appointment must be canceled in your EMR and scheduled with a new Appointment ID.

Use the truth tables below to understand when a new Appointment Trigger will send to patients.

Notification of Appointment Changes

	Is the Appointment ID the same for the new appointment?	Will the patient be notified about the change(s)?
Appointment date, time, or location changes	Yes	Yes, if Trigger(s) were created to send based on location, date, or time changes
Appointment date, time, or location changes	No	Yes, if Trigger(s) were created to send based on appointment creation
Appointment provider or Visit Method changes	Yes	No
Appointment provider or Visit Method changes	No	Yes, if Trigger(s) were created to send based on appointment creation
Appointment is canceled in EMR, a new appointment is created	No	Yes, if Trigger(s) were created to send based on appointment creation*

NOTE: You can configure a Trigger based on system status change of "cancelled "in addition to a Trigger that sends based on appointment creation.

Appointment Trigger Delivery upon Appointment Rescheduling

	Is the Appointment ID the same for the new appointment?	Will the patient receive new Appointment Trigger(s) with new appointment details?
Patient already received Instant Booking, 7D, 2D, and 1D appointment reminders for original appointment	Yes	No
Patient already received Instant Booking and 7D appointment reminder for the original appointment	Yes	Yes, if Trigger(s) were created to send at 2D and 1D
Patient already received Instant Booking, 7D, and 2D appointment reminders for original appointment	Yes	Yes, if Trigger(s) were created to send at 1D
Patient already received Instant Booking, 7D, 2D, and 1D appointment reminders for original appointment	No	Yes, the patient will receive new Triggers with new appointment details
Original appointment is canceled in EMR and rescheduled, no prior Trigger(s) sent to the patient for the original appointment	No	Yes, the patient will receive new Triggers with new appointment details
Original appointment is canceled in EMR and rescheduled, patient received the Appointment Trigger series for the original appointment	No	Yes, the patient will receive Triggers with new appointment details

FAQs

What if my organization requires that we keep the same Appointment ID when rescheduling a patient's appointment?

In order for a patient to receive a new Appointment Trigger that includes the new appointment details, the appointment must be canceled in your EMR and scheduled with a new Appointment ID.

However, some EMRs follow a leading practice of maintaining the same Appointment ID between the initial appointment and instances in which the appointment is rescheduled. To support the resending of Triggers for appointments that have been rescheduled using the same Appointment ID, AHFE can reset the appointment’s confirmation status and set the appointment status to "booked"; in turn, allowing any Triggers to re-fire as necessary. If you are interested in this option for your Enterprise, please connect with your Customer Success Representative for additional information.

Will the information displayed in the tables above apply if my Enterprise does not follow AHFE's Leading Appointment Triggers Practices?

Yes, the information applies regardless of the sequence of Appointment Triggers used by your Enterprise.

Will Triggers based on location, date, or time changes be triggered as soon as this information is modified for an appointment in our EMR?

Similar to other Triggers, a Trigger configured to fire based on location, date, or time changes will deliver to patients based on the Send Rules of that Trigger.

ahfe federal

Contact Us