When configuring Triggers, use filters to target specific patient groups. You can apply inclusion or exclusion logic to either capture or skip patients who meet your selected criteria. Click here to learn more about the filter logic.

For information on configuring Triggers, click here.

Available Filters

It is important to note that the available filters will vary based on the type of Trigger module ( Appointment, Recall, Referral) selected:

Visit Method (Appointment Module Only)

This filter is only available for Appointment Triggers. The Visit Method filter options include "In Person", "Telehealth", and "Video". This filter maps Epic's visit modes to these three standard Artera defaults. These fields will only work if you have implemented Visit Methods by completing the necessary integration work. Click here to learn more about Visit Methods. 
NOTE: Visit Methods are only applicable to Epic customers.

Patient Status (Appointment Module Only)

The Patient Status filter is exclusive to Appointment Triggers. It tracks how a patient has interacted with their confirmation messages. Unlike some other filters, you can select multiple statuses to capture a broader range of patient responses.

The available filter options are standard to Artera and are mapped to specific values within your EMR. Some statuses may not be relevant to your integration or use case. The Patient Status filter includes:

• Confirm: The patient has confirmed their appointment.

• View: The patient has viewed the content of a confirmation link/message, but has not taken action to confirm or cancel their appointment. This status will only apply if your team is using the {eventConfirmLink} Smart Phrase within your Appointment Triggers rather than the {eventConfirmText} Smart Phrase. 

• Cancel: The patient requested to cancel their appointment.

• Reschedule: The patient requested that the appointment be rescheduled.

• Unconfirmed: The patient has not taken action on the appointment.

System Status

The System Status filter options are standard to Artera and are mapped to specific values within your EMR. Note that some statuses may not be relevant to your integration or supported by your EMR. 

The System Status filter options for Triggers depend on the Trigger module: 

Portal Status

The Portal Status filter identifies whether a patient is currently enrolled in your Patient Portal. While you can select both "Enrolled" and "unenrolled", it is most effective to select only one or leave the filter blank. Selecting both provides the same result as having no filter at all.

Patient Sex

The Patient Sex filter allows for a single selection: Male, Female, or Unknown. The "Unknown" option captures any records where sex is missing or not specified. These standard Artera values are mapped to the corresponding data in your EMR. 

Patient Age

The Patient Age filter supports exact values or inclusive ranges. For example, a range of 18–24 years captures all patients from age 18 until they turn 25. For open-ended criteria (e.g., "over 18"), enter only the minimum age. You may filter by years or months; choosing months allows for three-digit precision when targeting specific developmental milestones or infant age groups.

Response to Message (Referral Module Only)

The Response to Message filter is exclusive to Referral Triggers. Use the "No patient response" filter option to target patients who have not replied to your referral outreach. 
NOTE: The "Accepts scheduling" and "Declines scheduling" options are no longer supported here; these should now be managed directly in Conversation Flows.

Priority (Referral Module Only)

The Priority Status filter is exclusive to Referral Triggers. This filter restricts Referral Trigger delivery based on the urgency of the referral. Your EMR's specific priority levels are mapped to Artera's four standard priority levels during implementation: Elective, Emergency, Routine, Urgent.

Scheduling Status (Referral Module Only)

The Scheduling Status filter is exclusive to Referral Triggers. Use this filter to target patients at specific stages of the referral process. For example, you can choose to only message patients who are in the "Ready for Scheduling" status. The following Artera Scheduling Statuses are available and are mapped to statuses from your EMR: 

1. Pending Authorization
2. Ready For Scheduling
3. Some Visits Scheduled
4. All Visits Scheduled
5. Patient Will Self Schedule
6. Do Not Schedule
7. Scheduled
8. All Visits Complete
9. Some Visits Complete
10. Appointment Cancelled

NOTE: Integration work is required to map your EMR's Scheduling Statuses to Artera's default statuses. Be sure to connect with your Customer Success Representative to confirm which statuses have been mapped.  

Authorization Status (Referral Module Only)

The Authorization Status filter is exclusive to Referral Triggers. Use this filter to target patients based on their referral's authorization status. The following Artera Authorization Statuses are available and are mapped to statuses from your EMR:

1. Authorized
2. Incomplete
3. New Request
4. Open
5. Pending Review

NOTE: Integration work is required to map your EMR's Authorization Statuses to Artera's default statuses. Be sure to connect with your Customer Success Representative to confirm which statuses have been mapped. 

Event

The Event filter allows you to target specific appointments, Recalls, or Referrals by selecting from the list of Events synced from your EMR to Artera. Use this to ensure your Trigger only fires for relevant Events. Click here to learn about Events.

Determine if the Events selected should follow inclusionary logic by selecting Include or exclusionary logic by selecting Exclude. In some instances, it may be easier to exclude the Events or Resources that you do not want to send a Trigger to rather than to include all the ones you do. Click here to learn more.

Resource

Resource filters include Providers, Locations, Devices, and other general resources that have been passed from your EMR into your Artera Enterprise. You can select one or more Resources per Trigger.

1. Provider: Use the drop-down menu or manually type to locate specific Providers across all of your Artera Practices. Include Providers by using the checkbox near the appropriate Provider. To bulk select Providers, check Select search results.
   
2. Location: Use the drop-down menu or manually type to locate specific Locations mapped to your Artera Practices. Include Locations by using the checkbox. To bulk select Locations, check Select search results.
3. Determine if the Resources selected should follow inclusionary or exclusionary logic. Click here to learn more.

Filter Logic

The logic between filter sections (Audience, Events, and Resources) apply “and” logic. Meaning that the appointment, recall, or referral must qualify for the Audience, Event and the Resource filter(s) in order to receive the Trigger's message. The logic within filter sections (i.e. all Event types selected) apply “or” logic. Meaning that the appointment, referral, or recall must be one of the Event types selected in order to qualify for the Trigger.

Exclusions

Sometimes, it is more efficient to exclude specific items rather than selecting everything you want to capture in the Trigger. 

• For Events: In the Events section, change the logic from Include to Exclude, then select the Event types that should not receive the Trigger.
• For Resources: 
  • Referral Triggers: Select the Is Not radio button.
  • Appointment and Recall Triggers: Select the Not Scheduled With box. 

Multiple Exclusion Logic

When adding multiple exclusions, the patient will only need to meet one exclusion criteria to not receive the Trigger. For example, we have configured a Trigger to exclude patients scheduled for the Color Vision Event type and exclude those scheduled with the provider of Dr. Smith. 

In this example:

• If a patient was scheduled for a Color Vision with Dr. Green, the patient would not receive this Trigger.

• If the patient was scheduled for a Telehealth Visit with Dr. Smith, the patient would not receive this Trigger.

• If the patient was scheduled for an Office Visit with Dr. Green, the patient would receive this Trigger.

Exclusions and Triggers

When using multiple exclusion filters, Artera applies "OR" logic, meaning a patient is excluded from the Trigger if they meet any of the exclusion criteria. Due to this, complex scenarios (like excluding only a few specific Event types for a single provider) usually require multiple Triggers.

Leading Practices for Exclusion Logic:

• Complementary Triggers: If you use exclusion logic to skip a specific group of patients, you will likely need a second Trigger that uses inclusion logic to ensure those skipped patients receive the correct alternative message. 
• Tailored Messaging: Exclusion is most effective when providing different instructions to different groups. For example, to handle Virtual vs. In-Person visits:
  • Trigger A: Exclude "Virtual Visits" to send standard arrival instructions to in-person patients.
  • Trigger B: Include "Virtual Visits" to send specific login links and technical requirements.

Details Panel

The Details panel on the right side of the page helps you conceptualize who the Trigger will be sent to and what, if any, exclusions have been added. Review the "Audience Filters," "Event Filters," and "Resource Filters" headers in this panel to identify which filters have been applied to the Trigger.