Icons and Color Codes in Artera

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View Switcher Homepage Recent Scheduled Mentions Campaigns Patients Insights Help Settings User Profile Patient Channel Statuses Manual Messaging Tools Patient Verification Icons Automation Characters and Sources SMS Characters

This article provides an index of the various icons and color codes used throughout Artera as indicators.

View Switcher

The View Switcher is the navigation bar on the far left side of the screen. Each of the tabs in the bar links to a new view.

Homepage

The Homepage serves as a user’s command center, designed to boost staff efficiency and enhance the patient experience by utilizing your Artera data to identify opportunities for improvement. It offers key insights that help users stay on top of unresolved messages, prioritize critical conversations, and optimize performance. Click here to learn about the Homepage.

Recent

The Recent Inbox view is the default view when you first log into Artera. This view displays about the 200 or so most recent patient conversations for a given Practice. Open Patient Channels will appear at the top of the Recent view. To view the number of open Patient Channels in the Recent Inbox view, navigate to Inbox > Recent. Next to "Recent," you will see a count of open Patient Channels. NOTE: Users will see a total count of Open Channels across all Practices they have access to.

Scheduled

The Scheduled Inbox view displays Patient Channels by appointment date. To display the Scheduled view, navigate to Inbox > Scheduled.You can navigate between days by selecting the date at the top of the list and using the calendar selector or by using the page left/right arrows on either side of the displayed date. Learn more about the Scheduled View.

Appointment Status Color Coding

Appointments in this view will be color-coded based on the patient's appointment status:

	Gray: Unconfirmed – The patient has not confirmed their appointment. This status may require follow-up.
	Green: Confirmed – The patient has confirmed their appointment.
	Red: Canceled – The patient has requested to cancel their appointment.
There are additional statuses that you may see, however, these are tied to less common configurations and may not appear in your Practice at all.
	Yellow: Rescheduled – The patient has requested their appointment be rescheduled.
	Blue: Viewed - The patient has viewed their appointment details through the {eventConfirmLink} but has not taken any action.

Starred

The Starred Inbox view displays any Patient Channels you have starred (pinned). This view allows easy access to Patient Channels that may require user follow up. To view starred patients, navigate to Inbox > Starred. Each user is able to star Patient Channels. Learn more about Starring Patients.

Selecting the star icon to the left of a patient's name in the Patient Channel will star a patient.

Mentions

The Mentions Inbox view includes both Open Mentions and Recently Resolved mentions. This view tracks Patients Channels where you, or a User Group you are a part of, have been mentioned within an Internal Message. Similar to the Recent view, in the navigation, next to Mentions, a count will display indicating the number of Internal Mentions awaiting your response. NOTE: Users will see a total count of Internal Mentions across all Practices where they have been mentioned.

Campaigns

Select Campaigns to be directed to your Practice's Campaigns page. Click here to learn more.

Automations

Automations include Conversation Flows and Triggers.

Patients

The Patients Area provides visibility into patient communication history and communication preferences, allowing users to quickly troubleshoot issues and providing valuable insights into how to optimize an organization’s patient messaging strategy.

Click here to learn more.

Insights

Select Insights to access your Artera analytics from within the platform. Click here to learn more about the available reporting in Artera.

Help

The Help option displayed on the lower half of the navigation bar links to support.artera.io, Artera's Customer Resource Center. This site includes training guides, Knowledge Base articles, and our support case submission form. Help also allows users to link out to the Knowledge Base or Artera Academy.

Settings

Settings contains configuration options for Artera. Depending on your access level, you can access both Practice and Enterprise Settings here. Learn more about available settings.

User Profile

Select your profile to determine which Artera Enterprise and environment you are logged into, who you are logged in as, and logout of Artera.

Patient Channel Statuses

A Patient Channel can be one of three statuses: open, pending, or cllosed. Click here to learn more about Patient Channel opening.

Open

Open Patient Channels are active and typically require manual intervention to resolve. Patient Channels typically open when a patient messages into the Practice.

Hotkeys to mark a Patient Channel as open:

CTRL + SHIFT + O

Pending

Active and require internal action or are waiting on a response from the patient. Patient Channels are placed into a "pending" status automatically by an Internal Mention or by Inbound Message Automations. A user can also manually place a Patient's Channel into a "pending" status.

Hotkeys to mark a channel as pending:

CTRL + SHIFT + P

Closed

Closed Patient Channels are inactive and no longer need any attention. Patient Channels can be closed automatically through Inbound Message Automations or manually.

Hotkeys to mark a channel as closed:

CTRL + SHIFT + R

Manual Messaging Tools

While in the Patient Channel, you will see icons below the text box to send a Manual Message. These are all tools that can be used to enhance messages to patients. Click here to learn more about Manual Messaging.

Secure/Unsecure

Selecting the lock icon will toggle between a Secure and Unsecured message. A closed lock indicates that the message is secure, while an open lock indicates the message is unsecured. Users can also insert two exclamation marks, "!!," before their message to switch the message from secure to unsecured.

A secure message requires a patient to login to the Secure Messaging Portal view the message. This ensures that PHI and other sensitive information is protected. By default, all messages sent in Artera are secure. An unsecured message will appear as a plain text message to the patient.

Smart Phrases

Quick Responses

Attach Form

The document icon allows a user to attach a Form to a message. Forms are created by Artera and are typically used for Satisfaction Surveys and other basic information collection. Existing Forms can be viewed under Practice Settings.

Connect with your Customer Success Representative if interested in using Patient Satisfaction Forms. Learn more here.

Attach File

The paper clip icon allows users to attach a file to a message. Files over 600KB will need to be sent in a Secure Message format. Learn more about sending Rich Media Attachments.

Staff AI Co-Pilot

NOTE: Staff AI Co-Pilot is a Harmony solution and this feature is only available to Harmony customers.

Use the AI button to create engaging messages to patients, translate messages, and improve overall communication efficiency.

Click here to learn more about Staff AI Co-Pilot.

Patient Verification Icons

Within Artera, there are Verified and Unverified patients. There are a few limitations that exist with Unverified patients, which you can learn about here.

Verified Patient

Unverified Patient
with Name

Unverified Patient

without Name

A verified patient is one that has had a past or future appointment in the Practice.

When "Unverified Patient" is displayed beneath the patient’s name in the Patient Facesheet, it means the patient does not have a past or future appointment within this Practice. The patient may have a past or future appointment in another Practice or was added during implementation with a historic patient upload.

When "Unverified Patient" is displayed beneath the patient's name in the Patient Facesheet but without a related name, it means the patient is not verified in any Practice within your Enterprise. This typically occurs with functionality like Call-to-Text/Abandoned Calls or if you receive a text message from a phone number not tied to any of the existing patients within your Artera Enterprise.

How does a patient get verified?

There are a few ways that verified patients enter into your Artera Practice:

During implementation, the patient was part of a Future Appointment Upload to Artera as part of the go-live process.
After go-live, an appointment is scheduled for the patient in the EMR and then sent to Artera through the HL7 interface.

Automation Characters and Sources

In both Practice and Default Automations, you will see icons displayed for each Automation that indicate the number of characters in a message and available methods to send them.

Available Message Sources

When creating an Automation, you can enter messages for text, phone, and email contact methods.

If you include text for an sms version of your Automation message, a message icon will be listed under the Send Via column.If you include a script for a phone call version of your Automation, a phone icon will be listed under the Send Via column.
If you include text for an email version of your Automation message, an envelope icon will be listed under the Send Via column.

SMS Characters

The color of the message icon indicates the number of characters in your SMS message for the Automation. This icon can appear in two different colors.

A green icon indicates that the message does not exceed 160 characters. This is the ideal status for an automated message. Messages that are below the standard limit of 160 characters have a higher rate of successful deliveries to patients.
A black icon indicates that the message exceeds 160 characters. Messages over 160 characters are sent as a concatenated message, packets of 160 character texts that are delivered together. Learn more about concatenated messages here.
- Important: A message exceeds that exceeds 320 characters has a greater chance of being undelivered to a patient and likely contains too much content for an automated message. It is highly recommended to reduce the text volume if the icon is red.

Regardless of color, all message bubble icons display the number of characters in the message when hovered over with your mouse:

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