When a new Event is scheduled in your EMR, it will automatically flow into Artera Harmony Federal Edition (AHFE). Remember, Events refer to appointment types and are specific to a Practice.

Process Overview

Once you receive notification of the new Event(s), complete the following steps to get the Event(s) configured in AHFE:

1. Update the Event Name.
2. Update Trigger Resource Filters to include the Event (depending on how your Triggers are configured, you may not need to make updates).

Alternatively, you may want to disable the Event to prevent Triggers from sending for that Event. Click here for instructions.

Update Event Name

Let’s review how to update the Event display name. This will update the Event name wherever it appears in AHFE including the Patient Facesheet, filters, and Triggers. Additionally, this is how Event will be reflected in automated calls made to patients that use the {eventName} Smart Phrase. Updates made to the Event in AHFE will not be reflected in your EMR. Clikc here to learn more about customizing Events.

1. In AHFE, select the Practice containing the newly added Event(s). 
2. Select Settings in the navigation bar.
3. From the Practice Settings menu, select Events.
   
4. From the Appointment tab, use the (...) menu to select Edit Event.
   
5. Update the Event Name and select Save.
   1. Modality: This field allows you to keep the existing Event Name visible to staff in the Patient Facesheet but provide a more patient-friendly description of the Event within phone calls made to patients using the {eventModality} Smart Phrase. For example, if the Event Name is "Consultation" the Modality could say "Office Visit" in phone calls to patients instead. This field does not allow translations, so it will only display what is entered here.
      
   2. Instructions: If you would like to add instructions for an Event, i.e. "wear sleeves that can be rolled up to the shoulder," you can enter those in the Instructions field and add the {eventInstructions} Smart Phrase to pull those instructions into patient phone calls. This field does not allow translations, so it will only display what is entered here. Click here to learn more.

Update Trigger Resource Filters to Include New Event

If you have set up your Triggers to filter by Events, you will need to make sure that your new Events are included or excluded as desired. If your Triggers do not include an Event filter, no action is needed.

1. From the navigation bar, navigate to Automations > Triggers 
   

2. Locate the Trigger you would like to add the new Event to, select its (...) Actions menu, and choose Edit. 
   

3. Select Continue until you reach the third step of the Trigger, labeled Filters.

4. Select the Event tab and choose the new Event(s).

5. Select Continue until you reach the final Review page. Then, click Save. A dialog box will appear informing you that the edited Trigger will be paused and it must be restarted manually after saving. Select Save.

6. In the Triggers table, locate the newly edited Trigger, select its (...) Actions menu, and choose Turn On.  

7. Repeat these steps for each necessary Trigger.

Prevent Triggers for the Event

Disable the Event in AHFE in order to prevent phone calls from being made to patients scheduled for that Event and remove the Event from being used as a filter. Additionally, disabling an Event will hide appointments with that Event Type from the Scheduled View.

Common reasons to disable an Event include:

1. Automated phone calls related to the Event Type should not be made.

2. The Event is an internal-only scheduling item.

Disable Event

1. In AHFE, select the Practice containing the newly added Event. 
2. Navigate to Settings > Practice Settings > Events.
   
3. Located the Event you wish to disable, select its (...) Actions menu, and choose Disable Event. 
   
4. A red (x) will appear under the Enabled column for that Event.