Resources are the Locations, Providers, Devices, and General that flow into Artera from your system of record (typically an EMR). When these Resources appear in Artera, they may need to be updated or disabled based on your workflows.  

Resources Overview

Resources in Artera are broken into four categories: Locations, Providers, Devices, and General. On the Resources page, you can update or disable Resources. Often, Enterprises will update the Resource Display Name so that it makes sense for their patients when used in an automated message. 

Resource Behavior

Providers

New Providers

New Providers are automatically added to Artera when we receive an upcoming appointment scheduled with that Provider in a Location already mapped to the Artera Practice. There is not a way to create a new Provider directly from within Artera.

When a new Provider is created, you will receive an alert in your Digest email. There are also a series of steps you will want to follow to ensure the Provider behaves appropriately. Click here for full instructions. 

Disabling a Provider

When you disable a Provider in Artera, patients who are scheduled for upcoming appointments with that Provider will not receive Automations. Additionally, appointments related to the Provider will not be visible from the Scheduled Patients View in Artera.

If you want disabled Providers to be visible from the Scheduled View and within Events on the Patient Facesheet, enable the Enable View All Patient Appointments Default Setting.

Re-enabling a Provider

If you re-enable a Provider in Artera and want related patient appointments to receive automated messages, you may need to add the Provider to the relevant Automations if you have restricted your Automations by Provider. If you have not, the patient will automatically receive Automations for that Provider once re-enabled with no action needed. 

Locations

New Locations

Locations are your departments within the Artera Practice and require mapping from your EMR to function correctly. If you need to add a new Location, you will need to submit a Lines & Resources Request. 

Disabling a Location

If you disable a Location in Artera, any appointments scheduled in that Location will not be sent Automations and appointments related to the Location will not be visible from the Scheduled Patients View or in the Events section of the Patient Facesheet in Artera. Additionally, the Location cannot be used as a filter option within Artera (e.g. you cannot use the Location to as a Filter within Artera Automations or add it as a Resource in the Phone Line).

If you want disabled Locations to be visible from the Scheduled View and in the Events section of the Patient Facesheet, enable the Enable View All Patient Appointments Default Setting. 

Devices/General

Devices/General Resources require mapping from your EMR to function correctly. If you need to add a new Device or General Resource, you will need to complete a Lines & Resources Request. 

Disabling a Device/General Resource

If you disable a Device/General Resource in Artera, any patients scheduled for appointments with that Device/General Resource will not be sent Automations and appointments related to the Device/General Resource will not be visible from the Scheduled Patients View or in the Events section of the Patient Facesheet in Artera. Additionally, the Device/General Resource cannot be used as a filter option within Artera (e.g. you cannot use the General Resource as a Filter within Artera Automations or add it as a Resource in the Phone Line).

If you want disabled Devices/General to be visible from the Scheduled View and in the Events section of the Patient Facesheet, enable the Enable View All Patient Appointments Default Setting. 

Update Resources 

1. Navigate to Settings and select Resources.
2. On this page, you can toggle between Provider, Location, Device, and General.
3. To edit a Resource, click on the (...) menu and select Edit Resource.
4. On this page, you can update information related to the Resource. 
   1. Providers: It is common to update the First and Last Name. This is how the Provider will appear to your patients in Automations/messages that use the {eventProviderName} Smart Phrase. Updates here will also change how the Provider appears across the Artera application including the Patient Facesheet, Filters, and within Automations. This does not change the Provider Name in your EMR.
      
      1. Pronunciation: Specify phonetic pronunciation for your providers, ex: Dr. Alex Gupta would be "ah-lex guup-tah" for use within call messages when using the {eventProviderName} Smart Phrase.
   2. Locations: It is common to update the name and/or address of a Location. This is how the Location will appear to your patients in messages that use the {eventLocationName} and/or {eventLocationAddress} Smart Phrases. Updates here will also change how the Location appears across Artera including the Patient Facesheet, Filters, and within Automations. This does not change the Location (department) information in your EMR.

Disable Resource

Disabling a Resource will automatically pause Automations for the Resource and hide the associated patients from the Scheduled Patient view. 

To disable a Resource:

1. Navigate to Practice Settings > Resources. 

2. Use the (...) menu to select Disable Resource. 

3. The checkmark updates to an (x) indicating the Resource has been disabled. 

4. Follow the same process to re-enable the Resource, if needed.

FAQ

I updated my Location or Provider name in my EMR. Will it update in Artera?

Yes, Location and Provider names are mapped fields from your EMR, so any changes made to the name in your EMR will be reflected in Artera. However, if you have manually updated the Location or Provider name in Artera, the system will use the updated nomenclature rather than your EMR data. To use the EMR default name, delete the updated fields and save. 

I updated my Location’s phone number and/or address in my EMR. Will it update in Artera?

No. These fields are not mapped values from your EMR and are manually added to Artera through upload. You will need to manually update these values in Artera. If you would like to complete a bulk update, please submit a ticket or reach out to your Artera representative.

Can I update the Location ID from within Artera?

No. The Location ID originates from within your EMR and is submitted to Artera in your initial Location Mapping request. This cannot be modified from within Artera.

Resource History and Changelog

Changes to Resources may impact Automations or other functions within Artera. Track changes made to Resources using the Changelog. The log records when edits are made by a user. This can be helpful when troubleshooting unexpected system behavior related to Resources. 

To view the Changelog of a Resource:

1. Navigate to the (...) menu for the Resource and select View Edit History from the drop-down.

2. The list of edits made to the Resource appears in chronological order based on when the change was made with the most recent change listed first.