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.

Available Filters

Patient Status

The Patient Status filter tracks how a patient has interacted with their confirmation messages. Select multiple statuses to capture a broad range of patient responses.

The available filter options are standard to Artera Harmony Federal Edition (AHFE) 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 AHFE and are mapped to specific values within your EMR. Note that some statuses may not be relevant to your integration. 

The System Status filter options for Appointment Triggers include: 

• Booked: Appointment is scheduled
• Started: Patient checked in for their appointment
• No Show: Patient did not arrive for appointment
• Abandoned: Left without being seen
• Completed: Patient checked out

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 AHFE 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.

Event

The Event filter allows you to target specific appointments by selecting from the list of Events synced from your EMR to AHFE. 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 AHFE. You can select one or more Resources per Trigger. In the Trigger builder, these appear as separate Provider, Location, and Other tabs. Although they display as separate tabs, they are all resource filters and combine according to the resource filter logic for your Trigger type — they are not independent filter categories. See Filter Logic for how they combine.

1. Provider: Use the drop-down menu or manually type to locate specific Providers across all of your AHFE 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 AHFE 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 the three top-level filter categories (Audience, Events, and Resources) is always AND. A patient must match all three categories to receive the Trigger. Within the Resources category, how the individual resource filters combine depends on the Trigger type — see below.

The logic within a single filter’s value list is always OR. For example, if you select three Events, the appointment must match any one of the three.

How Resource Filters Combine — Appointment and Recall Triggers

For Appointment and Recall Triggers, a match on any one included resource type is enough. Setting Include Provider A and Include Location X means the Trigger fires if the appointment matches Provider A or Location X — it does not need to match both. Recall Triggers combine resource filters the same way Appointment Triggers do.

How Resource Filters Combine — Referral Triggers

For Referral Triggers, the referral must match all included resource types. Setting Include Referred-To Provider A and Include Referred-To Location X means the referral must match Provider A and Location X.

Include/Exclude Behavior

Excluding a resource filter creates an independent removal condition. Each excluded resource type is evaluated separately from the included ones — anyone matching an excluded value is removed, regardless of what the include filters matched.

Appointment and Recall examples (Provider A, Location X):

Referral examples (Referred-To Provider A, Referred-To Location X):

The only difference between Appointment/Recall and Referral is the first row: for Appointment and Recall, a match on any one included resource type is enough; for Referral, all included resource types must match. Exclude behavior is identical across all trigger types.

All of the above is additionally combined with your Audience and Event filters — a patient must still pass those to receive 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: 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, AHFE 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.