10 tips and tricks to improve efficiency in epic
TRANSCRIPT
Improve Epic Efficiency
February 7, 2015 Page 1
10 Tips and Tricks to improve efficiency in Epic
Click the links below to read about these time saving tips
Personalize your theme Use “Favorites” stars Screen layout Activity buttons Customize menus and toolbars Chart Review filters View multiple encounters or notes in a single pane Use the File Search field Reporting workbench tips Keyboard shortcuts Click the link below to see which Epic applications are installed at each facility
Epic Applications
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Personalize your Epic workspace theme -- Know which instance of Epic you are working in Personalize your desktop in Epic will help identify which facility’s instance of Epic is being used
1. Click Epic Personalize Choose a theme 2. Pick a theme that suits you and helps you identify CHCO Epic from UCH Epic
In this example, the user picked the “High Noon” theme for CHCO Epic (on the right), and the “Carbon” theme for UCH Epic (on the left) xto provide an easy visual way to identify which facility’s instance of Epic they are working in. 12 available themes to choose from:
Serenity Carbon Tranquility Doris Day Garden High Noon Horsepower Kyoto Sumatra Modern Blue Rock IT Deep Space
Use the “Favorites” stars Marking an activity with a yellow star will keep it in the list under the Epic button for quick access
1. Click the Epic button 2. Determine which activity under the “Recent”
section should be marked with a yellow star and placed in the top section of the Epic menu
a. The last 5 activities accessed will appear in this section
b. The list of “recent” activities will constantly change, as different activities are accessed
3. Click the white star next to the activity to add it to the top section of the Epic menu a. An unlimited number of activities can be selected and placed at the top of the menu,
however, only the first 10 will have keyboard shortcuts (an underlined number – see Keyboard Shortcuts below)
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In the example above, the user wants the “Registration” activity to stay at the top of the menu. They will click the white star to turn it yellow. If they don’t want that activity in the top part of the menu anymore, they will simply click the yellow star to turn it white again
Know the screen layout
1. The area on the screen where work is performed in Epic is called the “Workspace” 2. Every activity will have a different workspace display, however the areas of the workspaces are
relatively similar
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Customize Activity Buttons
1. Additional skinny buttons can be added for activities where “More Activities” appears in the lower left corner of the screen
2. Click More Activities then click the white star to add an activity as a skinny button in the activity navigator
a. In the following example, the user will add a “Synopsis” skinny button Click More Activities, then click the white star next to the activity desired. The new button will appear in the activity navigator
Chunky Buttons Skinny Buttons
Unselected
Selected
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Customize menus and toolbars
1. Customizations can be made on a variety of activities 2. Click the wrench at the upper right-corner of the main screen to customize the toolbar 3. Click the wrench at the upper-right corner of any activity to customize the activity
Use filters in Chart Review
1. Click Filters 2. Select what to filter on
a. Multiple filters can be used simultaneously b. Blue check marks indicate what is being filtered
In this example, the user filtered on “Diagnosis = Ebola” + “Provider = UCHTEST,AMBIPMD” to narrow down encounter options
3. Filters will automatically clear when chart is closed
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Review multiple encounters or notes in one pane
1. Pull up the patient using the Chart activity 2. Click the Chart Review activity 3. Hold the Ctrl button and click the notes to review 4. Scroll down to each note 5. Click Print to print all notes continuously
Use the File Search box for quick access to activities
1. Click in the search box in the upper right corner of the screen 2. Type a description to search
a. e.g. “Registration” 3. Click the item to jump to 4. Continue in activity as normal
Invoke search while in Chart Review to search for all notes with specified criteria 1. Click Chart or Hospital Chart and open the patient’s record 2. Click Chart Review 3. Click in the search box in the upper right corner of the screen 4. Type a description to search in notes
a. e.g. “Foreign Body” 5. Click the item(s) to review
As you scroll down,
each note will be
attached to the next
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Searching the chart for “Foreign Body”
Reporting workbench tips
1. Use the search field to look for a report when you know the name of the report, or a word in the title of the report
2. Hover over the report listing and click Edit to enter parameters
3. “AND” indicates firm search criteria; “OR” indicates variable search criteria
a. In the example below, “Less than or equal to 2/5/15 AND greater than or equal to 2/1/15” will list any entries that fall between the dates
b. “Less than or equal to 2/5/15 OR greater than or equal to 2/1/15” will list any entries that have those dates listed anywhere within the criteria
4. Use “SAVE AS” to keep your report parameters, and name the report anything you want for ease
Enter search
term(s)
“AND” = between the dates
Select item(s)
to review
Searched
terms found
“OR” = includes any with these dates
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5. Click the white star to turn yellow, and list the report in “My Reports My Favorite Reports”
6. Create folders to drag reports into for organization
Starred
Starred reports
appears here
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Keyboard Shortcuts
Data Entry Shortcuts
Key(s) Description Key(s) Description F5 Pulls up a list of options for a field
(i.e. magnifying glass) F6 View comments when comments
are populated
Tab Moves cursor forward from one field to another
Shift + Tab Moves cursor backward from one field to another
Alt + Letter or Alt + Number
Any selection with an underlined letter can be activated by pressing that letter or number simultaneously with the ALT button
Esc Cancels selection or closes option window if one is present
Up Arrow Moves selection or cursor upwards through a list of choices
Down Arrow Moves selection or cursor downwards through a list of choices
End Moves the cursor to the end of the current line of text within a field
Home Moves the cursor to the beginning of the current line of text within a field
Ctrl + Right Arrow Moves the cursor to the beginning of the next word in the field
Ctrl + Left Arrow Moves the cursor to the beginning of the previous word in the field
Ctrl + End Moves the cursor to the end of the field
Ctrl + Home Moves the cursor to the beginning of the field
Shift + End Highlights text from the cursor position to the end of the line
Shift + Home Highlights text from the cursor position to the beginning of the line
Entering Dates & Times
Shortcut (type this in a date/time field)
Action Example
Display (using “January 5, 2015 at 08:00 am” as the beginning date/time)
T TODAY
Today’s date
T T+5 T-12
01/05/2015 01/10/2015 12/24/2014
M MONTH
This month
M+1 M-1
02/05/2015 12/05/2014
MB MONTH BEGINNING
The first day of this month
MB MB+1 MB-1
01/01/2015 02/01/2015 12/01/2014
ME MONTH ENDING The last day of this
month
ME ME+1 ME-1
01/31/2015 02/28/2015 12/31/2015
W WEEK
This week
W+1 W-3
01/12/2015 12/15/2014
Y YEAR
This year
Y+1 Y-1
01/05/2016 01/05/2014
N NOW
The time right now
N N+5
N+50 N-25
Numbers indicate minutes
08:00 08:05 08:50 07:35
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On Screen Buttons
Button Description Key(s) Description
Exit, clear selection, or delete
Edit
Add an entry, or create a new item
Favorites Yellow = Selected; white = unselected
Run or Save
View details Pointing down = open window Pointing up = close window
Back Go back one screen
Forward Move forward one screen
Options
Search
Properties or Settings
Report
Refresh
Customize
Help
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Epic Applications
UCH CHCO Application
ADT (Inpatient and Outpatient Admission-Discharge-Transfer Application)
Anesthesia
ASAP (Emergency Department Application)
Beacon (Oncology Application)
X (going live in Oct 2015)
No (possibly 2016)
Beaker (Clinical Laboratory Application)
No BedTime (Bed Management Application)
Bridges (Interface Application)
Cadence (Scheduling Application)
Care Everywhere (Information Exchange Application)
? Case Management
Clarity (RDBMS Management Application)
Cogito ergo sum (integrated analytics and reporting)
No No Cupid (Cardiology Application) (fka Cardiant)
Data Courier (Data Environment Propagation Utility)
No (possibly 2016)
Piloting in 2015 Epic Bedside (Patient Inpatient Chart Access)
No (possibly 2016)
? Epic CRM (Customer Relations Management/Home Health Care)
Epic Everywhere (allow communication between Epic clients)
No (possibly 2016)
? Epic ICON (Infection Control Application)
EpicCare Ambulatory (Ambulatory Medical Record Application)
No No EpicCare Home Health (Specialized Home Health Application for use in Patient Homes)
No No EpicCare Hospice (Specialized Hospice Application)
EpicCare Inpatient (Universal Hospital System)
EpicCare Link (Web-based Application for Community Users)
EpicWeb (Web-based Clinical Application)
Haiku/Canto (Device Mobility Clinical Application) (Haiku = android; Canto = apple)
HIM (Chart Tracking, Chart Deficiency Tracking, Release of Information Application, Coding & Abstracting)
No No ICU module
Identity (Master Patient Index [MPI] Application)
Kaleidoscope (Ophthalmology Application)
No Lucy (Free standing Personal Health Record)
MyChart (Patient Chart Access) (UCH = "My Health Connection" or "MHC")
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UCH CHCO Application
No (possibly
2015) Nurse triage
OpTime (Surgical Application)
No (possibly
2015) Phoenix (Transplant Application)
No No PlanLink (Service for providers and employers)
Prelude (Inpatient and Outpatient Registration Application)
Radar (Dashboard Application) (fka MyEpic)
Radiant (Radiology Application)
Reporting Workbench (Operational Reporting Application)
Resolute (Billing Application) includes: HB (Hospital Billing) PB (Professional Billing)
Rover
No (possibly
2016) Stork (OB/Gyn Application)
No (possibly 2016)
No Tapestry (Managed Care Application)
No Welcome (Patient Self-Service Kiosk)
Willow (Hospital Pharmacy Application) (fka EpicRx)
No Willow Ambulatory (Outpatient Pharmacy Application)