ugm 2014 smarttools for non-clinical users

Making healthcare remarkable

SmartTools for

Non-clinical Users

Novant Health Dimensions Users Group Meeting 2014

October 23-24, 2014

SmartTools for Non-clinical Users: Outline

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The purpose of this presentation is to help non-clinical users improve performance and reduce workload by using SmartTools to simplify common tasks.

What are SmartTools, and why would I use them?

How can SmartTools make it easier and faster to…

– …create Inbasket messages?

– …input guarantor account notes?

– …add notes to referrals?

– …generate custom letters?

– …route documents from a patient’s chart?

How do I begin building my own library of custom SmartPhrases?

How do I share my SmartPhrases with other users?

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SmartTools Basics

“What are SmartTools, and why would I use them?”

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SmartTools Basics

SmartTools are work-saving features that simplify common text-related tasks.

SmartPhrases

– Type a few characters which then automatically expand into a much longer phrase of text

– Words, phrases, or forms with fields

SmartLinks

– Can automatically pull information from a patient or guarantor record

SmartLists

– Allow you to choose from lists of related words or phrases

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SmartPhrases and SmartLinks

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Examples of SmartPhrase usage:

Abbreviating whole words or phrases

– .rx -> “prescription for”

– .abx -> “antibiotics”

Examples of SmartLink usage:

Pulling information from a patient or guarantor record

– .name -> “John Michael Smith”

– .dob -> “01/23/1945”

– .lastencthisdept (last encounter in this department) -> “08/23/14”

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SmartPhrases

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In addition to these system SmartPhrases, users can create their own custom SmartPhrases.

Simple SmartPhrases

– Abbreviate long words or phrases

– .callback -> “Patient would like to be called back.”

– .verified -> “I verified the caller’s address and phone number.”

Complex SmartPhrases

– Contain other SmartPhrases, SmartLinks, and SmartLists

– Can be used to create a form with fill-in-the-blanks and multiple choice areas

– Example

.m -> Automatically fills in “Mr.” or “Mrs.” or “Ms.” depending on patient record’s sex and marital status

.lname -> Patient’s last name

Create a SmartPhrase called “.polite” that contains two SmartLinks

“.m .lname” -> “Mrs. Smith”

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Using SmartTools: The Inbasket

“How can I use SmartTools to quickly create Inbasket messages?”

Using SmartTools: The Inbasket

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Creating a Simple SmartPhrase

Users can create a new SmartPhrase on the fly or view a list of SmartPhrases from anywhere SmartTools can be used.

Green plus sign

– Create a new SmartPhrase on the fly

Person with a speech bubble

– Open the user’s personal SmartPhrases

Speech bubble (no person)

– Open the SmartTools Butler

– Search all SmartPhrases and SmartLinks

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Three essential parts of a SmartPhrase:

Name: The abbreviation used to “call” the SmartPhrase

Content: The replacement text, which may include other SmartTools

Short Description: A brief description telling what it is or how it will be used

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Type a period, then the first few letters of the SmartPhrase. The SmartTool selection window appears below the text.

Double-click or press F2 to insert the selection. Press Esc to cancel.

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The inserted SmartPhrase takes the place of the period and abbreviation.

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Creating a Complex SmartPhrase

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To maximize efficiency, create complex SmartPhrases designed for a specific task.

Create forms for common types of Inbasket messages, account/referral notes, or routing coversheets.

What kinds of information would be helpful to include?

– Subject of the message

– Contact number

– Date of service

– Medication name

– Preferred pharmacy

– Specialist department

– Okay to leave a message? Yes/no?

– Additional details

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Many tasks can be condensed into a single SmartPhrase that acts like a fill-in-the-blank form.

Three asterisks represent a “wildcard”, a placeholder for text.

Non-clinical users can have significant impact on the EHR. This format encourages detailed, “compliance-friendly” documentation.

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Press F2 to cycle through wildcards, then simply begin typing to replace them with new text.

When you reach the last field, pressing F2 again will restart from the beginning of the text. Or, press Shift+F2 to cycle backwards.

This also works for SmartLists.

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SmartLists make it easy to select from a variety of related options.

SmartLists are pre-programmed into Epic. End users cannot create or edit them.

To search the database, click in the SmartLists search bar and type a word or phrase that might be one of the options in the list.

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Press F2 to cycle through the fields. When the SmartList is selected, a dropdown menu automatically appears.

Double-click to select an option, or use the arrow keys and press Enter.

Note that one option is a wildcard in case none of the choices are appropriate. Some SmartLists have options containing wildcards within other text.

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Using SmartTools to create Inbasket messages is quick and efficient.

Messages created in this way are often easier to read and can contain more and better information with less effort.

This improves communication and documentation for meaningful use.

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SmartTools Live Demo: Patient Call Back

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Using SmartTools: Guarantor Account Notes

“How can I use SmartTools to simplify creating guarantor account notes?”

Using SmartTools: Guarantor Notes

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Consider creating SmartPhrases for different types of account notes or actions requiring documentation.

Phone calls from patients with billing questions are one common reason for notating an account.

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Using SmartTools : Guarantor Account Notes

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There are many system SmartPhrases and SmartLinks designed for RCS and billing staff.

SmartLinks to pull guarantor account information

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Abbreviation Expansion

STMTBAL Last statement balance for a guarantor account

ACONTACT Name of the account contact

AID Account ID

PNAME Patient name

IBAL Insurance balance

INSGRP1 Insurance group number for primary coverage


Using SmartPhrases as forms makes adding notes easy and improves readability.

Practice management staff can assist RCS by documenting patient communications regarding billing issues.

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Using SmartTools: Referral Notes

“How can I use SmartTools to quickly add routine notes to referrals?”


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Using SmartTools : Referral Notes

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Users can create custom SmartPhrases to streamline adding common types of notes to referrals.

Some possibilities include the following:

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Abbreviation Expansion

.call “I have attempted to contact this patient by phone with the following results: {call outcome:315307}.”

.sentletter “I have been unable to reach this patient by phone. A letter is being sent to the last known home address.”

.faxed “I faxed the referral to *** at fax number ***.”

.ptpref “Patient prefers to be scheduled at the *** location in the {Time; morning/afternoon/evening: [19180]}.”

.recreq “I requested medical records from the patient’s PCP.”


Maximize the versatility of SmartPhrases by using wildcards and SmartLists, where possible.

Use system SmartPhrases as guides to create your own.

Generalize based on the types of notes you typically write.

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Using SmartTools: Letters

“How can I use SmartTools to generate custom letters?”


SmartTools are useful for creating letters when no existing template is appropriate.

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The template “GEN TO PATIENT, BLANK” has a wildcard in the body of the letter, making it very flexible for routine communications to patients.

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Press F2 to select the wildcard, then begin typing a SmartPhrase.

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For common types of communication to patients, SmartPhrases are quick and efficient.

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Letter templates are forms of SmartText, combinations of SmartPhrases and SmartLinks that can be altered on the fly after being inserted.

To insert SmartText into a custom SmartPhrase, type the ID into the search bar or click the icon on the right to open the list of all SmartText.

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Creating custom cover sheets for faxes is easy with SmartText.

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SmartPhrases can be in plain text or rich text.

Click the star icon on the left to show a list of formatting tools.

Note that rich text is not available for Inbasket messages or referral/account notes.

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Using SmartTools: Routing Documents

“How can I use SmartTools to efficiently route documents from a patient’s chart?”


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A SmartPhrase makes the process of routing documents quick and easy.

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Assembling Your SmartPhrase Library

“How do I start building my own library of custom SmartPhrases for my everyday tasks?”

Assembling Your Library: Gathering Information

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The process of creating useful SmartPhrases will be easier and more organized if you first pause to consider what you need for the work you do.

Which tasks do you routinely perform in which SmartPhrases can be used?

– Inbasket messages, account/referral notes, letters, routing, FYIs, etc.

What kinds of information do you typically include?

Which SmartTool is right for the job?

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Type of Information SmartTool

Are there repeated words or phrases that can be abbreviated?

Are there multiple fields that could be filled out like a form?

SmartPhrase

Do you include information from a patient or guarantor account record?

SmartLink

Are there “multiple choice” options? (yes/no, departments, symptoms)

SmartList

Sharing SmartPhrases

“How do I share my SmartPhrases with my coworkers?”


While editing a SmartPhrase, it is possible to make the SmartPhrase available to other users.

Click the “Owners & Users” tab at the top to see these options.

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SmartPhrase Owners can both use and make changes to the SmartPhrase. They may also add other owners and users.

SmartPhrase Users can use the SmartPhrase but cannot edit it nor change the list of owners and users.

Practice management staff should consider collaboratively creating and sharing department-wide SmartPhrases to suit their unique needs.

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Thank you for listening!

Questions? Comments?

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