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
5/22/2013
Novant Health: Enter Presentation Title in Footer Menu
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?
2

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

FOOTER AREA
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”
6

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

Using SmartTools: The Inbasket
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Novant Health: Enter Presentation Title in Footer Menu FOOTER AREA8

FOOTER AREA
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
5/22/2013
10

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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11

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
13

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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15

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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5/22/2013

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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18

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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19

SmartTools Live Demo: Patient Call Back
5/22/2013

Using SmartTools:
Guarantor Account
Notes
“How can I use SmartTools to simplify creating
guarantor account notes?”

Using SmartTools: Guarantor Notes
5/22/2013

Using SmartTools: Guarantor Account Notes
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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23

5/22/2013
There are many system SmartPhrases and SmartLinks designed for
RCS and billing staff.
 SmartLinks to pull guarantor account information
24
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.
5/22/2013
25

Using SmartTools:
Referral Notes
“How can I use SmartTools to quickly add routine
notes to referrals?”

Using SmartTools: Referral Notes
5/22/2013

5/22/2013
Users can create custom SmartPhrases to streamline adding
common types of notes to referrals.
 Some possibilities include the following:
28
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.
5/22/2013
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Using SmartTools:
Letters
“How can I use SmartTools to generate custom
letters?”

Using SmartTools: Letters
SmartTools are useful for
creating letters when no
existing template is
appropriate.
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31

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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34

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.
5/22/2013
35

5/22/2013

Creating custom cover
sheets for faxes is easy
with SmartText.
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38

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.
5/22/2013
39

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

Using SmartTools: Routing Documents
5/22/2013

5/22/2013

A SmartPhrase makes the
process of routing
documents quick and easy.
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43

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

Assembling Your Library: Gathering Information
5/22/2013
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?
45
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?”

Sharing SmartPhrases
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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Sharing SmartPhrases
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.
5/22/2013
48

Thank you for listening!
Questions? Comments?
5/22/2013
49

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