Epic is a widely-used electronic health record (EHR) system that facilitates efficient patient management, improved clinical workflows, and enhanced communication among healthcare professionals. One of its most powerful features is the SmartPhrase functionality, which allows users to create shortcuts for frequently used phrases, reducing the time spent on documentation. This article will provide a comprehensive overview of Epic Smart Phrases, including their benefits, how to create and use them effectively, and a handy cheat sheet for some of the most commonly used phrases.
What are Epic Smart Phrases?
Epic Smart Phrases are predefined text snippets that clinicians can insert into their documentation with just a few keystrokes. By utilizing these phrases, healthcare providers can streamline their note-taking process, ensuring they capture essential patient information without the hassle of repetitive typing.
Benefits of Using Smart Phrases
1. Efficiency: Smart Phrases significantly reduce the time spent on documentation. Instead of typing out common phrases or entire sentences, users can type a few characters and insert pre-written content.
2. Consistency: Using standardized phrases helps ensure that documentation is consistent across different providers and encounters. This is particularly important for compliance and quality assurance.
3. Accuracy: Reducing manual entry minimizes the likelihood of typos and errors in patient records.
4. Customization: Providers can create personalized Smart Phrases tailored to their specific needs, enhancing their workflow.
5. Improved Patient Care: With more time saved on documentation, clinicians can focus more on patient interactions and quality of care.
How to Create and Use Smart Phrases
Creating and using Smart Phrases in Epic is a straightforward process. Follow these steps to set up your own phrases:
Creating a Smart Phrase
1. Log into Epic: Access your Epic account using your credentials.
2. Navigate to SmartPhrase Editor:
- Click on the “Epic” button in the top left corner.
- Select “Tools” from the dropdown menu.
- Choose “SmartPhrases” from the available options.
3. Add a New Smart Phrase:
- Click on the “New” button to create a new phrase.
- In the “Name” field, enter a short, memorable name for your phrase (e.g., ".hx" for history).
- In the “Phrase” box, type the full text you want to insert.
4. Save the New Smart Phrase: After entering your desired text, click “Accept” to save the phrase.
Using Smart Phrases
To use Smart Phrases in your documentation:
1. Begin typing the designated name for the Smart Phrase (e.g., ".hx").
2. Epic will automatically suggest the phrase as you type.
3. Press the “Enter” key to insert the phrase into your note.
Commonly Used Smart Phrases
Here is a cheat sheet of commonly used Epic Smart Phrases that can enhance your documentation process.
General Examination Phrases
- .exam: Inserts a general examination template.
- .vitals: Inserts a section for vital signs.
- .ros: Inserts a review of systems template.
Patient History Phrases
- .hx: Inserts a standard history of present illness (HPI).
- .pmhx: Inserts past medical history.
- .meds: Inserts current medications list.
- .allergies: Inserts known allergies.
Assessment and Plan Phrases
- .assessment: Inserts a standard assessment template.
- .plan: Inserts a treatment plan outline.
- .followup: Provides follow-up instructions for patients.
Patient Education Phrases
- .education: Inserts general patient education materials.
- .diet: Provides dietary recommendations.
- .exercise: Suggests exercise guidelines.
Communication Phrases
- .cc: Inserts chief complaint details.
- .fup: Inserts follow-up appointment instructions.
- .referral: Includes information about referrals to specialists.
Advanced Tips for Smart Phrases
To maximize the effectiveness of Smart Phrases, consider the following advanced tips:
Using Smart Lists
Smart Lists are a great way to enhance the functionality of Smart Phrases. They allow you to insert multiple options for a particular field, such as medications or diagnoses. This can be useful for capturing varied patient details without needing to type each one out.
1. Create a Smart List:
- Navigate to the SmartList section in Epic.
- Create a new Smart List with relevant options.
2. Link Smart Lists to Smart Phrases:
- When creating or editing a Smart Phrase, include a link to the Smart List for easy access.
Utilizing Variables
Epic also supports variables in Smart Phrases, which can help customize the content based on specific patient information.
- Examples of Variables:
- [Patient.FirstName]: Inserts the patient's first name.
- [Patient.LastName]: Inserts the patient's last name.
- [Date.Today]: Inserts the current date.
Including variables in your Smart Phrases can make your notes more personalized and relevant to each patient encounter.
Conclusion
Epic Smart Phrases are invaluable tools for healthcare providers aiming to improve their documentation process. By leveraging the efficiency, consistency, and accuracy offered by Smart Phrases, clinicians can save time and focus more on patient care. With the ability to create personalized phrases, utilize Smart Lists, and incorporate variables, Smart Phrases can be tailored to meet the unique needs of each provider, ultimately enhancing the overall quality of care delivered within the healthcare system.
As EHR systems continue to evolve, mastering the use of Epic Smart Phrases will undoubtedly remain a key skill for healthcare professionals striving for excellence in their documentation and patient interactions.
Frequently Asked Questions
What is an Epic Smart Phrase Cheat Sheet?
An Epic Smart Phrase Cheat Sheet is a reference guide that contains commonly used Smart Phrases in the Epic electronic health record (EHR) system, helping healthcare providers quickly input standardized text and streamline documentation.
How can I create my own Smart Phrases in Epic?
To create your own Smart Phrases in Epic, go to the Smart Phrase Editor within your user settings, click 'New', enter your desired phrase and its corresponding text, then save it for future use.
What are the benefits of using Smart Phrases in Epic?
Using Smart Phrases in Epic increases efficiency by reducing the time spent on documentation, ensuring consistency in language, and minimizing errors in patient records.
Where can I find a downloadable Epic Smart Phrase Cheat Sheet?
You can often find downloadable Epic Smart Phrase Cheat Sheets on your institution's intranet or by contacting your IT department for resources provided during training sessions.
Are there any limitations to using Smart Phrases in Epic?
Yes, Smart Phrases can be limited by user permissions, and they may not cover all specific documentation needs, requiring additional customization or manual entry in some cases.
How often should I update my Smart Phrases?
It's a good practice to review and update your Smart Phrases regularly, especially after updates to clinical guidelines or changes in documentation requirements, to ensure they remain relevant and effective.
Can I share my Smart Phrases with colleagues in Epic?
Yes, you can share your Smart Phrases with colleagues by exporting them from your user profile and providing them the file or by manually sharing the text and structure of the phrases.
What are some examples of commonly used Smart Phrases?
Commonly used Smart Phrases include phrases for routine assessments, patient education materials, and standard notes for specific conditions, such as 'pt.education' for patient education summaries.
