Provider Efficiency Quick Wins

General Provider Quick Wins ....................................................................................................................................... 3

Personalize Your Workspace ............................................................................................................................................................................ 3
Set Your Default Home Workspace ........................................................................................................................... 3
Optimize Your Main Toolbar ........................................................................................................................................ 3
Optimize Your Activity Tabs .......................................................................................................................................... 3
Rearrange Your Navigator Sections ........................................................................................................................... 5
Review the Chart.................................................................................................................................................................................................... 5
Chart Search ........................................................................................................................................................................ 5
Declutter the Chart Review Toolbar ........................................................................................................................... 6
Chart Review Bookmarks................................................................................................................................................ 6
Chart Review Filters .......................................................................................................................................................... 7
Review Information with Lifetime ............................................................................................................................... 8
Search Active Guidelines .................................................................................................................................................................................... 9
Personalize Orders in the Chart ....................................................................................................................................................................... 9
Right-Click to Save Order Details................................................................................................................................ 9
Edit Multiple Orders ......................................................................................................................................................... 9
Save Orders to Your Preference List .......................................................................................................................... 9
Create a User Order Panel .......................................................................................................................................... 10
Personalize SmartSets or Order Sets ...................................................................................................................... 11
Copy Another User’s SmartSets or Order Sets ................................................................................................... 12
Personalize Charges in the Chart ................................................................................................................................................................. 12
Save Charges to Your Preference List..................................................................................................................... 12
Create Charge Modifier Quick Buttons.................................................................................................................. 13
Personalize Orders and Charges in the Preference List Composer ................................................................................................ 13
Create Preference List Sections................................................................................................................................. 13
Add Orders or Charges to Your Preference List ................................................................................................. 14
Copy Preference Lists ................................................................................................................................................... 15
Follow Another Provider’s User Preference Lists ............................................................................................... 16
In Basket ................................................................................................................................................................................................................ 16
Rearrange In Basket Folders ...................................................................................................................................... 16
Filter and Follow Up on Messages........................................................................................................................... 17
Postpone Messages ...................................................................................................................................................... 17
Send Reminders to Yourself ....................................................................................................................................... 17
Add to Your User Dictionary .......................................................................................................................................................................... 18
KLecci [3-21-22] © 2022 Epic Systems Corporation. Confidential.
Outpatient Provider Quick Wins ............................................................................................................................... 19
Schedule ................................................................................................................................................................................................................ 19
Set Up Reports for a Personalized View of the Schedule ............................................................................... 19
Choose Which Information Appears on Your Schedule.................................................................................. 20
Visit Diagnosis ..................................................................................................................................................................................................... 21
Enter a Visit Diagnosis from the Problem List..................................................................................................... 21
Add a Visit Diagnosis Speed Button ....................................................................................................................... 21
Orders ..................................................................................................................................................................................................................... 23
Manage Refills ................................................................................................................................................................. 23
Create Note Speed Buttons ........................................................................................................................................................................... 23
Wrapping Up the Visit ...................................................................................................................................................................................... 24
Create Patient Instruction Speed Buttons ............................................................................................................ 24
Set Up Your Letter Templates ................................................................................................................................... 26
Personalize Level of Service ....................................................................................................................................... 27
Personalize Your Follow-up Section ....................................................................................................................... 27
In Basket ................................................................................................................................................................................................................ 28
Route Messages Efficiently ......................................................................................................................................... 28
Create a Result Note QuickAction ........................................................................................................................... 28
Create a QuickNote QuickAction ............................................................................................................................. 29
Create a Rx Request QuickAction ............................................................................................................................ 30
Inpatient Provider Quick Wins .................................................................................................................................. 32
Patient Lists........................................................................................................................................................................................................... 32
Copy Columns from Existing Lists............................................................................................................................ 32
Set a Default Report for a Patient List .................................................................................................................... 32
Summary................................................................................................................................................................................................................ 33
Use the Event Log to See the Key Events of the Admission .......................................................................... 33
Notes ....................................................................................................................................................................................................................... 33
Set Note Defaults ........................................................................................................................................................... 33
Create a Note Speed Button in a Navigator ........................................................................................................ 34
Manage Your User Order Sets ...................................................................................................................................................................... 35

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General Provider Quick Wins
The following efficiency tips apply to all providers regardless of practice area.

Personalize Your Workspace

Set Your Default Home Workspace
Even though you might have multiple startup activities, only one opens by default. You can set the one you use most
often to be the default. If you practice primarily in ambulatory settings, you might want your Schedule or your
dashboard to be the default. If you want to see an overview of the entire ED, you might want the ED Manager as the
default. Favorite options are dependent on what areas you practice in and which activities appear on your screen.

1. In the top-left corner, under the Epic button, click on the startup activity tab that you want to be the default
whenever you log in. (The leftmost tab is always the first to appear by default.)
2. Click the star in the upper-right corner of that activity. The star will turn yellow.

Optimize Your Main Toolbar

If you don't see the buttons you want to see on your main toolbar, you can add them.

1. On the far right side of the main toolbar, click .

2. Follow the on-screen prompts to drag options from the Epic button menu to the main toolbar and/or to
rearrange your toolbar buttons.

Optimize Your Activity Tabs

When you are in a patient chart, activity tabs appear on top of the patient workspace. If you frequently use an
activity on the Additional Tools menu , save clicks by moving it to the main set of activity tabs. You can add and
remove activity tabs, as well as customize their order and appearance.

Note: Changes to activity tabs are encounter type-specific. For example, activity tabs you add while in a telephone
encounter only impact telephone encounters.

1. To rearrange your activity tabs, select your tab tab and drag-and-drop to the desired location.

2. To update whether your activity tabs show up as words or icons and the width of the storyboard, click the
wrench .

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3. Declutter your activity tabs and move rarely used tabs by using the drag and drop functionality to place
them under the down chevron. You can also right click over the tab and select “Move to Rarely Used.”

4. You can also modify the appearance of the activity tabs and the tabs in the sidebar.
• Right-click the tab you wish to change.Some of the options you will see include:

• Mark as Important: adds an icon to the tab

• Change Highlight Color: changes the background color behind the icon

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Rearrange Your Navigator Sections
If you have navigator sections you don't frequently use, move those to the bottom of your navigator and move the
sections you do use to the top of your navigator.

To rearrange the sections of a navigator:

1. Click in the navigator and select Modify Navigator Layout.

2. Drag and drop the sections into your preferred order and click Accept.

Review the Chart

Chart Search
Chart Search has two functionalities. Firstly, use Chart Search to find tools (addendum, orders only, etc.)
undernearth the Epic button. To open Chart Search:

• Faster: Press CTRL+SPACEBAR or ALT. This keyboard shortcut loads the search box.
• Slower: On the top left of the screen, click the EPIC button.

While in a patient's chart, use Chart Search to find information without having to move to different activites. For
example, use it to see notes, lab results, and orders related to a particular search term. In the Chart Search results,
hover over a result to see details. Also, in some cases you can click on a search result to jump to activities (such as
Synopsis) and find the data in the tool where it was generated.

To use Chart Search to find information while in a patient’s chart:

• Faster: Press CTRL+SPACEBAR. This keyboard shortcut puts your cursor in the search box in the storyboard.

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 • Slower: Navigate to the storyboard, and place your cursor inside the Chart Search space.

Enter your search term and press ENTER.

• The Search activity opens.

• If this is the first time you have used Chart Search, an information help text appears. Click “Don’t
Show This Again” after you have read it.
• If you want to see help text, click on the activity toolbar to load up tips under “Search Like A Pro.”

Actions you can take in Chart Search include:

• Filter the results: Use the buttons (Notes, Labs, etc.) at the top of the activity.
• Group the results by encounter: Click the in the Sidebar and select Group by Encounter

.
• View more details: Hover over a search result to see details in a bubble.
• Open a full report: Click on a search result.

Declutter the Chart Review Toolbar

You can now simplify your toolbar so that only the buttons you commonly use appear on the main toolbar without
having to click the wrench button. To move a button to the Rarely Used menu, you can right-click the button. To re-
add a button to the toolbar and remove it from the Rarely Used menu; you can again right-click the button.

Chart Review Bookmarks

Bookmarks allow users to pick and choose reports from multiple Chart Review tabs and add them to a new type of
tab, the Bookmarks tab, so they can be looked at later. Users can see Bookmarks created by other users, but can only
edit their own. A nurse or MA can read through a patient's chart and call out significant new information for the
provider to review before seeing the patient.

1. In Chart review, go to any tab and select a relevant item.

2. Click to the left of the item, or Add to Bookmarks on the Chart Review toolbar.

To review the information that has a bookmark, click the tab with the icon. If other users have added bookmarks
to the patient chart, you will see an Updated Bookmark Lists field.

To select another user's bookmark lists, click the magnifying glass in the field.

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Chart Review Filters
One of the challenges to efficiency is information not being easily discoverable. On a given tab in Chart Review, you
can set up filters so that you can quickly summarize the information you are interested in. For example, when you go
to the Media tab you might want to only see images of a particular exam (colonoscopy or mammogram), or on the
Encounters tab you might want to see visits with a particular reason for visit.

When you open a tab in Chart Review, you will see some pre-set filters that appear as a series of check boxes next to
the Filters button.

If you don't see a filter that meets your need, you can build your own Quick Filter and save it so it is one-click away
the next time you need it.

1. In Chart Review, go to the desired tab and click Filters.

2. In the filter pane on the left, select the criteria and specific values you want to use for your filter.

• If you don't see the value you want to include (because the current patient doesn't have that value in
their chart), use the lookup field below the criteria list and your filter will include that search term.

3. Select if you want this to be an inclusive or an exclusive criteria using the Include and Exclude buttons.

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 4. At the bottom, click Save as New Filter.
5. Enter a free-text name for your Quick Filter and click Accept.

• The filter appears as a check box to the right of the pre-set filters.

Review Information with Lifetime

Lifetime is a timeline of patient data presented in a linear fashion and consists of patient Visits, Problems,
Medications, Medical and Surgical History. You have a scrubber in the lower portion of the screen, which can be
used to jump to any period of patient's life to view data. It can also be used to zoom in or zoom out based on the
level of granularity you'd prefer. As the name suggests, this can encompass the patient's lifetime or can show as little
as a day's worth of time.

1. To access Lifetime go to Chart Review and click on Lifetime.

Keeping interoperability in mind, Lifetime also shows Care Everywhere data. If you do not want to see Care
Everywhere data, you can turn it off using the toggle on the top right corner of the screen.

2. In Chart Review, click on the Lifetime button.

3. Click the year lookback button to change the lookback range.
4. Click specific groups of Problems or Medications to update your current view.

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Search Active Guidelines
You don’t have to leave your workspace to search treatment guidelines for a diagnosis or medication. You can
quickly generate a targeted search in UpToDate from multiple chart sections.

In an outpatient encounter:

• Allergies: Hover over an allergen in the Allergies section of the Rooming tab and click .
• Medications: Click a medication entry in Medications & Orders and click .
• Diagnosis: Hover over a diagnosis in Visit Diagnoses or a problem in the Problem List. Click and select
Search Active Guidelines.
• You can also right click on any of these items and click “Search Active Guidelines”

In an admission encounter:

• Allergies: Hover over an allergen in the Allergies activity and click .

• Medications: Hover over a medication in Manage Orders and click .
• Diagnosis: Hover over a problem in the Problem List. Click and select Search Active Guidelines.

Personalize Orders in the Chart

Right-Click to Save Order Details
Avoid unnecessary scrolling during order entry by saving your changes quickly. When you are done modifying the
details of an order, simply right-click within the Order Composer screen. Your changes are saved, the same way they
would be if you had clicked Accept.

Edit Multiple Orders

You might find that, during order entry, you need to make batch updates to orders. Perhaps you have specific
instructions for a series of labs, so you want apply the same comment to each individual order. There is a quick
solution to update details across multiple orders: Edit Multiple.

1. Queue up a series of orders for a patient.

2. Select Edit Multiple (Outpatient) or Options> Edit Multiple (Inpatient) above your orders.

3. In the Edit Multiple window, select the orders you wish to manipulate.
4. On the right side of the editor, add in the information you want to apply to these orders.

• Common edits include Comments, Status, Phase of Care, and Specimen Source.

Save Orders to Your Preference List

As you place orders, save them to your preference list with the frequency, route, and other details you prefer for
quick access in the future.

1. Look up and select an order as you normally would. Then edit the order details and click Accept (or
just right-click in any blank space in the Order Composer!).
2. Before signing your order, click to add it to your preference list. The Add To Preference List window
opens.
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 3. In the Display name field, enter an easy-to-remember name for the order.

• The next time you need to place this order, you can search for your saved order using any of
the words in this name, so include any search terms that will help you find the order later.
• You can include a unique abbreviation that is shared by a group of related orders. For
example, you could end all of your STI labs with *sti so that when you include *sti in your
search, all of those labs are quickly found.

4. In the Section field, enter the name of the section in which you want this order to appear.

• You may click New to create your own custom section.

5. Leave the Pref List: field as Orders.

• While you can save things on different lists, it does make maintenance somewhat more
complicated, as you have to visit several lists to make updates.

6. Configure any of the order details you want to include when you place this order in the future, such as
instructions or answers to questions, and click Accept.

• Remember that these details appear only for you, and you can always update them later.

If you need multiple versions of the same order, you can quickly add them from the orders cart.

1. Add an order to your preference list as you normally would. This saves one unique version of that order. Be
sure to configure the Display name to distinguish this order from others you will add.
2. Before signing the order, click the again and select Create new preference list entry.

3. Configure the order appropriately and give it a relevant Display name that will make it wasy for you to
identify which version of the order you want to use.
4. Click Accept.

Create a User Order Panel

You have the ability to create their own user order panels.

1. Use the visit taskbar or Manage Orders to queue up a group of orders.

2. In the orders cart window or Orders sidebar, click Options.
3. Select Create Panel.

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 • The order panels that you add on the fly will be stored in an "Orders" type preference list.

4. Add your new panel to an appropriate section with an appropriate title.

• Any synonyms or text that you add to the display name will become searchable.

5. Accept the new item.

After you've created an order panel, you can update order details or remove orders from it. You can also create a
copy of the order panel and make updates to it.

1. Click in the Visit Taskbar or New in Manage orders, and select the Only Favorites check box.
2. Right-click the order panel.

• To edit the current order panel, select Edit Preference List Entry.
• To create a copy of the order panel, select Add to Preference List and choose a list to put the copy
on.

3. Edit order details or remove orders.

If you need to add orders, you must create a new order panel.

Personalize SmartSets or Order Sets

1. In a patient encounter, open the SmartSet or Order Set you want to customize.
2. Next to the SmartSet or Order Set's name, click Manage User Versions and select Save Defaults. The
User SmartSet Editor opens.

3. Enter a free-text Version Name.

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 • Later, in search results, the name appears as: <name of SmartSet> (User - <version name>).
• For example, if you use "H pylori" as a version name on a SmartSet named "GERD," it will appear as
"GERD (User - H pylori)".

4. Select items that you want automatically selected when you open this version.
5. Edit details as desired:

• Orders: Click the summary link next to an order's name to configure its details.
• Progress note and patient instructions (SmartSets only): Click the “Edit” link next to the note or
instructions to edit the text.
• Follow-up (SmartSets only): Click the “Edit” link next to a follow-up to edit the details.

6. Click Save to save your User SmartSet or Order Set.

• Your user version opens for the current patient, and it is automatically added to your Favorites for
the future.

Going forward, when you click Manage User Versions in this SmartSet, you will have the following options:

Copy Another User’s SmartSets or Order Sets

Similar to preference lists, you can also make yourself a copy of a colleague's SmartSet or Order Set. You can then
use it as is or modify it further.

1. Open the User SmartSet Selector through Chart Search. Alternatively you can select “User SmartSets” under
the Personalize tool

2. In the User versions: field, enter the user whose SmartSet or Order Set you'd like to copy.
3. If you know the base Order Set of their copy, you can enter that in the SmartSets field to narrow your search.
4. After running your search, select the SmartSet or Order Set you'd like to copy and click Copy Version.
5. Give your copy a Version Name that makes sense to you.
6. Make any modifications you like. When done, click Accept, then Yes.

Personalize Charges in the Chart

Save Charges to Your Preference List
1. In the Charge Capture section, look up and select a charge you use frequently.

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 2. In the Charges to be Accepted Upon Closing the Section subsection, next to the charge you want to add
to your preference list, click . The Add To Preference List window opens.
3. In the Display name field, enter an easy-to-remember name for the charge.
4. Adjust the Modifiers and Quantity fields as needed.
5. In the Section field, enter the section of your preference list in which you want this charge to appear.
Alternately, click New Section to add another section to your list.
6. Click Accept.

• In Charge Capture, you will see this charge under “My Favorites.”

Create Charge Modifier Quick Buttons

1. In the Charge Capture section, click at the top of the section.
2. Click Add Modifier Button.
3. Search and select the desired Modifier.
4. Update the button Caption with an easily identifiable name.
5. Click Accept.

• Modifier buttons will appear in the Modifiers column when a charge is queued up in the Charges to
be Accepted Upon Closing the Section subsection.

Personalize Orders and Charges in the Preference List

Composer
Create Preference List Sections
In this example, we will specifically be looking at how to modify a user-level Outpatient Orders preference list. This
type of preference list can contain all types of orders. You can organize different sections under one "Orders" tab to
avoid unnecessary clicking.

1. Use Chart Search to jump to Preference List Composer or under the Personalize tool.

2. Select the Orders or Charges list.

• There are a variety of preference list types available on this screen. The filters at the bottom will help
you search through them more easily. Empty lists are now hidden to reduce clutter. You can see the
empty lists if you click Show Empty Lists.

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 • Adding orders to different lists will require you to click on different tabs when in the Browse view
during order entry. The most efficient way to organize your orders to reduce clicks is to place them
all within the Orders (Outpatient) list.

3. Click Edit.
4. Click New Section to add a new drop-down tab.
5. Click New Item to add an orderable procedure or medication.
6. Update any defaults that you would like to have stored for that order.
7. Update the Display name to reflect your order defaults.
8. Click Accept & New Item to continue crafting your preference list.

If you need to update a preference list entry later, you can return to the Preference List Composer to edit it. The
search bar at the top allows you to find orders in any section quickly.

Organizing your preference list by disease is just one approach. Many providers prefer to organize orders based on
type -- like Work Physical or Commercial Driver's License. The steps involved in creating the list are the same as the
Disease Specific steps above.

Add Orders or Charges to Your Preference List

1. Use Chart Search to jump to Preference List Composer.
2. Select the Orders or Charges list.
3. Add a New Section if necessary or find a section that you'd like to add your items to.
4. Click New Item and select a standard order or charge (e.g. "Lipid panel").
5. Modify the details to save a specific version (Future and Clinic Collect). Make sure your Display name is
easy to read is important:

o For labs, consider the following naming convention: "Lab name (status, class)"

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 o For medications, consider the following naming convention: "Medication name, dose,
frequency, disp, refill #"

6. Follow the same steps to add another version of that same order (e.g. "Lipid panel (normal, lab)").
7. Update the Display name according to the conventions above and repeat.

Copy Preference Lists

Save time and energy by copying what others have already done. If you know that a colleague has already crafted a
robust preference list, you can chose to merge those favorites with your own, or replace your preference list entirely.

1. Use Chart Search to jump to Preference List Composer.

2. Select Copy User at the bottom left of the screen.

3. Search in the From User field for the desired colleague.

4. Filter to the appropriate Ordering Mode.

• Any column that contains a number means that orders have been added to that type of preference
list. Based on a previous recommendation in this module, you should seek to add preference lists
from the Orders type.

5. Double-click on the value in the Number of Items column of the desired preference list to view their
contents.
6. After viewing the contents (and choosing whether or not you want to copy it), Click the to close the
activity.
7. Select the checkbox to the left of the desired preference list, and specify whether you would like
to Merge or Replace at the top right of the screen.
8. Click Copy.

Once you've copied a preference list, you can view the new contents by double-clicking on the row of your
preference list in the Preference List Composer.

You can quickly search for an order while editing your preference list. The search bar at the top your preference list
in the composer allows you to search for an order in any section of the list. You can search by display name or ID.

You can make several adjustments for any of the new preference list entries, including the following:
• Rearrange sections by dragging and dropping them on the left side of the screen.
• Edit details of any order in the preference list.
• Move an order to a different preference list section by right-clicking on it and selecting Move to Section.

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Follow Another Provider’s User Preference Lists
Using orders and Order Sets your colleagues have personalized can speed up your ordering workflows. You can
follow colleagues to see and to place orders they’ve added to their user preference lists and Order Sets, SmartSets,
and pathways they have added as favorites.

1. Open the Preference List Browswer from within an ordering activity

2. Click Follow Users
3. Add the colleague you want to follow
4. Use the filter checkboxes to search just the orders on that user’s preference list and favorites

5. To stop following another user, click Follow Users then click Unfollow

In Basket
Rearrange In Basket Folders
To make it easier to find your important or frequently used folders, you can move them to the top of the list.

1. On the In Basket toolbar, click Preferences.

2. Favorite your most frequently used folders by clicking the star icon.

• To remove a folder from your favorites, click the star again or drag and drop it back to Other
Folders.

3. Rearrange the folders by drag and drop to put them in the order you want. When these folders contain
messages, they appear in the folder list in the order you've specified.
4. Click Accept to save your preferences.

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You can also change the orientation of the report pane. Some providers prefer to have reports shown on the
bottom.

1. Click Miscellaneous and in the Visual section, select “Bottom.”

2. Click Accept.

Filter and Follow Up on Messages

1. In your In Basket, select the Chart Completion folder. Several filter buttons appear next to the list of
messages.

2. These buttons are only available before you select a message.

3. Click one of the buttons, such as Overdue or ESign, to filter your messages.
4. To remove the filter, click Filtered by: (filter) on the folder toolbar.

To help make sure that you don't miss any important new messages, In Basket removes any applied filters when you
log out.

You can mark more than one message as done.

5. In your In Basket, select the Chart Completion folder.

6. Select the deficiencies you want to act upon.
7. To select multiple messages, press and hold CTRL while clicking each message.
8. To select a group of consecutive messages, select the first message, press and hold SHIFT, and select the
last message.
9. Click the appropriate button on the message toolbar.
10. To decline the selected deficiencies, click Decline.
11. Select the reason you're declining the deficiencies or marking them as Done. The reason you enter is applied
to all the selected deficiencies.
12. Enter a comment if needed and click Accept.

Postpone Messages
If you have an important message that you want to reference at a later date, you can postpone it. A postponed
message is removed from your In Basket and reappears on the date that you choose. For example, if you receive a
Results message for a patient you're seeing in one week, you can postpone the message until the day of the
patient's appointment. On that day, the message appears at the top of your Results folder as a convenient reminder.
You can see the date of the patient's next appointment in the message report.

1. Click the Follow-up button on the In Basket toolbar.

2. In the Postpone section, enter the date you want to message to reappear in your In Basket.
3. Click Accept.

Send Reminders to Yourself

With In Basket's time delay feature, you can send a reminder to yourself or your staff that won't show up until it is
needed. For example, after seeing a patient, you can send yourself a reminder to follow up with her about an
upcoming surgery and set the reminder to appear a week from now.

Follow these steps to send yourself a reminder:

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 1. Click Remind Me on the Hyperspace toolbar.
2. Complete the reminder message with any relevant information:

• Enter a Subject for your message.

• Enter a Patient, if appropriate. If you create the reminder while you're in a patient's chart, that
patient's name is automatically attached to your message. Tip: if you are not in a patient's record, the
equal sign (=) will enter the last patient record you accessed.
• Optionally, under Flags, select something like Patient reminder to classify the task you need to
complete. Flags appear in the Reminder column in In Basket, so you can see what you need to do at
a glance. Flagging something as a patient reminder will make that reminder show in the patient's
Snapshot report.
• Enter a Due on date. You can sort your messages by due date so the tasks due soon appear at the
top of your list.

3. Change when the message will appear in your In Basket by adjusting the Delay sending until date.
4. Click Send.

Add to Your User Dictionary

Your user dictionary automatically fixes misspelled words and turns abbreviations into full phrases. Unlike
SmartPhrases, which require a dot before the phrase, user dictionary just autocorrects after you enter the
abbreviation followed by a space.

1. Use Chart Search to search “dictionaries” and select “user dictionaries”.

2. Click Add Word.
3. Click Autocorrect.

4. In the Word field, enter the abbreviation or misspelled word you want to be automatically updated.
5. In the Replacement field, enter what you want to populate in place of the "Word."
6. Click Accept.
7. When you are done making changes in the activity, click Accept.

If you type something and Epic expands to the full replacement word, you can use CTRL + Z to undo the expansion
and revert back to what you typed.

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Outpatient Provider Quick Wins
Schedule
Set Up Reports for a Personalized View of the Schedule
The schedule can be configured to display information (reports) before you open a patient's chart. Reports can
appear at the bottom of the schedule or on the side of the schedule.

To enable or disable having a report window, use the Preview option.

To access your favorite reports with one click, turn them into toolbar buttons.

1. Locate the report pane on the schedule. (Depending on your setup, the report pane might be on the bottom
or on the right.)
2. At the top of the report pane, on the far right of the report toolbar, click and select Add or remove
buttons from toolbar.

3. In the Add or Remove Buttons from Toolbar window:

• Report field: Look up a report you want as a button.

• Button Name field: Enter a free-text name for the report. Brief names allow more buttons to fit on
the toolbar.
• Note: The top-down order in this window is the left-to-right button order on the toolbar. Use
the and buttons to change their order.

4. Click Accept. The report buttons appear on the toolbar.

Tip: To quickly remove a row in the Add or Remove Buttons from Toolbar window, click in the row and
press SHIFT+F4.

If you find yourself routinely scrolling to find information you need on the report you are using on the schedule,
change the layout to move that information to the top of the report.

Follow the steps below to change the layout of the report on your schedule.

1. At the top of the report pane, on the far right of the report toolbar, click and select Modify Report
Layout.
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 2. Click the section you want to move and drag the section to the new location. Release the click to place the
section in the new location.
3. Click Accept to save the new layout.

Choose Which Information Appears on Your Schedule

You can see desired patient information in columns on your schedule. Customize the left-to-right column order as
well as which columns appear.

1. Choose which personalized schedule view to customize. On the top left of the schedule, beneath the
schedule toolbar, click the current view to see the list of views:

2. After clicking on the desired view to edit, at the top of the view list window, click .
3. To customize columns, use the General tab of the window that opens:

• Reorder columns: In the Selected Columns list, click or at the bottom.

• Add a column: In the Available Columns list > click on a desired column > click Add Column.
Some frequently-used columns are:
o Referring: Shows the referring provider for the visit
o H&P Note, H&P Status, or Case Request: For surgical workflows
o Pre-Charting: Indicates whether pre-charting was done
o Last Enc this Prov: Shows the last encounter you had with the patient
o Last Enc this Dept: Shows the last time the patient was seen in this department
o HM Due/Overdue: Shows Health Maintenance that is due for the patient
• Remove a column: In the Selected Columns list, select the column and click Remove. For example,
you might want to remove the Provider column if your schedule view shows only your visits.

4. Click Accept to save your changes.

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Visit Diagnosis
Enter a Visit Diagnosis from the Problem List
1. Open a patient encounter > Plan activity > Problem List section.
2. To add a problem to the patient's visit diagnoses, click . Note: means that a problem has been added
as a visit diagnosis.

3. If the diagnosis you selected is not specific enough, the diagnosis calculator opens:

4. Use the calculator to select the additional terms and click Accept to add the visit diagnosis.

If it is clinically appropriate, change the problem list diagnosis to be more specific. Going forward, you will be able to
use it as a visit diagnosis with fewer clicks.

Add a Visit Diagnosis Speed Button

Often there are diagnoses that you routinely enter that won't be on the patient's problem list. Create speed buttons
that appear on the Common diagnoses list to make them easier to find.

To minimize the number of diagnosis calculator clicks required, choose a specific diagnosis. A pediatric example
would be acute suppurative otitis media without spontaneous rupture of ear drum, which leaves you with 2 clicks to
specify laterality and recurrence...

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...whereas just using acute otitis media leaves you with 4 clicks:

Use these steps to add speed buttons to your Common diagnoses list:

1. Expand the “Common” diagnoses section and click Edit Common Dx List.

2. In the window that opens, in the next available row, look up the diagnosis you want as a speed button.
3. Optionally, use the Caption (Optional) field to give the button a free-text name.
4. Click Accept.

If the diagnosis you want to add is already listed in the Visit Diagnoses section, you can easily add it as a speed
button.

1. Hover over the diagnosis you want to add > right-click > Add to Common Dx button list.

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Orders
Manage Refills
After you have reconciled the patient's medications, you can manage refills.

1. If you only need to refill one med, click this button next to it: .
2. If you need to refill a handful of meds, select the wrench, choose Multiple Select, and select orders in bulk.

Create Note Speed Buttons

In outpatient documentation, note speed buttons are useful for your most frequently-used note templates. Speed
buttons can pull in SmartTexts and SmartPhrases.

Each button may be used create a new note if one does not exist, or they can be used to supplement the text within
a note.

1. In a patient's chart, go to Notes.

2. Click the .

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 • Under the Progress Notes Speed Buttons section you will see a SmartPhrase and a SmartText field
to add new buttons.

3. To add another speed button, enter the name of the SmartPhrase or SmartText in the appropriate field and
click Add.
4. In the Caption field, enter a free-text button name.
5. Click Accept.

To remove a speed button:

6. Hover over the speed button you want to remove and click the X.

Wrapping Up the Visit

Create Patient Instruction Speed Buttons
You can use speed buttons for your most frequently-used patient instruction templates. Speed buttons can pull in
SmartTexts and SmartPhrases.

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Each button may be used create a new note if one does not exist, or they can be used to supplement the text within
a note.

1. In the Patient Instructions section of the Wrap-Up activity, click the .

• Under the Patient Instructions Speed Buttons section you will see a SmartPhrase and
a SmartText field to add new buttons.

2. To add another speed button, enter the name of the SmartPhrase or SmartText in the appropriate field and
click Add.
3. In the Caption field, enter a free-text button name.
4. Click Accept.

To remove a speed button:

5. Hover over the speed button you want to remove and click the X.

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Set Up Your Letter Templates
Letter templates are SmartText records that use the same SmartTools you use to write your notes. Just as you can
have a note template that is easy to find, you can do the same with your letter templates.

Frequently-used letters might have been pre-configured by your project team for you to send as Quick
Communications. If so, you will see them when you go to the Communications section:

To send a Quick Communication:

1. Click Create to load the selected template. Choose a recipient if one doesn't appear.

2. Edit the letter text and work through any wildcards ***.
• You can select: Pend, Print Now or Print at Sign Visit.

If you don't see the desired letter template as a Quick Communication, you can set up additional letter templates to
appear after you click New Communication.

To set up your own speed buttons for your letters and set a default letter template:

1. Next to the New Communication button, click the button.

• Communication Management User Preferences opens.
2. In the top left, use the Letter Template Speed Buttons column to list the letter templates you want as
speed buttons.

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 3. Change the display name of the letter template by updating the “Caption” box.
4. Also on the top left, use the Default letter template field to list the letter template you want to use when
you click New Communication.
5. Click Accept.

Personalize Level of Service

Edit the Level of Service activity to speed up end-of-visit documentation. You can add up to 25 LOS buttons and 4
modifier buttons. You can personalize button names and choose how the buttons are ordered and grouped. For
example, you could list the preventative LOS codes, or, if you work with residents, have the GC modifier one-click
away as a button.

1. On the bottom of the patient workspace, in the visit taskbar click Level of Service.
2. Click .
3. Add a new button:

• Click Add in an empty rectangle.

• In the window that opens, add a Caption and Level of Service.
• Click Accept on the window.

4. Add a modifier button:

• Click Add in an empty rectangle in the Modifiers list.

• In the window that opens, add a Caption and Modifier.
• Click Accept.

5. Rearrange buttons: Drag and drop buttons to where you want them to appear.
6. Edit a button:

• Hover over an existing button and click the that appears.

• In the window that opens, edit as needed and click Accept on the window.

7. When done editing, click Accept.

Personalize Your Follow-up Section

Add buttons for "Follow-up in":

1. In the Follow-up section, on the right of "Follow-up in", click .

2. Click Add.
3. In the Return in: field enter the number and unit of time.
4. When done editing, click Accept.

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Add custom options for reason for return:

1. On the right of the options after For, click .

2. Add a free-text reason for return.
3. Click Add.
4. When done editing, click Accept.

In Basket
Route Messages Efficiently
If you often send notes, results, letters, or addenda to the same people, save the recipients in distribution lists called
My Lists. Then, use your My Lists to add recipients to your messages in just a few clicks. For example, your results My
List could include a colleague and the nurses in your department. Your letters My List could include the support staff
who edit and send your letters.

1. Open an activity where you send messages to colleagues. For example, open a Patient Call message in your
In Basket and click QuickNote. Or, open a telephone encounter and go to the Routing section.
2. From the drop-down menu next to My List, click Build My Lists.

3. Enter your preferred recipients for this type of message in the Enter recipients field on the appropriate tab.
To add a pool, such as your department's nurses, enter p followed by a space and the name of the pool.
4. Click Accept to save your list.

To use the My List when sending a message, click My List.

Create a Result Note QuickAction

If you respond to Result messages with a routine response, create a Result Note QuickAction. For example, you can
create a QuickAction that creates a note asking a nurse to call the patient, sends the note to the nurse pool, and
removes the associated Results message from your In Basket.

1. Click Manage QuickActions on the In Basket toolbar to open the QuickAction Manager.
2. Click New QuickAction > Result Mgmt.
3. In the Name field, enter a brief name for your QuickAction, such as Normal - Call.
4. Configure this QuickAction to meet your needs:

• To have a chance to edit the result note before it's filed, select the Show note before
filing checkbox.
• To automatically remove the associated Results message from your In Basket, select the Mark
message as done checkbox.

5. Specify which results should be attached to your note. In the Selected Results section, choose:

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 • All to attach your notes to all results in a message.
• None if you don't want to attach your note to any results. You can choose results on the fly if you
selected the Show note before filing checkbox in step 4. This option is not recommended, because
it's faster to locate your note when it's attached to a result.
• Abnormal results to attach your note to only the abnormal results in a message.

6. To send your note to a colleague, enter recipients in the Route To section. For example, send it to the
patient's PCP or to other recipients, like a pool of nurses.
7. Enter your note in the Result Note field on the right. Any SmartLinks you use are personalized for the
patient when you use this QuickAction.
8. To release the result to the patient, select the Release results to One Chart | PATIENT checkbox. You can
write a comment for the patient in the this field.
9. When you're finished, click Accept.

• A new QuickAction button appears on the report toolbar in all of your Results messages.

Create a QuickNote QuickAction

Use QuickActions to write and route standard QuickNotes in a few clicks. For example, if you often respond to
cosign messages by writing an attestation note, you can create a QuickAction that files the note to the related visit,
sends a response to the resident, and removes the associated message from your In Basket.

1. Select a message and click Note on the folder toolbar.

2. Click Save as QuickAction at the bottom of the QuickNote window to open the QuickNote QuickAction
Editor.
• Alternatively, click Manage QuickActions > New QuickAction > Note.
3. In the QuickAction Name field, enter a brief name for your QuickAction.
4. Enter your message in the text box. Any SmartLinks will be personalized when you use this QuickAction.
5. To send your note to a colleague, select a recipient from the list or enter her name in the Recipient field. For
example, send it to the patient's PCP or reply to whoever sent you the In Basket message.
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 6. Configure the options at the bottom of the window as needed:

• To have a chance to edit your note before it's filed to the patient's chart, leave the Show note
before filing checkbox selected.
• To automatically remove the associated message from your In Basket, select the Mark In Basket
message as complete after filing checkbox.

7. When you're done, click Accept.

• A new QuickAction button appears on the report toolbar in all messages of this type.

Create a Rx Request QuickAction

1. On the In Basket toolbar, click Manage QuickActions > New QuickAction > Rx Request Deny or Rx
Request Approve.
2. Enter a brief name for your QuickAction in the Name field.
3. Configure the QuickAction to meet your needs:

A. To have a chance to edit your response before it's sent, select the Show before filing checkbox.
B. To automatically close the refill encounter after sending your response, select the Close encounter
after filing checkbox. This option is helpful if no additional follow-up with the patient is necessary.
C. For approvals, select the number of refills to approve. Select As requested to approve all refills, or
select Other and enter the number of refills you want to sign.
D. For refusals, optionally enter a Reason for refusal such as Patient needs an appointment.
E. In the Notes field, optionally write a note that will be filed in the patient's chart. Any SmartLinks you
use are personalized for the patient when you run this QuickAction.

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 F. To send the note to a colleague, select the Route note to checkbox and specify the recipients, such
as the person who sent the request.
G. In the Routing comments field, enter any comments that you want to appear in the Rx Response
message that's automatically sent to your nurse pool.

4. When you're done, click Accept. A new QuickAction button appears on the report toolbar in all of your Rx
Request messages.

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Inpatient Provider Quick Wins
Patient Lists
Copy Columns from Existing Lists
When you build a patient list, you need to define which columns will be used for the list. Often the fastest way to
do this is to copy a patient list template.

1. Select a list you've created and click Edit List > Properties.
2. To copy an existing set of columns from a template, click Copy.
3. To use one of the templates built in your system, scroll through the list of templates and click on the one
you want to use.
4. If you want to copy the columns of an existing list, enter the name of the list you wish to copy in the Or,
copy from: field.
5. Click Accept.

Bonus:
If you want to use the same columns as an existing list and can't find the name of the list or there are multiple lists
with the same name, use the steps below:

1. Select the list you want to copy and click Edit List > Properties.
2. On the Properties window, you can find the ID number of the list on the upper left corner. Make a note of
the number.
3. Click Cancel to close the Properties window.
4. Select the list you want to use the columns and click Edit List > Properties.
5. Click Copy.
6. In the Or, copy from: field enter the ID number you found earlier.
7. Click Accept.

Set a Default Report for a Patient List

If you routinely have to click a different report when using Patient Lists, change the default report to be the report
you routinely use.

1. Select the My Patients list (or any of lists you own) and click Edit List > Properties > Advanced tab.
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 2. In the Default Report: field, enter the name of the report you want to be shown by default when you use
that list.

Summary
Use the Event Log to See the Key Events of the Admission
The Event Log shows a list of key events for the patient during their encounter. It provides an at-a-glance view of
what's been done with the patient. You can see both a high-level overview, as well as a more detailed view.

1. Click on the Summary activity.

2. Go to the Event Log report.

Use the Filters to select or deselect events that you'd like to see. Some events, such as orders, are links where you
can see additional details.

Notes
Set Note Defaults
The personalizations you make in the notes sections of your navigators can impact the notes you write in
the Notes activity. For example you can set a default SmartText or SmartPhrase to be used when you create a
Progress Note. The setup for the Progress Note default is the notes section in the Transfer activity.

1. In a patient chart, go to a navigator that contains a notes section.

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 • Common examples include:
o H&P notes in the H&P section of the Admission activity
o Progress notes in the Transfer Notes section of the Transfer activity
o Discharge notes in the Discharge Summary section of the Discharge activity
2. Click the .
3. To set a default note template, use either the SmartText or SmartPhrase field under the When Creating
New {Type of Note} Notes section to list the SmartText or SmartPhrase you want used.

4. Click Accept.

Create a Note Speed Button in a Navigator

In many of your note sections that are in your navigators you can set up note speed buttons. Note speed buttons
are useful for your most frequently used note templates. Speed buttons can pull in SmartTexts and SmartPhrases.

Each button creates a new note. They cannot add on to each other within the same note. Therefore, you will
probably want to set up buttons that are for complete notes.

1. In a patient chart, go to a navigator that contains a notes section.

• Common examples include:

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 o H&P notes in the H&P section of the Admission activity
o Progress notes in the Transfer Notes section of the Transfer activity
o Discharge notes in the Discharge Summary section of the Discharge activity

2. Click the .
3. In the My Notes Settings window, pre-existing buttons appear at the top.
4. Use the SmartPhrase or SmartText field to search and select a template to use.
5. In the Caption field, enter a free-text button name.

6. Click Accept.

Manage Your User Order Sets

User Order Sets can be managed outside of patient charts as well. You can create new User Order Sets and make
changes to your existing User Order Sets through the User SmartSet activity.

1. Use Chart Search to search for "User Smartsets" to open the User SmartSet Selector.

• Order Sets are a type of SmartSet used in inpatient contexts.

2. To make changes to an existing version of an Order Set, select the version you'd like to change in the My
User Order Sets section and click Edit Version.
3. To create a new version of an Order Set, select the Order Set from My User Order Sets, Favorites, or from the
results of a Search, and click New Version.

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4. Once in the User Order Set, make your selections and changes as needed, then click Accept, followed
by Yes.

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