AA

Epic SmartTools Essentials

Smart Tools Overview

Smart Tools accelerate note-writing by inserting predefined content or data. They can reference each other and capture discrete data for reporting.

Smart Phrase

• Triggered with a dot (e.g., .dka).
• Stores sentences to full paragraphs; may embed Smart Links & Smart Lists.
• Two record types:
– System (analyst-built; shared).
– Personal (clinician-built; can be shared).
• Create/edit via SmartPhrase Manager; share at user, department, or system level.

• Dot mnemonic that pulls chart data (e.g., patient name, \text{pain score}, last 10 lab values).
• Acts as a point-in-time snapshot—must “Refresh SmartLinks” before signing.
• Two kinds: no-parameter vs parameter. Parameter links ask for details (e.g., which lab components, how many results).
• Categories: User-defined vs System-defined.

Smart List

• In-note dropdown (single or multi-select).
• Can embed other Smart Tools.
• Supports mutually exclusive choices and connection logic (and/or/comma).
• Required (pink) vs optional (yellow) fields; unchosen optional items disappear at sign.

Smart Text

• A full note template that often defaults into notes (e.g., Progress Note, H&P).
• Usually built by analysts; includes Smart Links, Smart Lists, and wildcards (***) for free text.
• Highly vetted—users should not delete; request formal changes instead.

Smart Form

• Interactive form using Smart Tool logic plus discrete data capture (similar to flow sheets).
• Customizable; used for complex workflows (e.g., L&D Delivery Summary).
• Out of scope for basic classes; requires additional certification.

Smart Block / NoteWriter Forms

• Pre-bundled blocks (e.g., Review of Systems) combining Smart Text, Smart Forms, and free-text areas.
• Provide point-and-click data entry within notes.

Discrete Data

• Structured values treated as coded data (vs free text).
• Enables reporting, decision support, and triggers.
• Smart Tools can be configured to store discrete data—request analysts to “make this yield discrete” when needed.

Smart Tool Hierarchy & Search

  1. User level
  2. Department
  3. Profile (security class)
  4. System
    When duplicate names exist, the highest (left-most) level wins. Use Butler (.?) to search all Smart Tools; filters by type.

Best Practices & Tips

• Always refresh Smart Links before signing.
• Use wildcard *** for quick free-text insertion.
• Share personal Smart Phrases if multiple users need them; otherwise keep user-specific.
• For labs, know component vs base vs common names; parameter Smart Links require exact names.
• Defaulted Smart Texts reflect organizational consensus—modify only through proper channels.