Epic

(Call 5-HELP for assistance.) Launch Epic (in house only)

Common Questions (this section will grow):

• How do I document Pap smear information?

Standard Documentation Advice

Always keep the medications, allergies, and problem list updated for each of your patients.  This will help future note writing and assist admitting teams in the event that your patient requires hospitalization.

[F3] key will enlarge your progress note.

Useful pre-existing dot phrases (aka smart phrases): many of these require you to have filled in the corresponding sections in EPIC in order to be useful (e.g., typing “.pmh” will bring up only what’s entered into their history on epic).

• .prob : brings up active problem list
• .probl : brings up problem list with comments
• .cmed : current medications
• .cmedalpha : currend medications sorted alphabetically 
• .pmh : past medical history
• .psh : past surgical history
• .famhx : family history
• .socx : social history
• .vs : vital signs
• .pecvneg : brings up a normal CV exam (many of these exist for other organ systems: abd, chest, CNS, etc)
• .impd : (new) Your impression based on visit diagnoses including orders you've placed

 Create your own dot phrases:

• Step 1: Select the “Tools” heading, choose “Smart Tool Editors” and select “smart phrase".
• Step 2: Select the file name which contains your name/user ID (you can not edit the NMFF standard set of smart phrases).
• Step 3: Add a new smart phrase by clicking on the “+” icon. 
  • Name the smart phrase in a way that you will remember
  • Create your template in the text box
  • In any field that you want to fill in during the visit, type “***”
  • you can use pre-existing dot phrases in your template
• Step 4: Save your dot phrase by clicking “accept".
  • You can edit your dot phrases with this window as well.
  • You can view all the standard dot phrases that epic has to offer by selecting the standard set in Step 2 (but you can’t edit them) or by typing “.?” in the body of the progress note.

Using pre-existing templates (that are not dot phrases) is helpful when writing notes for acute office visits.

• Step 1: Open up the progress note section in your encounter
• Step 2: On the toolbar for the progress note, click on the icon that looks like 3 overlaping boxes (“insert smart text”).  This opens up a window that contains templates for a select number of common chief complaints (e.g., abdominal pain, cough, pharyngitis), ROS and labs.
• Step 3: Select the template you want, then fill in the blanks. 
  • The F2 button will automatically take you to the next blank that needs to be filled.
  • “***” allows for free text
  • “{  :  }” will bring up a separate window that allows you to choose from a list of pre-selected phrases.  You can select the phrase with the left mouse button (select as many as you like), then hit the right mouse button to enter them into your note.  If you don’t see the word you’re looking for, you can select “***” and it will allow for free text.

 Provide education for your patients:

• Order educational pamphlets
  • In the orders section, type in “EDU”.  This will bring up all the educational pamphlets that are available. 
  • These pamphlets are given to patients when they check out of clinic.
  • You can also find them yourself in the file cabinet at the check out desk.  This way you can review the pamphlet with your patient during the office visit.
• Order HLC (Health Learning Center) education
  • In the orders section, type in “HLC”.  You will find an array of subjects.  You can also choose “HLC other education” and enter a topic of your choice. 
  • This will generate a printout that will be given to your patient when they check out that tells them how to get to the HLC.
  • Patients will get a friendly reminder from the HLC if they don’t show up in a week.
  • At the HLC, patients will get health information by trained health educators in a manner they can understand.
  • There is no charge to patients for any of these referrals.
  • After the patients receive their educational sessions, you will receive an inbox notification.

 Create semi-automated letters:

• All labs normal: Click "Result Note", type in "Please send normal lab to patient." In the "Recipient" field, enter (minus quotes): "p gim normal". Your normal letter will then be sent.
• Need to write a custom letter: Begin writing a letter. When finished, enter "p gim normal" in the "Recipient" field and leave a message "Please send the attached letter." Then click "Accept". Of note, do not click "Mark as sent". Instead, Angela will note this when the letter is mailed and it will then drop out of your inbox containing pending letters.

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