Epic Smart Tools offers a specialized suite of productivity features integrated throughout the Epic Electronic Health Record (EHR) system, designed to fundamentally streamline critical workflows and drastically reduce documentation burdens for clinicians. These tools, which include functionalities like SmartPhrases and SmartTexts for standardized communication, and SmartLinks and SmartForms for personalized patient record documentation, are essential for empowering providers to save significant time.
By automating data entry, ensuring consistent documentation, and enabling rapid record population, Epic Smart Tools directly improve patient care by maintaining thoroughness and enhancing overall operational efficiency.
Understanding the Epic Smart Tools Landscape
Epic SmartTools is a comprehensive collection of workflow efficiency tools that streamline documentation and facilitate effective charting within an existing clinical information system (CIS). Products in the SmartTools landscape enable end users to create or customize existing clinical documentation objects and maintain an effective user interface across organizational units.
Key Products
SmartForms
SmartForms refer to structured data-capture and text-generation templates to optimize critical charting functions, facilitate point-and-click activities, and collect data for tailored information management across organizational units. There are three different classes of SmartForms within the Epic ecosystem:
Physical Assessment SmartForms
Used on the Physical Exam tab within the NoteWriter function to accelerate the recording of key patient assessments and store discrete data in a centralized repository.
Operative Log SmartForms
Used to manage various preoperative information management activities from a single platform.
Delivery Summary SmartForms
Used to streamline documentation tasks and maintain comprehensive records for key obstetrics operations.
NoteWriter SmartForms
Used to standardize critical documentation processes triggered by specific actions, such as a patient’s chief complaint or reason for visit.
Epic SmartForms are optimized for critical functionality, including:
- Discrete data: Data selection linked to SmartData that can be retrieved for specific reporting, review, and rule criteria.
- User interaction: Interface elements that accelerate data selection across organizational units.
- Text generation: Ability to generate flexible prose from discrete data.
- Scripting: Profiles that can be saved or applied to set data values and commonly occurring operational scenarios.
- Images: Ability to incorporate, annotate, and interact with relevant images.
SmartLink
SmartLinks are text-expansion tools that enable users to replace specific characters with dynamic data pulled directly from an existing health record. Links can also be tokenized, ensuring the value is automatically replaced each time the text automation tool is initiated.
Users can nest SmartLinks within both SmartText and Smart Phrases, making it easier to manage key identifiers and constraints across the system, including master files and embedded link codes.
SmartGroup
A SmartGroup refers to modular groupings of content from SmartSets or OrderSets, empowering users to reference and manage multiple SmartGroups and SmartSets from a single interface.
When changes are made, SmartGroup modifications are automatically propagated through all related and subscribed SmartSets.
SmartList
SmartLists are text-expansion tools represented by tokens embedded in blocks of text, enabling users to easily navigate from token to token and turn templated text blocks into a completed narrative. When selected, the tokens associated with the SmartList record expand to show a list of pre-configured options that are substituted for the available token.
SmartLists contain the following parameters, capabilities, and identifiers:
- ID
- Display name
- Connection logic
- Reselectable
- Optional
- Show label
- Default values
- Grouped lists
- Embedded lists
- Master files
SmartSet
SmartSet is an intelligent tool that consolidates documentation, decision, and inquiry-support functionality to facilitate a more efficient charting workflow with fewer errors.
Users can leverage SmartSets to create and manage user interface customizations aligned with specific health conditions or visit types, including order sets, reasons for visit, flowsheets, patient instructions, professional billing codes, and more.
Express Lanes are a type of SmartSet that offer additional features, such as built-in Chart Search and intelligent medication reconciliation, to streamline access to critical data and determine which customizations are necessary for efficient charting flows.
SmartText
The SmartText tool provides built-in text templates that facilitate efficient charting within an existing clinical information system. SmartText is often combined with other tools like SmartLists, SmartPhrases, and SmartLinks to automate text format, content, and structure across the enterprise landscape.
SmartText templates are most commonly used to manage templated text within progress notes, letter templates, consultation notes, and other documentation from office visits.
SmartPhrase
A SmartPhrase is an intelligent text automation tool that provides diverse functionality for optimized clinical information system operations. SmartPhrases are text-expander SmartTools that allow a few characters to be swapped for a longer phrase, template, or block of free text.
The SmartPhrase manager can be used in any application or device that produces text within the clinical documentation system, making it easier for managers and other users to navigate complex documentation and improve clinical workflows.
Benefits of Epic Smart Tools
Efficient documentation
Leverage tools like SmartPhrases and SmartTexts to quickly insert templates, phrases, or notes into patient records, reducing time spent on repetitive documentation tasks and enabling clinicians to focus more on patient care.
Regulatory compliance
Ensure clinical documentation meets organizational and regulatory standards by maintaining compliance with billing and legal requirements and supporting high-quality, evidence-based care.
Standardization
Promote consistent clinical communication and documentation by offering standardized templates and phrases, streamlining workflows, and reducing the risk of errors caused by inconsistent documentation.
Records management
Utilize tools like SmartLinks and SmartLists to easily pull patient-specific data into documentation and create dynamic templates, ensuring data accuracy and tailoring notes to individual patient needs.
How Can We Help?
Whether you need help assessing your current Epic system setup to identify key improvement areas, additional support navigating integrations between Epic and non-Epic systems, or optimizing critical data management and analysis functions, Surety Systems is here to help.
Our senior-level Epic consultants have the skills and experience to handle your critical project needs and ensure your internal teams are prepared for long-term improvement and innovation.
Contact Us
For more information about our Epic consulting services or to get started on a project with our team of expert consultants, contact us today.
