EHR SmartPhrase Tactics That Save Time
Electronic health record documentation consumes hours of valuable clinical time every day. This article presents proven SmartPhrase strategies that reduce documentation burden while maintaining quality patient records. These tactics come from healthcare professionals who have refined their EHR workflows through years of practical experience.
Create Generic SmartPhrases with Unique Names
What EHR documentation tactic, such as a safety-checked SmartPhrase/dotphrase bundle, helps you chart faster without risking copy-forward errors?
Creating SmartPhrases is an incredible way to save time. I try to create phrases for educational material and general charting phrases that I use frequently. I make sure to make the material generic and then if I need to add anything specific to one individual I will add that on later. I also make the name of SmartPhrase easily identifiable and unique to avoid accidentally selecting the wrong one.
Can you give one example of a note section you templated that saved time and improved clarity?
For a normal physical exam I create a template of my version of a normal exam. That way I just select the SmartPhrase rather than clicking through everything or hand typing the same thing.
Use SmartLinks for Trusted Data
SmartLinks can bring in vitals, labs, and meds straight from the chart so the note fills itself with trusted data. The right link can pull the most recent value, the highest result, or a range with dates, which cuts copying and errors. Clear labels and units keep the note easy to read, and normal ranges can show context at a glance.
Testing the link in a draft note helps catch stale data or wrong sources before go-live. Standard names for links make them easy to reuse across notes and teams. Set up a few high-value SmartLinks and test them in a sample note today.
Automate Timestamps and Role Attestations
Time stamps and attestations can drop in on their own so notes stay clear and compliant without extra steps. Auto-fill of date, time, author, and location shows when the chart was touched and by whom. Attestation text can change based on role, such as physician, advanced practice provider, scribe, or student.
Telehealth, phone, and in-person visits can each trigger the right legal words with the right time and place. Keeping these lines up to date with payer and state rules lowers risk. Add auto time stamps and the correct attestation to your main note templates today.
Map Hotkeys to Core Snippets
Hotkeys tied to common SmartPhrases cut clicks, cut mouse travel, and speed up every note. Short key combos that match how hands rest on the keyboard build quick muscle memory. Conflicts with system keys or EHR defaults slow things down, so clean mapping matters.
A tiny on-screen cheat card lowers the learning curve during the first week. After a few days, only the best hotkeys should remain, so prune the rest. Map three must-have phrases to easy hotkeys and try them in your next clinic session.
Show Only Relevant Sections
Conditional SmartPhrases show only what is needed, so extra text never clutters the note. Simple yes or no prompts can add details for a plan, exam, or review of systems without extra typing. Defaults can cover common cases while still asking for key facts when they matter.
Short sentences and plain words keep the output clear for patients and staff. Regular checks prevent the template from growing too long over time. Build one conditional section for a common visit type and try it on the next chart.
Build a Shared Team Library
A shared SmartPhrase library gives a team one voice, which helps with quality, training, and audits. Clear names by specialty, visit type, and purpose make phrases easy to find under pressure. Version control with one owner keeps changes safe, tested, and tracked.
New staff can start fast with a starter set that fits local rules and patient friendly words. Feedback from the team helps retire weak phrases and tune strong ones. Stand up a shared folder with naming rules and add three core phrases this week.