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Smart Forms CLN301 > Smart Forms CLN301 > Flashcards

Smart Forms CLN301 Flashcards

1
Q

What is a SmartForm?

A

SmartForms are highly customizable tools that are used to capture discrete clinical data across many of Epic’s applications. SmartForms can be used in a wide variety of activities across Hyperspace from within NoteWriter, custom activities, Navigator sections, and specialty workflows.

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2
Q

Where are SmartForms Used?

A

SmartForms are useful tools in the NoteWriter, Navigator, ED Manager, Delivery Summary, and many other places in Epic across several applications.

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3
Q

What is a Note template?

A

Note templates are SmartText records with preconfigured text and Smart tools that can include SmartLinks, SmartLists, SmartPhrases, and SmartBlocks within them. SmartBlocks act as a place holder for text generated by SmartForms documented on in the NoteWriter

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4
Q

Why do the Abdominal Pain and Fever SmartForms open?

A

HPI SmartForms can, by default, open up a SmartForm based on the chief complaint entered in the Visit Info section. This saves clinicians time because they do not need to manually look up an HPI form related to the patient’s documented chief complaint. Clinicians can add additional complaints in the Add HPI form field.

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5
Q

Why are Fever and Abdominal pain already selected as positive values?

A

Within the NoteWriter, you’ll see that some items are preselected because they correspond to the same item on a different form within the same note. Data documented within one SmartForm can track across multiple SmartForms based on the context of the documentation. It may be the case where a patient’s fever is an associated symptom of their abdominal pain and vice versa.

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6
Q

What happened to the “Dry” selection when you selected

“Moist”?

A

In SmartForms, certain values should never be selected with another value because the two choices selected together don’t make sense. Scripting can restrict users from making certain choices that don’t make sense together, and can also provide additional sections of a SmartForm to appear based on selections.

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7
Q

When is a SmartForm the right tool?

A

Tier 1: Easiest to build and maintain, so are most sustainable
Use existing tools such as partial dictation, Dragon, SmartPhrases, SmartText, and
Foundation System NoteWriter forms. If you end up needing to build a tool, first consider SmartPhrases and SmartTexts.
Tier 2: Flowsheets (fka Documentation Flowsheets) – harder to build and
maintain but can do some things Tier 1 tools can’t
Flowsheets require more planning and setup, but can do some things that
SmartPhrases and SmartTexts can’t do. One benefit of using this tool is the ability to store discrete data.
Tier 3: SmartForms—most challenging to build, but offer benefits not available in the other tools; substantial design time
While SmartText/Phrases can generate a note and doc flowsheets can store discrete
data, SmartForms can do both. In addition…

  • Scripting: SmartForms can do things like “set all values to negative” in a way that doc flowsheets and SmartText can’t.
  • Images: Only SmartForms can incorporate the use of images.

• Design features: SmartForms can combine features like tri-state controls
(positive/negative buttons), SmartTool-enabled text boxes, buttons, etc.

• Text generation: NoteWriter SmartForms can generate prose text based on selections and free text comments.

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8
Q

Why SmartForms?

A

SmartForms are flexible, comprehensive, reportable, and contextual.

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9
Q

When should you use a SmartForm for documentation needs?

A

A SmartForm should be used for documentation when other Epic tools simply do not meet your needs. SmartForms offer things like scripting and image documentation that other SmartTools like SmartText and Flowsheets don’t offer. A SmartForm also offers a way to document and store discrete clinical data.

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10
Q

What does a SmartForm offer that a flowsheet does not?

A

Flowsheets are restricted in the type of data they can store and where
they can store it. They offer a way to document patient information, but in a different format than a SmartForm. SmartForms offer the ability to script, host images, document very granular patient data, and more. See the table on pages 13 and 14 of this chapter for more details.

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11
Q

Classification

A

Type of SmartForm

  • OB Delivery Record
  • HPI

Ensures consistency among
similar SmartForms. Determines which components and data can be used along with other properties.

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12
Q

Layout

A

Structure of the SmartForm

• Rows
• Cells
Used to organize the
components using a table

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13
Q

Component

A

Individual piece of content for a cell
Presents the content in various
formats, such as lists (buttons) and check boxes for ease of documentation

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14
Q

A formlet is a grouping of

components that you can configure once and then reuse within multiple SmartForms.

A

Using formlets can save you

build and maintenance time

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15
Q

SmartData

Element

A

Data provider
Supplies data that isn’t tracked
in a Chronicles master file.

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16
Q

Context

A 
Level of granularity
•	Patient
•	Note
•	Encounter
Used to control the level at
which the captured data is stored
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17
Q

Value

A

The end-user’s selection
Stores response that is selected;
linked to the SmartData element and the context

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18
Q

Name five different pieces that make up a SmartForm:

A

Classification, Cells, Components, SmartData Elements, Tables, Formlets, Properties, Context, and more.

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19
Q

Define the classification of a SmartForm and what it controls

A

The classification of a SmartForm forces consistency between forms that are used for a similar purpose. This includes where the form can be used in Hyperspace, the types of components you can add to it, and the context the forms components can be assigned.

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20
Q

Where are SmartData Elements stored and created?

A

SmartData Elements are stored in the HLX master file and can be created and viewed in the SmartData Manager.

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21
Q

When should you use an Element ID data type SmartData element instead of a Category data type SmartData element for a list component?

A

Element ID SmartData elements for list components should be used when you need to document the presence or absence of a condition using other, Boolean type SmartData elements. Category SmartData elements for list components should be used for describing the condition.

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22
Q

What are the different options to choose from under the

Layout tab?

A

Table, Row, Cell, and Formlet

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23
Q

What is a SmartData Identifier for a SmartData Element?

A

The SmartData Identifier is the external ID of a SmartData Element. This is not the same as its .1 (record ID). It is stored in item 40 of the HLX record. It provides a small amount of information including which type of form an element is meant to be used for.

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24
Q

Where would you store the patient’s emergency contact information?

A

Patient’s Chart – Patient level context

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25
Q

How would you document the patient’s recovery?

A

Over multiple episodes – Episode level context

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26
Q

Within which context might you consider storing the functional status of the patient during the 6-week follow-up visit?

A

Answers may vary. This could be used at an encounter level. However, if the patient had a series of post-transplant visits this could be set up at an episode level as well.

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27
Q

Where in the patient’s paper chart might you find information pertaining to their recovery status?

What master file will you consult to find information to report on?
How might you organize your search to more quickly find this information?

A

Progress Note, The HLV, Do a data search based on Note Context value records

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28
Q

How can we configure the NoteWriter to fit everyone’s needs?

A

We can set up Note templates for users and assign them to profiles

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29
Q

Briefly describe the relationship between an Event and a

Check

A

An event is the trigger action that causes a check to run. The check contains the information needed to verify the event occurred.

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30
Q

Are the same types of components available to add in the Print
Group Designer as are available in the SmartForm Designer?
Which components are available to add in the Print Group
Designer?

A

NO. THE PRINT GROUP DESIGNER HAS FOUR COMPONENTS AVAILABLE: DATA, HYPERLINK, LABEL, AND SMARTGRID.

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31
Q

Identify the different master files that need to be accessed during SmartForm Print
Group setup: j

A

SmartForms (LQF), Print Group (LPG), Report (LRP), Profile (LPR). Potentially the Navigator (LVN) and Configuration (VCN) master files as well depending on your customization.

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32
Q

Explain the three different records that must be associated with one
another in order for SmartForms to function appropriately?

A

HLX, HCX, and HLV. These three master files relate the documented value with a context and reportable SmartData Element

33
Q

When should you create new SmartData Elements?

A

You should always consult Epic before creating a SmartData Element. Follow the submission process to get new elements made. If you need to create your own, replace the element you created with the new SmartData Element Epic creates once it is released.

34
Q

Why must context be given to a component? What does context control for reporting?

A

Context controls the level at which data is stored and how long it gets stored for.

35
Q 
Which smart Data element type would coincide with these smartforms?
SmartForm
component
Check Box,
Positive/Negative, Yes/No
SmartText Box and
Field
List (except for
Positive/Negative lists)
Positive/Negative Lists
A

SmartForm
component SmartData element type
Check Box,
Positive/Negative, Yes/No Boolean (Contain logical functions and can be used
to perform calculations or display different data depending on the results of other concepts)
SmartText Box and
Field String (Unformatted data, such as free text)
List (except for
Positive/Negative lists) Category (Linked to a self-defined list of possible
responses)
Positive/Negative Lists Element ID (Linked to a set of other elements;
frequently used to record symptoms associated with a specific complaint where you also want to capture pertinent negatives) This is discussed more in the next chapter.

36
Q

Name five different pieces that make up a SmartForm

A

Classification, Cells, Components, SmartData Elements, Tables, Formlets, Properties, Context, and more.

37
Q

Define the classification of a SmartForm and what it controls.

A

The classification of a SmartForm forces consistency between forms that are used for a similar purpose. This includes where the form can be used in Hyperspace, the types of components you can add to it, and the context the forms components can be assigned.

38
Q

Where are SmartData Elements stored and created?

A

SmartData Elements are stored in the HLX master file and can be created and viewed in the SmartData Manager.

39
Q

When should you use an Element ID data type SmartData element instead of a Category data type SmartData element for a list component?

A

Element ID SmartData elements for list components should be used when you need to document the presence or absence of a condition using other, Boolean type SmartData elements. Category SmartData elements for list components should be used for describing the condition.

40
Q

When you are thinking about building a custom SmartData element, what is the first step you should take?

A

Contact your Epic Representative. The process for creating custom elements is very standardized, and making sure that SmartData Elements are being created appropriately is imperative.

41
Q

What are three different contexts that data can be stored?

A

Patient, Encounter, and Note.

42
Q

What is first step you should take when creating a SmartForm?

A

You should plan your build and layout first followed by figuring out which SmartData elements will be required for your form.

43
Q

What is a navigator configuration record used for?

A

Configuration records act as an “adapter” or “converter” so that specialty tools can be used in a navigator.

44
Q

True or False: SmartForms are linked to navigator section records to be hosted in a user’s navigator.

A

False! A SmartForm is linked to a VCN record with a type of SmartForm.

45
Q

True or False: A navigator section record must have a type of
SmartForm to be used with a SmartForm.

A

True! The section record must also have a type of SmartForm in order to be linked to a VCN record with a type of SmartForm.

46
Q

When creating a SmartData Element, what is the first step that should be taken?

A

You should always contact your Epic Representative before making any attempt at creating a new SmartData Element.

47
Q

In which master file is a record created immediately after documenting on a SmartForm where SmartData Elements are attached?

A

A record in the HLV master file is created each time a component bound to a SmartData Element is documented on.

48
Q

What three items must be associated in order for a SmartForm to work, and have the values records make sense?

A

A value, the context, and the SmartData Element must be associated with one another for a SmartForms documentation to really make sense

49
Q

Where are we able to configure the component, and most importantly, attach a SmartData Element.?

A

In the component editor, we are able to configure the component, and most importantly, attach a SmartData Element.

50
Q

How many records will there be if you convert from basic mode to advanced mode?

A

When you start building a SmartForm in Basic Mode, there will be one record for that form. If you “graduate” a form that was started in Basic Mode, two records will exist for that form, one in Basic Mode and another for the Advanced Mode. Finish all of your edits in Basic Mode before you move to Advanced Mode. You cannot revert back to editing a form in Basic Mode after it has been edited in the Advanced Mode.

51
Q

When HPI forms are listed in the profile how should they be listed?

A

When HPI forms are listed in the profile, they should be listed from most to least restrictive. In other words, forms with usage restrictions (like age and sex restrictions) should be listed first. If more than one HPI form matches the chief complaint and its element, the system will load the first form that meets the criteria.

For example, if an unrestricted form for abdominal pain is listed before a form restricted to patients age 0-15 for abdominal pain, the unrestricted form will display in the NoteWriter.

52
Q

True/False: A SmartData Element should be attached to every single component on your SmartForm.

A

True. If there is no SmartData Element attached to the component, the form will not be reportable or releasable.

53
Q

Your clinicians are consistently making inaccurate documentation mistakes by selecting “No Symptoms” and “Headache” from a component category list. What can you do as an administrator to prevent this?

A

Attach Groups to selection options. By adding “No Symptoms” to a grouper all on its own, other options will not be selectable. This will prevent inaccurate documentation from taking place.

54
Q

There are two ways to access the Text Generation Editor:

A
  1. When creating Procedure SmartBlock and HPI SmartForms,
    access the Text Generation Editor via the Text Tab in the
    SmartForm Designer.
  2. For all other NoteWriter SmartForms, access the Text Generation
    Editor via: Tools > Patient Care Tools > Text Generation Editor
55
Q

Why wouldn’t you create a single Text Generation Template that includes all of your concepts from your SmartForm?

A
  1. Think efficiency: Each time you used a concept on a SmartForm you would have to re-write the portion of the note that includes that concept.
  2. Think formatting: You would be restricted to one Statement type
    for your entire text generation template. You will see in this section how different statement types work best for different components.
56
Q

In the SmartForm Designer, where do you go to edit the text generation record for HPI SmartForms?

A

The Text tab

57
Q

How do you create a new text generation template from the Designer tab of a SmartForm?

A

Click the Generate Text Template option under the Actions button.

58
Q

Text generation templates allows for automatically created when generated text appears in the

style text to be
on a SmartForm. This activity.

A

Prose; documenting; Notes

59
Q
  1. When configuring SmartBlock SmartLink records, what is the best way to make the links automatically appear in a user’s Note?
A

Embed SmartLinks directly in the Note template of a User. The Note template then needs to be attached to a Profile at one of the six possible levels that affects an end use.

60
Q

In which field of the SmartLink record do you specify the form that will open when using the SmartBlock in a Note?

A

The Initialization params field

61
Q

What are three different classifications of SmartForms that can be used in the NoteWriter activity?

A

SmartBlock, ROS, Physical Exam, Procedure, and HPI are a few.

62
Q

How can you use scripting?

A

Hiding or making components visible based on the value entered for another component

  • Setting up default values to appear when a user opens the form
  • Making a message box appear with user instructions or a warning, such as a notification that all required documentation has not been completed.
  • Performing data calculations, such as calculating values based on other values in a SmartForm.
63
Q

Because the documentation of the Edema component should initiate the event and action, scripting should be set up for that component. Fill in the blanks in the following text using the Word Bank below:

The

buttons should appear only if the clinician

documents

_ for

(meaning “yes, the

patient has edema”). The scripting should have a(n) of

and a(n)
in value for the

that checks if there is a components.

Word Bank

positive/negative edema positive
grade value changed change
negative event condition

A

If an end user changes the value for the

Abscess component and that value equals

Yes, then change the color to dark blue, and make the

abscess depth and abscess distance components visible. If the same component’s value is not the above, then keep the component color light blue, and the other related components visible.

64
Q

If scripting is a series of “When…if…then” statements, then Actions
are the , Events are the and Conditions are the .

A

Actions are the “then”. Events are the “when”. Conditions are the “If”

65
Q

When configuring scripting, what are some of the different events that can take place for scripting to kick off?

A

Calculate, Click, Mouse Enter (a field), Mouse leave (a field), Right
Click, Value Changed (most common).

66
Q

What are the three different styles of print groups available?

A

Plain text, Rich text, Native HTML

67
Q

When creating a print group from a SmartForm, you must generate a print group record from directly within the SmartForm Designer. Is this the only possible way to create a print group?

A

No! Creating a print group from the SmartForm record is a quick and easy way to configure your print group, but it can be made in the Print Group Designer as a standalone. You are able to link to elements and Chronicles items manually by adding components to a new print group record. Print groups can also be configured in Clinical Administration and can from the Print Group Encyclopedia on the UserWeb.

68
Q

In which record do you attach a report to a section record for the
SmartForm setup?

A

You must link the report record to the Visit Navigator Configuration record which is linked to a section in your Navigator setup.

69
Q

What is the benefit of linking a Procedure to a Procedure SmartForm?

A

The Procedure SmartForm will show up automatically in the NoteWriter activity, saving end users clicks and time.

70
Q

What is a CER rule? How does it help with charging during documentation?

A

A CER rule is a system checklist that can be triggered when a specific SmartData Element gets selected. After a CER rule is attached to a Procedure record, it can automatically drop specific charges that are associated with that rule.

71
Q

When does a charge actually drop if all of the linking is set up correctly?

A

When the Note is signed.

72
Q

When you’re building a SmartForm that includes a field component for looking up a Chronicles record, what step needs to be taken first in order to link to a networked INI?

A

You must build a SmartData Element with data type “Database” and list the appropriate INI in the HLX record. Once you bind that SmartData Element to the appropriate field component, the networked INI field in the Field Property page will fill in with the listed INI from the SmartData Element.

73
Q

Where do SmartBlock SmartLinks need to be added for end-users to have automatic access to the linked SmartForms when writing their Note?

A

SmartBlocks must be added to a Note template attached to a Profile for end-users to have immediate access to them.

74
Q

Which type(s) of SmartForms are listed in the LQF record in Text that makes up each individual tab of the Physical Exam form?

A

Exam SmartForms are listed in the Tabbed SmartForm record in Text. Each Exam form listed makes up a tab in the NoteWriter.

75
Q

In what record do you need to link a note template so a user has access to it from the blue drop-down arrow?

A

In one of the possible 6 Profile records impacting the user.

76
Q

Based on your Foot Exam form, end-users have said they should only be able to document grade of an edema if edema is actually present.
Because the documentation of the Edema component should initiate the event and action, scripting should be set up for that component. Fill in the blanks in the following text using the Word Bank below:

The

buttons should appear only if the clinician

documents

_ for

(meaning “yes, the

patient has edema”). The scripting should have a(n) of

and a(n)
in value for the

that checks if there is a components.

Word Bank

positive/negative edema positive
grade value changed change
negative event condition

A

The grade buttons should appear only if the clinician documents
positive for edema (meaning “yes, the patient has edema”). The scripting should have a(n) event of value changed and a(n)
condition that checks if there is a change in value for the
positive/negative components.

77
Q

Where is the only place text generation is enabled?

A

In the Note Writer

78
Q

How is the procedure tab built?

A

Through a preference list

Smart Forms CLN301 (1 decks)

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