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Dome - Dome March 2015

Dome March 2015

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Dolores Nolan, Beth Abate, Kanwal Awan, Nolan, Sibley Memorial Hospital.
Dolores Nolan credits nurse practitioner Beth Abate, center, and geriatrician Kanwal Awan, right, for helping to improve her health. Nolan now works out twice a week on a treadmill at Sibley Memorial Hospital's assisted living complex.
Photo by Keith Weller

Articles in this Issue


  • graphic of two people looking at a computer and a sheet of paper.
    Epic trainer Evelyn Chen keeps her instructions simple when she teaches new employees how to navigate the electronic medical record system that spans Johns Hopkins Medicine. There will be plenty of time later for users to tailor the system to their departments and roles.  “The users are already overwhelmed with the amount of features to learn,” says Chen, who was a “super user” nurse at Howard County General Hospital when it adopted Epic in 2013. She is now a principal trainer for ASAP, the Epic module for managing emergency room visits. She’s also leading efforts to update the resources that are available, rolling out new tip sheets for users who want to make their time in front of a computer more logical and efficient. Some of the new information will help users prepare for a September upgrade, which will add features and change the look of the templates in Epic. News about the upgrade will begin July 1 and continue through this fall with weekly bulletins. To note: Customization features won’t be available from September 1-17. In the week leading up to the upgrade on September 10, the focus will be to stabilize the platform while the following week is reserved for ironing out any wrinkles. Where to Find Resources: An Epic Tips and Tricks link can be found by clicking the Epic button and then the Help section. Use the search bar at the top of the screen to find tip sheets by keywords, or browse by application/entity/roles. Quick Start Guides (QSGs) , which provide overviews of Epic use by role (for example: ambulatory surgeon or Emergency Department nurse) are being updated. They can be found under the application within the Classroom Training Materials section in the Training Portal . QSGs with the blue JHM logo have been updated with information about Epic 2017. News about current Epic features coming to production are posted in Epic News . To receive relevant information by email when it becomes available, click the “alert me” button on the right-hand side of the screen, and then fill it out. Find resources and reports on the Epic toolbar by going to the My Dashboards workspace and selecting the template specific to your role and entity, then linking to resources or running reports. Tips for Personalizing Epic: Use Epic’s SmartTools , which auto-populate with a larger block of text after a few characters are typed in; SmartLinks , which pull information from the patient record into the documentation; and SmartTexts , which are standard phrases. Add the SmartTexts you use most often as favorites.  SmartPhrases are similar to SmartTexts, but can be personalized. A new Personalize button on the Epic toolbar helps tailor SmartPhrases, order sets and preference lists. Refer to this checklist to find a list of tip sheets for personalizing what you use frequently. Then find the relevant tip sheets on the Training Portal.  Additional tips: Make sure to log in to the correct department , because the system’s navigators are designed for the workflow in each specific area. If you log into the wrong department, use the Epic button and then click Change Context to quickly log into another department without logging out of Epic. Document in real time , or as close to it as possible. Real-time documentation is particularly important for clinicians who use flow sheets to record numbers-based data, such as weight or blood pressure, because it ensures that the information is available to the patient’s care team. Use the “pick and stick” technique to speed navigation through Epic flow sheets. Click on the “Doc Detail Report” link on the right side of the flow sheet screen. Then left-click to pick the option, and right-click to make it stick. This will automatically advance the cursor to the next flow sheet row, eliminating the need to scroll up and down. This trick is a particular time-saver for nurses, respiratory therapists and others who document frequently in flow sheets. Use filters to find information quickly. For example, a clinician can filter the encounters or notes in Chart Review activity to narrow down the search. Use the Chart Search (within a chart, press CTRL key + SPACEBAR ), to quickly search for something in the patient’s chart. Be specific and detailed in Epic documentation. If calling an insurance company to follow up on a claim, for instance, record the number called, the person contacted and what was said, along with any next steps to resolve a claim. Look before clicking to make sure that the correct patient is being documented and that accurate information has been added to the record. In orders or medication-related documentation, do not use abbreviations that are prohibited ; they are easy to misread. For example, IU, for international unit, could be confused with IV. Use of other abbreviations is strongly discouraged. To access the home page of Epic training site: click HERE .

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