cln301 smartforms certification project · smartforms certification project 1•7 cln301 smartforms...

Epic

August 2018 Project Start Date: December 10, 2018

Project End Date: May 17, 2019

CLN301

CLN301 SmartForms

Certification Project

Epic Systems Corporation

1979 Milky Way • Verona, WI 53593 • Voice: (608) 271-9000 • Fax: (608) 271-7237

www.epic.com

[email protected]

Last Revision: November 26, 2018

CLN301 SmartForms Certification

Project

SmartForms Certification Project ......................................................... 1•3

SmartForms Certification Project 1•1

CLN301 SmartForms Certification Project August 2018

Lesson 1: SmartForms Certification

Project

SmartForms Project Records Worksheet ..........................................................................1•3

Project Instructions and Requirements ............................................................................1•5

Training Magic Records .................................................................................................... 1•5

What Did Training Magic Create? .............................................................................. 1•5

Log In ............................................................................................................................... 1•6

If Needed: Create a New Encounter for a Patient .................................................. 1•6

Configure the Physical Exam Tab for NoteWriter .......................................................... 1•7

Build a Basic Tab ............................................................................................................ 1•8

Build a Skin Tab .............................................................................................................. 1•9

Build the Physical Exam Tab ......................................................................................... 1•9

Make Your Tabs Available in NoteWriter .................................................................. 1•10

Configure the HPI Tab for NoteWriter ........................................................................... 1•11

Build the HPI Form for Altered Mental Status ........................................................... 1•11

Configure Text Generation ........................................................................................ 1•12

Make Your Form Available in NoteWriter ................................................................. 1•13

Configure a SmartForm for a Navigator ...................................................................... 1•13

Build the Anticoagulation Monitoring Form(s) ......................................................... 1•13

Build the Necessary Navigator Records ................................................................... 1•15

Build a Report to Display Data .................................................................................. 1•16

Check Your Work ............................................................................................................ 1•17

Test NoteWriter ................................................................................................................. 1•17

Test Your Navigator ......................................................................................................... 1•17

Submit Your Project ......................................................................................................... 1•18

1•2 SmartForms Certification Project

August 2018 CLN301 SmartForms Certification Project



SmartForms Certification Project

SmartForms Project Records Worksheet

Project Requirement Your ID# Your Record Name

Physical Exam Basic Form ______ Physical Exam Basic Form

Physical Exam Formlet ______ Pulmonary formlet

Physical Exam Adult Skin Form ______ PE Adult Skin

Physical Exam 13 and Over Form ______ Physical Exam 13 and Over

Physical Exam SmartLink ______ Physical Exam

Smart Text - Note Template ______ CLN301 Project Note

Profile ______ SFPRJ Profile

HPI Altered Mental Status Form ______ HPI Altered Mental Status

Text Generation Template ______ HPI ALTERED MENTAL

STATUS ROOT1

Anticoagulation Form - Basic Mode ______ Anticoagulation Monitoring

Anticoagulation Form - Advanced

Mode

______ Anticoagulation Monitoring

Advanced

Anticoagulation Print Group ______ Anticoagulation Monitoring

Anticoagulation Report ______ Anticoagulation Report

Navigator Configuration ______ Anticoag SmartForm

Navigator Section ______ _SEC_SFPRJ_ANTICOAG



Use this worksheet to record the name and ID of your records. Verify your record IDs before

submitting!

Any record not listed on this tracker is NOT required for project build and will not be considered in

your score.

In the worksheet above, where you see a "_______" in the Record Name column, you can write in

your build initials.

Starter Records Your ID# Your Record Name

Navigator Record ______ _T_SF_PRJ_NAVIGATOR

Topic Record ______ _TOPIC_SFPRJ_ANTICOAG

Section Record** ______ _SEC_SFPRJ_ANTICOAG

Workflow Engine Rule ______ SFPRJ WE RULE

Profile** ______ SFPRJ Profile

Provider ______, Taylor

User ______, Taylor

Adult Male Test Patient N/A ______, Edwin

Adult Female Test Patient N/A ______, Edna

Pediatric Female Test Patient N/A ______, Vivian

Pediatric Male Test Patient N/A ______, Howard

After you complete the "Project Setup" part of the project, write down your names and IDs of the

records created for you here.

** Write down these records on the project requirement records page as well. You will complete

additional build in these records that will be graded.



Project Instructions and Requirements

Training Magic Records

What Did Training Magic Create?

Training Magic created several records for you to use throughout your project.

User-related:

A user record - This user is set up to be just like the builder you used in class. You need to use

this builder because there's a user-level profile linked.

The log in ID for this user is "SF<YOUR INITIALS>" with a password of "train".

A profile - This profile is linked to your user record. You will configure this profile and submit

it in your project. This is the ONLY profile you should edit for the project. Do NOT edit or

create any other profiles.

A provider record - This provider record is linked to your user. You won't complete ANY build

in your provider record. It's just there so you can have appointments on your schedule.

Navigator-related:



A workflow engine rule - This workflow engine rule is plugged into your profile. It organizes

your clinical workspace and appends the navigator template mentioned next.

A navigator template - This template will help you test yourSmartForm in a navigator at the

end of the project. It won't work until the project is finished.

A navigator topic - A custom topic within your navigator template.

A navigator section - A custom section within your navigator topic. You will configure this

section and submit it in your project.

Patient-related:

You now have a few patients to test with. They will each be found on your builder's schedule in

Hyperspace. The appointments will only be scheduled for a month after you create your project

records.

Edwin - adult male

Edna - adult female

Howard - pediatric male

Vivian - pediatric female

You'll notice another patient in the email you receive, but you won't use it on the project at all.

Log In

Once your records have been created, test them by logging in.

1. Log in to your project environment's Hyperspace.

User ID: sf<your initials>

Example: If my initials were PIE, I'd log in using sfpie or SFPIE.

Password: train

2. You should be logging into TRN99 Dept for Training.

3. Go to the Schedule activity. You should have four patients on your schedule.

If you don't see them for today, check tomorrow's date. Depending on the time of day you

created your records, the first set of appointments could be for today or tomorrow.

If Needed: Create a New Encounter for a Patient



You do NOT need to complete this steps immediately after you create your records for the

project.

ONLY complete these steps if you are working on your project and you find that you've

run out of appointments for your test patients (one month after creating your starter

records).

If you discover that your patient isn't on your provider's schedule for the day, you can create a new

encounter with these steps.

1. Log in to Hyperspace as the user created for your project.

2. Use Chart Search to find the Encounter activity.

3. Look up the patient that needs an encounter for your test scenario.

4. In the Encounter Selection window, click New.

5. Complete the following in the New Encounter window:

Date: T

Type: Office Visit

Provider: [your user]

Department: EMC Family Medicine

6. Click Accept.

You are now in the patient's chart and can complete your testing.

NOTE: Your patient won't appear on your schedule, but you can access the encounter any

time by using Chart Search to find the Encounter activity.

Configure the Physical Exam Tab for NoteWriter

Build a Physical Exam tab that clinical staff will have access to when they open up their Notes

activity. This will be a multi-tabbed form containing some custom built forms for the project and

some forms borrowed from the Foundation System. The two custom forms, Basic and Skin, should

be of the same type and built in Advanced mode.

Please note that you will NOT be graded on the aesthetics of the forms that you build. You

will be graded on adding the correct information and binding to the correct SmartData

elements. Do not stress if your forms don't look exactly like the screen shots throughout the

project.



Build a Basic Tab

One custom tab will be a modified version of the existing PE Adult Male Basic [48001] form. Create

a copy of this Epic-released form and name the form "<your initials> Physical Exam Basic Form".

Make the following changes:

The Pulmonary section will go through significant changes. Delete the "Pulmonary" section

completely.

Rebuild a new version to replace the previous "Pulmonary" section below the "Abdominal"

section in the middle column. It will contain different elements than before.

Your Pulmonary section should be a table with 1 column and 7 rows. This table's label

should say "Pulmonary."

This section should be available for use as a formlet called "<your initials> Pulmonary

formlet" in other SmartForms of the same classification.

The elements required are EPIC#0281 (pulmonary exam normal), EPIC#PEPU0104

(bradypneic), EPIC#PEPU0102 (accessory muscle usage), EPIC#PEPU0105 (dyspnea),

EPIC#PEPU0103 (tachypneic), and EPIC#PEPU0313 (retractions). Comments for the entire

pulmonary exam should be bound to EPIC#PE0036G.

Name the new components you've added to the form in order to identify them on the scripting

tab.

Scripting should be set up so that if any of the pulmonary positive/negative buttons are marked

as positive, the "Pulmonary normal" check box becomes disabled.

Your pulmonary section should look like the following screen shot:

Completed Pulmonary section



You may get a warning when trying to close out of the record that additional scripting

should be set up for this, but it will not be graded on the project. Click OK to bypass the

warning.

Build a Skin Tab

The second physical exam form you will create is for skin documentation. Create it from a blank

form and include the following:

The form should be called "<your initials> PE Adult Skin".

The form should include two sections titled "General" and "Lesions".

The General section will include the following SmartData elements in a table that is 2 columns

and 3 rows: EPIC#PESK0004 (warm), EPIC#PESK0028 (cool), EPIC#PESK0005 (dry), and

EPIC#PESK0029 (moist).

The Lesions section should include the following SmartData elements in a table that is 2

columns and 5 rows: EPIC#PESK0010 (abrasion), EPIC#40409 (blister) EPIC#PESK0027 (burn),

EPIC#PESK0011 (bruising), EPIC#PESK0013 (erythema), EPIC#PESK0014 (laceration),

EPIC#PESK0018 (rash), and EPIC#PESK0022 (urticarial).

There will be no scripting set up for this form.

Skin form, Preview tab

Build the Physical Exam Tab

Build the parent Physical Exam tab and name it "<your initials> Physical Exam 13 and Over". The

form should include the following details:

The correct type and age range.

Your custom basic and skin forms (outlined above) with captions of "<your initials> Basic" and

"<your initials> Skin".

In addition to your own tabs, you will link to several Epic-released SmartForms. See the table

below for which forms to link to in addition to your own.



Keep in mind that this Physical Exam tab should accommodate male and female patients.

Caption LQF ID

Basic 48000

Const 48002

HENT 48003

Eyes 48007

GU 48013

GU 48016

Psych 48022

Make Your Tabs Available in NoteWriter

You will configure your NoteWriter forms to appear when a user creates a note from a custom

SmartText that you'll use as a note template. This note template will refer to both your Physical

Exam and HPI build.

Call your SmartText "<your initials> CLN301 Project Note".

This SmartText should be used as a Note Template. This Note Template should be available

specifically for your user; no other users in Hyperspace should be able to select it.

Hint: You'll configure this in one your starter records.

The note template should be available for both Inpatient and Ambulatory NoteWriter.

Your note can include whatever text you want, as long as it includes the .SFHPI and

.ASSESSPLAN SmartLinks, along with a custom SmartLink of your own:

Your SmartLink must be based off the Epic-released record PHYSICAL EXAM BY AGE

(CONFIG) [49007] ("Save As" to create a copy of this SmartLink).

Name your SmartLink "<your initials> Physical Exam".

Users should be able to look up this record by typing .<your initials>PHYSEXAMINATION

Because you duplicated this record, remove the synonym of "EXAM" from the appropriate

field. You will not be able to save your record with that synonym listed because it is

already being used by a different record with the same context.



Add a description about this record indicating that it is meant for the CLN301 project.

Both the button in your note template and the SmartBlock text in the note before

documenting on the form should read "<your initials> Physical Exam".

Your Physical Exam tab should only load when the patient being seen meets the age and

sex restrictions. Your SmartLink, however, needs to pull in the appropriate Foundation

forms for patients of all other ages. (Hint: Form 48064 currently has the same restrictions

configured and should not load in your note.)

Text generation should be set up for your Physical Exam documentation using the existing

PE ROOT template record.

Note that this template will not contain any statements for your additions to the Physical

Exam tab. For the purposes of this project, you will not be pulling in any additional

elements to this Foundation System record.

Configure the HPI Tab for NoteWriter

Build the HPI Form for Altered Mental Status

Your physician needs a special HPI SmartForm for documenting altered mental status. If a user

enters a reason for visit of "Altered Mental Status" (ID: 160032), your HPI SmartForm should appear

in NoteWriter.

You will make this form in Advanced mode using the template. The form should be called "<your

initials> HPI Altered Mental Status". It should only contain the components pictured in the screen

shot provided, with the default SmartData elements.

The Associated symptoms component should list the following SmartData elements as values:

EPIC#RSPS0012 (Agitation)

EPIC#0236 (Attention impairment)

EPIC#RSPS0020 (Abnormal behavior)

EPIC#RSCO0015 (Confusion)

EPIC#18097 (Delirium)

EPIC#232 (Depressed mood)

EPIC#RSPS0007 (Nervous/anxious)

EPIC#RSPS0014 (Self-injury)



EPIC#RSPS0010 (Suicidal ideas)

Add your initials to the Duration prompt for testing purposes, since the form's title will be replaced

by the name of the complaint when you test.

HPI Altered Mental Status form

Configure Text Generation

This form should be set up with text generation that is custom/unique to your form only. Only the

Associated symptoms statement needs to be edited.

Associated symptoms:

Positive text should appear red to users.

Negative statements should be separated by the word "or" when multiple values are

documented.

Positive and Negative statements should read, respectively, "Patient reports" and "Patient

reports no" with the appropriate character spacing and punctuation before and after any

documented values. (Note: because negative verbiage has been added to the negative statement

text, the source of element text should be set accordingly).

The negative statement should appear in the same line as the positive statement.

Text generation preview for primary symptoms



When recording the record ID for submission, please be sure you are submitting the record

ID for the entire text generation template, and not the associated symptoms statement

record.

Make Your Form Available in NoteWriter

In order for this form to appear automatically when a reason for visit of "Altered Mental Status" is

entered, additional configuration is necessary. Note that only your user should be seeing your form

- no other users in the project environment should be affected.

Below is a screen shot of the External Concept Mappings activity where the Reason for Visit

"Altered Mental Status" has been already mapped to the SmartData element EPIC#HPI0073. This

step in External Concept Mappings is completed for all trainees and does not need to be repeated.

Use the screen shot below as reference.

External Concept Mappings - Altered Mental Status

Configure a SmartForm for a Navigator

You need to build a SmartForm to be hosted in a navigator section for anticoagulation monitoring.

Build the Anticoagulation Monitoring Form(s)

When completed in Basic mode, your Anticoagulation form will look like the screen shot that

follows.

Create this form in Basic mode, to be graduated later.

Name your form <your initials> Anticoagulation Monitoring.



Your form will include two groups: "Symptoms of Recurrent Thromboembolism" and

"Signs/Symptoms of Bleeding."

Use the following elements. New values should be collected on this SmartForm with each

patient's visit.

Hematologic negative: EPIC#22411

Blackouts: EPIC#1866

Blurred vision: EPIC#RSEY0003

Chest pressure: EPIC#RSCV0010

Dizziness: EPIC#RSNU0014

Leg swelling: EPIC#0113

Palpitations: EPIC#RSCV0004

Temperature change in extremities: EPIC#33138

Pt Findings - Comments: EPICCM#1003559

Symptoms of bleeding: EPIC#31000010004

Bleeding gums: EPIC#42091

Excessive bruising: EPIC#34413

Hematemesis: EPIC#RSGI0020

Hematuria: EPIC#RSGU0007

Hemoptysis: EPIC#RSRP0004

Melena: EPIC#RSGI0009

Hematologic/lymphatic comments: EPIC#11111

Scripting should be set up in Advanced mode for the "Negative" check boxes of each group.

Checking Negative should cause "Yes/No" components to set values to "No".

Note: This is the only scripting that will be set up for this form. In a real production

environment, this form would require more advanced scripting. Any additional scripting

you set up will not be graded for this project.



Anticoagulation Monitoring

Build the Necessary Navigator Records

Build the necessary record to host your form in a Navigator.



Note that your project score, only two records need to be configured in order to assess your

understanding of SmartForm configuration.

Build a configuration record (VCN) for hosting your SmartForm in a navigator section so end

users can document anticoagulation monitoring of a patient. New values should be collected in

each patient's visit. This record needs to include:

The name "<initials> Anticoag SmartForm".

The appropriate section type.

A context to display the appropriate data from your form.

A report to display the information documented in the SmartForm when the section of the

navigator is closed (see next build section).

Your configuration record should be linked to your graduated Anticoagulation SmartForm

(Hint: Do not link to your Basic mode form, which will likely have a lower ID number than

the graduated Advanced mode form, as scripting has not been set up in Basic.)

While it's possible to link to a configuration record from more than one type of navigator

record, choose the most specific one possible.

Use the navigator section (LVN) record created for you by Training Magic to host your

navigator configuration (VCN) record.

Build a Report to Display Data

When this form is documented on and the section is closed, your user should be able to see a report

with the collected data in the closed section. Some details of your print group and reports are:

The display title for the print group should be "<your initials> Anticoagulation Monitoring".

Name your report "<your initials> Anticoagulation Report".

Your report can use the report type "Inpatient Summary Report" in addition to any others

you'd like.

Your report should use the stylesheet Widget 10pt [72]. (Note: You may receive a style warning

about this Stylesheet, but the report will still work as it should).



Check Your Work

This section of the project is completely optional and is not required for passing. If you would like

to test your work, there are some additional records that you need to configure in order to test with.

Note that the build covered on these pages will not be on the exam and is simply here for reference

in order to verify your build was done correctly. If you'd like to submit now, you are welcome to do

so. You DO NOT need to record the IDs of these records on your tracker worksheet.

Test NoteWriter

1. Log in to Hyperspace as your user for the project.

2. Open the office visit for your Edwin patient.

If Edwin doesn't have an appointment for today, go to the Epic button > Patient Care >

Encounter and create an office visit with your provider (<your initials>,Taylor).

3. Enter a reason for visit of "Altered Mental Status" in the Visit Information section of the

Rooming activity.

4. Close the section.

5. Go to the Notes tab in your sidebar and create a new note using your note template under the

drop-down arrow.

Do you see SmartBlocks for HPI and your Physical Exam form?

6. Click the HPI button.

Do you see your Altered Mental Status form?

7. Make selections in the associated symptoms section of the form.

Do you see appropriate generated text in your note?

8. Click on the Physical Exam button that contains your initials.

You should see seven tabs along the top: are your Adult Male Basic form and Adult Skin

forms appearing as two of those tabs?

Test Your Navigator

Use any patient to test the SmartForm you configured for your navigator.

1. Your navigator should appear as the "Anticoag" activity tab on the left side of your workspace.

2. In your navigator, go to your anticoag section.

3. Make some selections on your Anticoagulation Monitoring form and then close the section.

Does your print group display the data you just documented?



Submit Your Project

1. Customers/Consultants: Log in to access.epic.com.

Epic staff: Follow the steps on the Training FAQ wiki

2. Find and click the Training Magic icon.

3. Select the following from the drop down menus:

Application: Shared Clinicals

Project: CLN301 SmartForms

Initials: [your initials that you used to build your records]

Hours taken to complete the project: [optional field; doesn't affect your grade]

4. Click Next.

5. On the new page, in each Description field, enter the appropriate IDs for your record from

your project worksheet. Confirm that correct IDs are listed! Icon guidance:

Red X: A record with this ID doesn't exist in your environment.

Yellow yield sign: The record you entered doesn't match the naming as directed by the

project. This can happen if you have to create a new record to replace one you don't want

to submit. This can also happen if you name your records using a slightly different name

than what the project specifies. This is OK! You can still submit this record as long as you're

certain it's the one you want graded. The yellow icon is there to remind you to double-

check the ID.

Green checkmark: A record exists and your initials match. IMPORTANT: If you made

more than one record for a single purpose (e.g. you accidentally made two records and one

of them has nothing in it), double check that the ID is the one you want graded.

6. Double check your ID entry before moving on.

7. Optional: Use the free-text comments field to share any concerns or considerations that you

want Epic to know about.

8. At the top, read the information about the daily submission limit and agree to it by clicking its

check box.

9. Click Submit.

You will receive an email listing your submitted records and feedback on your build.

10. Within three business days, you should receive an email from Epic with your official score.

If you're not contacted in this timeframe, send an email to

[email protected].

http://access.epic.com/

http://wiki.epic.com/main/Training/Training_FAQ#How_do_I_get_access_to_the_Certification_environments_on_my_PC.3F

mailto:[email protected]



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