Find SMARText Items When Creating Documentation

Finding Items

Press the F10 key to bring up the SMARText Items Manager. in the Search field/box, Type amox, and Press the Enter key. (There should be  a checkmark in the checkbox in front of Include On-line SOAPware Library.)

SMARText items can have a single Shortcut and multiple Keywords associated with them. Searching for SMARText items is done via individual Keywords.

You will find that there are SMARText items with quotes around the description as well as descriptions containing parenthesis. Please note how these two are documented in your SOAP fields. In a description including quotes, what is in quotes will be inserted into the documentation. However, in descriptions that include parenthesis, the words in parenthesis will NOT be added to the documentation.

If you edit a SMARText item, the update will have a time delay due to the site ID changing from SOAPware to your local one.

Inserting Items

Now, move the SMARText Items Manager to a location on the screen so that a SOAP Note Medications field is in view. Click in the Medications field so that the insertion point is in the field. Click a list item in the SMARText Manager Items Manager list (i.e. one that is a medication, and one that has a green triangle pointing up), and then Click the Insert button (lower right) to insert the selected-highlighted item into the Medications field. Alternately, double-click on an item in the list to insert.

Filter to Narrow Searches

At the bottom of the SMARText Items Manager is a Filter field having a Filter button to the far right. The purpose of this filter is to narrow searches. At this time, only single words can be entered into the Find field for searching. Using only that field, it would not be possible to search for chest pain. Searches would either be for chest or pain. Using the Filter field in addition to the Find field makes it possible to search for items having both chest and pain as Keywords. Type chest in the Find field, and pain in the Filter field. Then, Click on the Filter button, (This time uncheck Include On-line SOAPware Library.) and

Click on the Type column header to sort the list by item type. Also See - SMARText Items Manager 

The SMARText Items Manager is used for general searches.

F11 Pick Lists

Click in the Medications field; Type amox, and Press the F11 key. This searches the local SMARText database-library for ST items that have Keywords that start with amox. Any found items are displayed in a pop-up list. At this point, Double-click a pop-up list item to enter it. Alternatively, in the screenshot, pressing the 8 key would cause Amoxicillin Chewables to be entered.

 Notice all the items in the F11 pick list have triangles pointing up.

 Once you have searched for and inserted items from the online library, they will now be available when you search in your local database using F11.

Shift +F11 Pick Lists

Click in the Medications field; Type amox, and Press the SHIFT + F11 keys. Adding the Shift key to F11 tells SOAPware to search both the local library AND the online library resulting in a larger list.

Notice the items in the Shift + F11 pick list have triangles pointing both up and down. Green triangles indicate the item was created by SOAPware, yellow triangles denote SOAPware customer creation and red triangles mean "not available".

The Find field at the bottom of the pop-up list can be used to narrow the list. Type Chewables in the Find field, and Click the Search button (magnifying glass) to get the items that have both amox and chewables in the beginning of their Keywords.

The Shift F11 list will result in a larger list of items, some of which have not been used. This is helpful when searching for an item you have not used before or when you first start using SOAPware and have not built up your F11 list. 

The usage count in these pop-up lists is user-specific and based on some hidden matching rules. Most apparent is that frequency of use affect the usage count and ranking of items in the list. If the subjective field contains a ST item of the type Chief Complaint, then this will affect how items are ranked in certain lists. Items in the local library are at the top (with triangle pointing up) and items in the on-line library are at the bottom (with the triangle pointing down). The user also has the option of narrowing and expanding the number of items in the pick lists by checking the Show Unused checkbox in the search dialog on the bottom right. Progressively more "smarts" will be applied to narrow the number of items in the pick lists as well as bring the most relevant items to the top.

Spacebar Pick Lists

Click in the Medications field; Type amo, and Press the Space bar. The result is for a specific Amoxicillin prescription to be inserted.

The space bar triggers a search to see if the last word (or code, or group of letters) typed exactly matches any Shortcuts (like in version 4) in any SMARText Items in the local database-library. If multiple Shortcuts match the group of typed letters a list is displayed.

The spacebar pick list can be used if you know the shortcut code for the item to be inserted.

If this particular, completed prescription for Amoxicillin is not in your local library (i.e. ready for instant insertion). Simply type amox in the medication field... press  Shift + F11... and then download-enter this particular Amoxicillin prescription by double-clicking on it in the pop-up list that is presented. After doing this download-enter action once, simply typing amox + spacebar will immediately enter the prescription in the future (will not have to select it in the pop-up list and download again).
With F11 and Shift + F11, there will be differences in ST pick list items presented based on different settings to be discussed elsewhere.
     -    F11 and uncheck of unused
     -    F11 and check of unused
     -    Shift +F11 and uncheck of unused
     -    Shift + F11 and check of unused

Quick Access Location Pick Lists

Clicking in most fields causes a list of previously used ST items to be presented in the SMARText Quick Access dialog. In the screenshot, below, the insertion point is in the Summary Medication field so Quick Access is displaying items used in the past in the Summary Medications field.

The Quick Access Location pick list is user specific and allows for inserting a previously used item without conducting a search.

Notice that in the screenshot (yours will be different) the ST item with Amo as the shortcut is the item that has been used more than any other ST item (in the Summary Medications field) because it is at the top of the list (Usage = 12).

In the future, sorting-ranging of the list items will increasingly match the chief complaint so that the items displayed are more relevant based on the type of encounter, and is specific for each user. Subsequently, other options are planned for determining the order of ranking. The eventual goal is to have, at  any point in the process of creating documentation, the items you are most likely to need already available, instantly, in the SMARText Quick Access dialog. The ranking-ordering in the lists will be based on your unique usage over time. Thus, starting out, the SMARText Quick Access may not be very useful, but its usefulness continually increases. Eventually, the need to type a code or word to display needed documentation should be less. Increasingly, you will simply select what you want from the QA list.

Quick Access SMARText Pick Lists

In an earlier exercise, clicking on CHIEF COMPLAINT(S): in the Subjective field displayed a pick list in the SMARText Quick Access dialog.

There are many SMARText items of the List type (e.g. Multi-select List, Chief Complaint, etc.) that display a pick list when clicked.

 Quick Access pick lists are used when pre-built pick lists are displayed within the docuplate.