Epic SmartPhrases for Nurses — Free Searchable Library by Specialty

What Are Epic SmartPhrases and Why Should Nurses Use Them?

Epic SmartPhrases are customizable text shortcuts that expand into pre-written documentation templates. Instead of typing a full assessment or note from scratch, you type a dot command (like .EDASSESS) and the EHR instantly populates structured, templated text. You then customize it with patient-specific details.

For nurses managing 4-6 patients per shift with dozens of documentation requirements, SmartPhrases can be transformational. Here's why they matter:

• Speed: Documentation that takes 5-10 minutes from scratch can be completed in 30-60 seconds with a SmartPhrase
• Consistency: Ensures standardized language and necessary elements are documented every time
• Compliance: Well-designed SmartPhrases help ensure no required documentation is missed
• Reduced Burnout: More time with patients, less time charting
• Fewer Errors: Properly worded templates reduce documentation mistakes and ambiguity
• Knowledge Sharing: Best practices can be shared across the nursing team

Most hospitals allow nurses to create personal SmartPhrases for their own use. Many also maintain institutional SmartPhrases managed by nursing informatics. This library provides examples across specialties that you can adapt for your organization.

How Do You Create and Share SmartPhrases in Epic?

Creating a Personal SmartPhrase

1. Log into Epic and go to Tools > User Preferences
2. Click on SmartPhrases in the left menu
3. Click New to create a SmartPhrase
4. Enter the Name (e.g., .EDASSESS) — must start with a dot
5. In the Text field, paste your template
6. Click Save
7. To use it, type the name (e.g., .EDASSESS) in any text field and press Space or Tab — it expands automatically

Sharing SmartPhrases Across Your Team

Organization-wide or department SmartPhrases follow a different process:

1. Work with your Epic administrator or nursing informatics team
2. Submit the SmartPhrase template with your clinical rationale
3. It gets reviewed, standardized, and pushed to all users in that department or the entire organization
4. Users can then access it without creating it themselves

Best Practices for SmartPhrase Design

• Keep it concise: Templates should be comprehensive but not bloated
• Use brackets for blanks: [TIME] or [PATIENT RESPONSE] to show where personalization goes
• Organize logically: Follow your unit's assessment order or charting flow
• Use clear naming: .EDASSESS is clearer than .ED1 or .ASSESS
• Test first: Use it for a week before sharing to find gaps
• Get feedback: Ask colleagues to use it and provide input
• Update regularly: Refine based on actual clinical use

How to Organize Your SmartPhrase Library

As your SmartPhrase collection grows, organization becomes critical. Here are proven strategies:

Naming Conventions

Use a consistent prefix system so SmartPhrases are easy to find:

• .ED_ASSESS — Emergency Department Assessment
• .ICU_HANDOFF — ICU Bedside Handoff
• .ASSESS_PAIN — Pain Assessment (universal)
• .DC_INSTR — Discharge Instructions
• .NEURO_CHECK — Neuro Assessment

Creating SmartPhrase Folders or Categories

In Epic, you can organize SmartPhrases within your Preferences. Common categories include:

• Assessment & Screening
• Handoff & Communication (SBAR)
• Procedures & Skills
• Patient Education & Discharge
• Specialty-Specific (ED, ICU, L&D, etc.)
• Standing Orders & Protocols
• Vital Signs & Monitoring
• Fall Risk & Safety

Documentation Audit Trail

If your hospital maintains institutional SmartPhrases, ensure there's a version control system that shows:

• Who created/modified each SmartPhrase
• When it was last updated
• Any clinical updates or rationale
• Which units/departments use it

Regular Review & Updates

SmartPhrases should be reviewed at least annually for:

• Outdated terminology or protocols
• Changes in EHR functionality
• New clinical evidence or standards
• Feedback from frontline nurses using them

Frequently Asked Questions