how to create drop down list in epic smartphrase

Daniel Parker

3 min read

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21-01-2025

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Creating drop-down lists in Epic SmartPhrase enhances user experience and data accuracy by providing a pre-defined set of options for users to select from, rather than free-text entry. This guide will walk you through the process, covering various scenarios and best practices. This is particularly useful for standardized fields like patient demographics, diagnoses, or procedures where consistency is crucial.

Understanding SmartPhrase Structure

Before diving into creating drop-down lists, it's essential to grasp the fundamental structure of SmartPhrase expressions. SmartPhrase uses a specific syntax to define the behavior and functionality of its phrases. This syntax involves defining triggers, actions, and data sources.

Creating the Drop-Down List

There isn't a direct "drop-down" feature within the core SmartPhrase functionality. The creation of a drop-down effect is achieved through a combination of techniques using existing SmartPhrase features and external resources. The most common method leverages SmartPhrase's ability to populate fields with pre-defined values, simulating a drop-down menu.

Method 1: Using a List of Options

1. Identify your values: First, list all the possible options for your drop-down. For instance, if you're creating a drop-down for "Marital Status," your list might include: Married, Single, Divorced, Widowed, Separated.

2. Create a SmartPhrase: Within SmartPhrase, create a new phrase. The trigger can be a simple keyword or a more complex combination depending on your needs.

3. Populate with values: Instead of free text entry, use the SmartPhrase actions to insert one of the predefined values from your list. This can be done using a series of "IF-THEN" statements that check user input and insert the corresponding value if it matches an option from your list.

Method 2: Leveraging Epic's Data Dictionaries

If your drop-down values are already stored in Epic's data dictionaries (e.g., diagnosis codes, procedure codes), leverage these existing resources to avoid redundancy and maintain data integrity.

1. Access the dictionary: Identify the relevant Epic data dictionary containing your desired values.

2. SmartPhrase Integration: Use SmartPhrase to access and display values from this dictionary. This usually involves using specific SmartPhrase functions or calls to retrieve data from the dictionary based on user input or selection.

3. User Interface: The presentation may still not be a classic drop-down visually, but the user will be presented with options to select from, providing the functional equivalent.

Method 3: External Resources (Advanced)

In more complex scenarios, external resources such as custom applications or APIs might be integrated with SmartPhrase to provide a more sophisticated drop-down experience. This typically requires advanced programming skills and a deeper understanding of Epic's APIs. This approach would be uncommon for most users.

Best Practices for SmartPhrase Drop-Downs

• Clear and concise options: Use unambiguous and easily understandable labels for your drop-down options.

• Consistent formatting: Maintain consistency in the formatting of your options (e.g., capitalization, spacing).

• Regular updates: Keep your SmartPhrase drop-down lists current to reflect any changes in the data they represent.

• Error handling: Implement error handling to gracefully manage cases where the user input doesn't match any of the defined options. Provide clear feedback to the user.

• User testing: Before deploying your SmartPhrase drop-down, thoroughly test it to ensure it functions correctly and meets the needs of your users.

Conclusion

While Epic SmartPhrase doesn't offer a native drop-down list control, you can effectively mimic its behavior using a combination of internal options and potentially external resources. By carefully planning your values and using the appropriate SmartPhrase functions, you can create user-friendly and efficient input methods within your Epic system. Remember to always prioritize clarity, consistency, and user experience when designing your SmartPhrase drop-downs.