EHR Instructions

The resources from the PatientINFO Center can work with your EHR system for easy access with patients. Please review the list below for compatability and instructions with certain EHR systems. Please note, instructions with each system may vary by institution. It is recommended that you connect with your EHR representative to review any questions.

Is your EHR system missing? Let us know and we can work with you to create instructions to add to this list.


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How to Add an Education Info Order to Athena

  • Upload .pdf as a Clinical Paper Form, in Athena
    • Go to Settings (Gear icon in purple main menu)->Clinicals  Admin->Clinical Paper Forms
      • Create Title.
      • Choose .pdf as Type of Form.
      • Optional- Choose department(s) or leave default set to “All”.
      • Optional- Choose Effective & Expiration dates.  Leaving these fields blank will make the info orderable as soon as you click “Update”.
      • Form Requires dropdown:  Choose Patient.
      • Do Not checkmark, Viewable in Portal.
      • Choose file from i.e. Desktop, local drive, etc. 
      • Click Update.
  • Add Education Order Form to Athena
    • Go to Settings (Gear)->Clinicals Admin->Order Configuration->Educational info Order
      • Type Name.
      • Description.
      • Choose Clinical paper form from the dropdown.
      • Click Save.
  • Create Order
    • The order will be available within Encounters and New Order Groups
      • Search for Order by title.
      • Add a diagnosis.
      • Sign the Order(s).
      • Click Save.


How to Add Patient Education to Cerner Depart Summary

Option A:

  • Access the Electronic Depart Summary.
    • In the “Special Instructions” section, simply paste the PDF link in the field.
  • Click the “Sign/Save” button once all fields in the Depart Summary have been completed.
  • Upon discharge, the Depart Summary can be printed and handed to patients to allow them to access the link and materials at home.

Option B:

  • Access the electronic Depart Summary.
  • Click on the memo-pad icon next to “Patient Education.”
  • Search for the instruction document that most closely matches the relevant AGA patient material.
  • Double click on the desired document to select it.
  • In the instruction view-pain, you may edit the Word document to include the PDF link to the AGA patient materials.
  • Click “Sign” to exit the Patient Education tab, then click “Sign/Save.”
  • Upon discharge, the Depart Summary can be printed and handed to patients to allow them access to the link and materials at home.


Option A: Create a Smartphrase

  • Click on red Epic button – Tools – SmartPhrase Manager.
  • Click “New Phrase.”
  • Name the new phrase (e.g. AGACONSTIPATION).
  • Click “COPY PDF LINK” from appropriate topic from PatientINFO Center sorting tool.
  • Paste link into the SmartPhrase Editor Content box, click “Accept.”
  • For quick access to the full PDF document, type smartphrase (e.g. .AGACONSTIPATION) into appropriate document, then cut/paste link into your web browser and print PDF.
  • Smartphrase can be used in after visit summaries, clinic notes and MyChart communications with patient to provide them with the link to AGA materials.

Option B: Adding AGA PDFs to your institutional Epic Repository of Patient Education Materials

  • Open patient Visit Navigator.
  • Click “References” in the banner on upper left.
  • AGA documents can be added to the:
    • “Relevant Documents”  tab – HTML (black and white/no graphics) that are matched to ICD 10 codes in patient’s problems/diagnoses.
    • “Additional Search” tab – full color PDF can be added to and searched by document name or specialty (Gastroenterology).
  • Each Epic client has their own institutional Patient Education Repository, please contact your IT department to enter AGA PDF documents.


How to add Education documents and automatically print the document or send the Education Document to the Checkout Screen in gMed

  • Under Queue Management/General Documents:
    • Scan your document or Import a pdf, png, or jpg file.
    • Insert or Change the Name of the document.
    • Check off the Education Box.
  • Once the Education box is selected, the following options will send the selected instruction to the checkout screen, if during a patient visit a specified diagnosis is selected or medication is prescribed or the patient has a clinical lab result that falls within the lab and test result value.
    • Assign a diagnosis code.
    • Assign a medication name.
    • Assign lab test and result.
  • From the Orders list
    • From the plan section of the note, right click and modify the order.
    • Attach the order by clicking on the + located to the Right of the Document.
    • Select the education document.
  • Automatically printing an Education document or publishing to Patient Portal when the provider processes the note
    • Under Configurations/Output Manager.
    • Make sure the Output Manager for every service type has Order Document category set to print 1 and/or Post to Portal.
  • Manually printing or publishing to Patient Portal from Check Out
    • From a service, select Check Out.
    • If any of the patient encounter Diagnoses, Medications or Orders had assigned education documents, the will be listed in check out.
    • Select the documents and print or post to portal.