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What is a Wildcard on Epic?

Published in Epic Documentation 3 mins read

A wildcard on Epic is a dynamic placeholder, typically represented by three asterisks (***), embedded within documentation templates such as SmartText. It serves as an indicator for clinicians to input specific information directly into a note or form, streamlining the charting process.

Understanding Wildcards in Clinical Documentation

Wildcards are a fundamental component of Epic's powerful SmartTools suite, designed to enhance the efficiency and consistency of clinical documentation. When a user opens a note or template containing SmartText, their cursor automatically navigates to the first wildcard, prompting them to enter relevant details.

Key characteristics of wildcards:

  • Placeholders: They mark a specific spot where text should be typed, or where a selection from a related SmartList might be required.
  • Flexibility: Clinicians can easily type over the *** placeholder with their own customized text or delete it if the field is not applicable to the current patient encounter.
  • Navigation: Users can quickly move between wildcards and SmartLists within a SmartText using dedicated keyboard shortcuts (most commonly the F2 key) or specific icons found within the Epic interface. Depending on the activity, these icons might be located under menus like "All Tools" > "All Other Tools."

How Wildcards Enhance Workflow

The strategic use of wildcards contributes significantly to a more efficient and accurate documentation workflow in healthcare settings:

  • Streamlined Data Entry: By guiding the user directly to the fields requiring input, wildcards reduce the time spent searching for relevant sections, allowing for faster note completion.
  • Improved Consistency: While allowing for customization, wildcards ensure that essential data points are consistently addressed across patient encounters, supporting standardized care and compliance.
  • Reduced Transcription Errors: Minimizing free-text typing where structured data is preferred helps to reduce potential for errors and improves the overall quality of clinical data.
  • Integration with SmartTools: Wildcards often work in conjunction with other SmartTools to create a seamless documentation experience:
    • SmartText: The foundational template that contains the wildcards, providing a pre-defined structure for notes.
    • SmartLists: Predefined lists of options that can appear when a cursor lands on a wildcard, offering quick selections (e.g., severity options for a symptom).
    • SmartPhrases: Shortcuts that expand into predefined blocks of text, which themselves might contain wildcards for further customization.
    • SmartLinks: Automatically pull patient-specific data (e.g., patient name, age, latest vital signs) directly into the note, reducing manual entry.

Practical Example

Consider a physician documenting a patient's chief complaint. A SmartText template might include a wildcard like this:

"Patient presents with *** with a duration of *** located in the *** region."

When the physician opens this template, their cursor will automatically land on the first ***. They would then:

  1. Type "abdominal pain."
  2. Press F2 (or click the next wildcard icon).
  3. Type "3 days."
  4. Press F2.
  5. Type "epigastric."

This guided process allows for rapid and precise documentation tailored to the specific patient scenario, while maintaining a structured format.

Benefits of Using Wildcards in Epic Documentation

Feature Benefit
Guided Entry Prompts users for specific information, ensuring completeness.
Efficiency Reduces manual typing and speeds up note creation.
Standardization Encourages consistent data capture across the organization.
Flexibility Allows for custom text input while maintaining a structured template.
Error Reduction Helps minimize omissions and improve the quality of clinical data.

For more detailed information on how electronic health record systems like Epic utilize tools for efficient documentation, you can explore resources from organizations dedicated to healthcare information technology, such as the American Medical Informatics Association.