# Epic Job Aid Writing Style Guide

### Purpose

To ensure consistency, clarity, and Epic-specific formatting across all job aids created for end-users in clinical and administrative roles.

### 1. Format and Structure

Start with a Purpose Statement
A one-sentence summary of the job aid’s goal.
     Example: “This job aid outlines how to manage refill requests in Epic using In Basket.”

Use Numbered Steps
Break workflows into sequential, numbered actions for clarity.

Separate Logical Sections
Use clear section headers (e.g., Accessing In Basket, Responding to Refill Requests).

Leave Space Between Sections
Improves readability and visual organization.

### 2. Language and Action Verbs

Use consistent, precise action verbs. Refer to the guide below:

| Action Verb | When to Use | Example |
| --- | --- | --- |
| Click | For buttons, icons, links | Click Sign to finalize the note. |
| Select | For dropdowns, radio buttons, checkboxes | Select Internal Message from the list. |
| Enter | For typing in a field | Enter the MRN in the Search field. |
| Open | To navigate into activities or sections | Open the Visit Navigator. |
| Choose | For high-level options/menus | Choose Chart Review from the menu. |
| Press | For keyboard shortcuts | Press Enter to submit. |

### 3. Epic-Specific Conventions

Bold all Epic tools, button names, fields, navigators, and activity names
Correct: Click SmartPhrase Lookup to search.
Incorrect: Click SmartPhrase Lookup to search.

Always include navigation paths
Example: Navigate to Chart Review > Notes.

Include screen names if relevant
Example: On the In Basket screen, select the Refill Request message.

### 4. Role-Specific Variations

When workflows differ by user role, label steps accordingly:

For Nurses:
1. Open the Rooming section.
2. Enter vitals in the Vital Signs activity.

For Providers:
1. Open Progress Notes.
2. Insert the SmartPhrase .HPI2025.

### 5. Additional Best Practices

Avoid passive voice. Use direct instructions.
Instead of “The message will be sent,” write “Click Send to send the message.”

Minimize paragraph text. Keep instructions short and task-based.

Use italics for optional steps or notes
Tip: You can also search by MRN.

### 6. End with a Feedback Line

Add a standard feedback note:
For questions or feedback about this job aid, contact [Team Email] or submit feedback on the IHA Intranet.

See sample job aid below.

Job Aid: Adding a SmartPhrase to Your Personal List

Purpose:
To guide users through the steps to search for, review, and add a SmartPhrase to their personal SmartPhrase library in Epic.

Accessing My SmartPhrases

Click My Tools from the top toolbar or type My SmartPhrases into Chart Search.

Select My SmartPhrases from the search results.

Searching for a SmartPhrase

Click SmartPhrase Lookup in the toolbar.

Enter the SmartPhrase keyword in the Search field.

Uncheck the box labeled Search Only Phrases I Can Use First in the lower-left corner.

To view a phrase:

Double-click on the SmartPhrase or

Select the row and click Accept.

When the phrase opens, click Add Me in the lower-right corner to add it to your list.

Click Close.

Copying SmartPhrases from Other Users

Click the magnifying glass next to the user search field.

Enter the name of the user whose SmartPhrases you want to copy.

Ensure they appear under the User section.

Press Enter to search.

Use Search Current List to narrow results using keywords.

To preview a phrase, double-click the row.

Click Add Me to add the phrase to your list.

Adding Multiple Phrases at Once

Hold the CTRL key and click to select multiple phrases individually.

Use the SHIFT key to select a range.

Click Add to My SmartPhrases.

Sharing Your SmartPhrases

Select Share With in the lower-right corner.

Enter the usernames of recipients.

Click Accept to confirm.

For questions or feedback about this job aid, contact [Team Email] or submit feedback on the IHA Intranet.