Protocols

Introduction to Protocols

Protocols are one of the three levels of saving information in OutSmart EMR charting:

1. Smart Lists – save reusable text snippets (sentences, paragraphs, etc.) on a field-by-field basis.
2. Protocols – save the configuration of an entire charting section, including all text and settings.
3. Smart Templates – save the configuration of multiple sections across an entire chart.

The purpose of a protocol is to:

• Speed up charting by reusing section configurations you use often.
• Provide a starting point for charting that you can quickly edit to fit each patient.

Note

Note: Protocols are meant to be a reusable foundation for charting. They are based on the idea that it is easier to modify exiting information rather than start from sratch every time. So a protocol speeds up charting by adding in a large amount of common information that can then be edited to suit a particular patient.

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How Protocols Work

When you recall a saved protocol, it automatically loads preconfigured information into the chart, such as:

• Product recommendations
• Suggested dosages
• Prescription details
• Section-specific configuration

For example, suppose you frequently recommend Iron Supplementation for Anemia.

Your protocol might include:

• Product: Iron Bisglycinate
• Dosage: 25 mg, once daily with food
• Notes: Advise patient to avoid taking with calcium for better absorption

Each time you encounter a patient with anemia, you can load this protocol.

• The iron recommendation, dosage, and notes appear instantly.
• You can then adjust dosage or add patient-specific notes as needed.

This saves time and ensures consistent recommendations.

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Sections That Support Protocols

Protocols can be created and reused in the following charting sections:

• Measurement
• Product Recommendations
• Acupuncture
• IV therapy
• Injections

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Sharing Protocols

Protocols are shared across clinic members. This helps to promote consistent treatment protocols across the practice. You do not need to do anything to access shared protocols, they are shared within a clinic by default:

• Add one of the sections to your chart that supports protocols.
• Click on the main drop down at the top left of the section, and a list of protocols will be visible, along with other list options based on the type of section you have added. You can also use the search function to narrow down the list by typing in a few letters to search the list.
• Shared protocols are identified by the initials next to their names. Select a shared protocol to load it into your chart section.
• Make edits as needed.

Note: Shared protocols help standardize care while still allowing practitioners to adjust for individual patients.

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Deleting and Updating Protocols

Deleting a protocol:
Find the protocol in the list for that section and click the blue x to the left of it. You can only delete protocols you created yourself, not shared protocols.

Updating a protocol:

• Find the protocol in the list and load it into the section.
• Make your edits.
• Save it under a new name.
• Delete the old protocol if it is no longer needed.

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Best Practices & Considerations

• Think of protocols as a starting point: Always customize for each patient’s needs.
• Keep them clear and simple: Include only the essential configuration (dosage, product, key notes).
• Name protocols descriptively: Make it easy to find later (e.g., Iron for Anemia, Vitamin C for Immune Support).
• Update regularly: Review and update protocols to reflect current best practices.