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Workflow Optimizations / Setting Up and Using Macros (Typing & Task Shortcuts)
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Setting Up and Using Macros (Typing & Task Shortcuts)

Macros simplify frequently repeated events by automating them.

In Ava they can be used for notes, consults, labs, and tasks!

There are two types of macros, clinical note macros, which we call “macros” in the EMR and task macros.

Macros are used for notes and consults while task macros are used for labs and tasks. This tutorial walks you through setting up both kinds.

Macros

Used for making note and consult writing more efficient.

1. Hover over the My Account menu in the top right corner of the EMR. Then click Account Management.

2. Click on Macros from the menu on the left.

All your personal macros will show up here.

3. Click the big “+” icon in the top right corner to create a new macro.

4. Fill out the fields as desired

Creating a shortcut will help you to quickly access the macro content.

Always include a semicolon “;” before typing the shortcut!

Task Macros

Used for reducing clicks to handle labs and tasks.

1. Hover over the My Account menu in the top right corner of the EMR. Then click Clinic Management.

2. Click on Task Macros from the menu on the left.

These task macros are available to all Ava users in the clinic.

3. Click the “+” icon in the top right corner to create a new macro.

If you belong to several clinics be sure to select which clinic you’re building the task macro for from the top left clinic drop down menu.

General Task Macros – These are available when reviewing results and documents. They help streamline your workflow and reduce “clicks”. 

For example, when reviewing a lab result that is abnormal, a task can be sent to clinic staff by selecting a custom recall category from the task macro box:

Imported File Macros – These are used for assigning/categorizing imported files.

In our clinic we’ve found a big benefit to these macros is standardizing document labelling.

If you’ve ever put up with labelling issues (ie. “colonoscopy”, “c-scope” and “scope – lower”) we highly recommend Imported File Macros to standardize your PDF labelling.

They also substantially reduce the amount of clicks needed to assign a document to a patient file.

4. Fill out the fields as desired

When handling a task, the fields will automatically populate with the values you set in this screen when the macro is used.

For Imported File Macros each Imported File Type will have a unique set of additional fields to fill out.

When picking a name, we recommend using a convention to make it easier to search. For example:

  • XR: Foot
  • XR: Hip
  • Consult: Pediatrics
  • Consult: Respirology
  • Lab: CBC
  • Lab: LFTs

Icons show up beside the field to apply a macro on imported documents. They reduce clicks but use them sparingly to avoid clutter!

Macros can later be assigned to different groups/employees and have their priority adjusted.

Using Macros

If you’ve setup at least one macro you can start implementing them in your workflow!

This brief tutorial shows you how to use your macros.

Clinical Note Macros

These make note and consult writing more efficient.

Simply press “ALT” and right click in the text field of a note or consult and select the macro of your choice.

If you are using a Mac, hold down the “Option” button on your keyboard while right clicking instead of “ALT”.

Alternatively, if you have set up a keyboard shortcut, just type “;” and the shortcut with no spaces in between them and the macro will insert.

Task Macros

These reduce clicks to handle labs and tasks.

General Task Macros

These are available on all tasks except imported files.

Simply select the desired task macro from the dropdown box and the settings you setup for the task macro will automatically apply to the task.

Imported File Macros

After you have assigned an imported file to a patient and clicked Claim + Sort, you will be able to select a task macro to apply to the file.

All settings you chose when creating the task macro will automatically be applied to the file.

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