How to Configure Smart Text

Smart Text lets clinicians compile clinical reports quickly using predefined phrases, sentences, and paragraphs. It is organised into a tree of groups and text items and is available in the Report tab of any clinical record.

This article covers configuring Smart Text groups and text items. To create report templates built from Smart Text, see How to Manage Smart Text Templates.

Users require the EditSmartTextConfig permission to access the Smart Text Editor. This permission is available by default to all members of the HMS-MR_Admin security group.

A Set typically maps to one clinical record type (for example, Echocardiogram). Smart Text items cannot be moved between Sets, so add each item under the correct Set Name from the start.

Open the Smart Text Editor

The Smart Text Editor can be opened from within a clinical record or directly from the Admin menu.

From a clinical record

Open the relevant clinical record and select the Report tab.
Click the drop-down arrow next to the Hide Smart Text button.
Select Edit Smart Text Config.

Navigate to Admin > Smart Text > Smart Text Editor.

The Smart Text Editor loads the text for the specific record type or Smart Text Set currently selected. Before making changes, check that the correct Main Group, Sub-Group, and Set Name are shown at the top of the screen. Smart Text cannot be moved between sets.

Add a Smart Text group

Groups organise related Smart Text items together, for example, by body region or report section. Each group can have a header style that controls how it appears in the clinical report.

In the Smart Text Editor, select the parent group or node where you want the new group to sit.
Click Add New Group.
Enter the group name in the Text field.
Select the Header Style if required (see the Group header styles table below).
Click Save.

Add a Smart Text item

In the Smart Text Editor, select the group you want to add text to.
Click Add Smart Text.
Enter the text in the Display Text field. You can paste content from external documents, and include tables, images, and rich text formatting.
Optionally enter a Short Description. This appears in the tree in place of the full text, which is useful for long paragraphs.
Optionally enter a Smart Tag, a short shortcut code that can be used to insert the item when typing in the report editor.
Click Save.

HealthTrack letter tags (such as <HMS-Patient_Firstname>) can be included in Smart Text items. When the Smart Text is inserted into a report, the tags are automatically replaced with live patient data.

To build branching options from an existing item (i.e. multiple alternative endings to a sentence), select part of the existing Smart Text in the tree and click Add Smart Text again. The new item nests under the selected text. When reporting, clinicians can expand the tree and select the most appropriate option.

Edit or delete items and groups

To edit an existing item or group, select it in the tree and click Edit. Make your changes and click Save.
To reorder items or groups, drag and drop them to the new position in the tree.
To delete an item or group, select it and click Delete.

Deleting a group removes it and all Smart Text items and child groups it contains. This action cannot be undone.

Save your changes

After making changes, click Save All. This saves the tree structure, order, and positioning of all groups and items.
Click Close when finished.

The Save button saves changes to a single item or group. The Save All button saves the full tree layout. Use both when making changes.

Group header styles

Header Style	Behaviour in the clinical report
None	Groups related items with no heading inserted into the report.
Header 1	Inserts a Header 1 heading into the report when Smart Text from this group is added.
Header 2	Inserts a Header 2 heading into the report when Smart Text from this group is added.
Header 3	Inserts a Header 3 heading into the report when Smart Text from this group is added.
Invisible	The group appears as a node in the Smart Text tree but no heading is inserted into the report when its items are added. Use this for signatures, salutations, or text that should appear mid-report without its own heading.