Support

Need some help?

We encourage you to search through our Help section for answers, but if you don’t see what you’re looking for, feel free to contact us or call (716) 791-7446 for further assistance.

Tutorials

  • How to register for a new account

    Before you can register for a Smart Sign Out account, you will need to contact your hospital program administrator to get the unique organization code assigned to your hospital/organization.

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    Once you have the organization code, head to the account registration page and follow the instructions to sign up for an account.

    Don’t have an organization code? Contact us.

  • How to login to Smart Sign Out on the web

    Smart Sign Out is a web-based application that can be accessed from anywhere with a web browser and an Internet connection. To login to Smart Sign Out on the web, visit http://app.smartsignout.com and enter your account username and password.

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  • How to login to Smart Sign Out on the iPad
    You can download the Smart Sign Out iPad app by searching “smart sign out” in the App Store, or click here.

  • How to login to Smart Sign Out from other mobile or tablet devices
    Smart Sign Out was built using a responsive design for users without iPads. The application will adapt and respond to its current environment, meaning, it will work across all mobile and tablet devices, browsers, and platforms.

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    Try logging in to Smart Sign Out on a web browser from your mobile or tablet device to see how it works.

  • How to edit your account profile
    To edit your account, click on your name at the top right corner of the screen > Edit Your Profile.

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  • How to reset your password
    To reset your password, click here. A temporary password will be emailed to you. Copy and paste only the password, ensuring you are not adding any extra spaces. Log in to your account using the temporary password, then proceed to the change password screen.

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  • How to change your password
    To change your password, click here, or login to your account and click on your name at the top right. Click Edit Your Profile. Click the “Change Password” button and follow the instructions.

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  • How to set your team
    When you log in to Smart Sign Out for the first time, you will be prompted to set your team.

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    Use the drop down menus to navigate to your Program, Location, and Team.

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    Click the Set as My Team button.

    You should now see the patients assigned to that team populate on the Dashboard screen.

  • How to change your team
    To change your team, click the change link next to “My Team” on the Dashboard screen.

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    You will then be prompted to navigate to your Program, Location, and Team using the drop down menus.

    Click the Set as My Team button.

  • How to leave your team

    To leave a team, click the change link next to “My Team” on the Dashboard screen.

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    Click the Leave Team button on the bottom right.

    You will no longer be associated with any team.

  • How to browse other teams

    To browse another team, click on the Browse Teams tab.

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    Use the drop downs to navigate to the Program, Location, and Team that you wish to view.

    Click the Load Patients button.

  • How to add and remove patients from the My View tab

    The “My View” tab is your own personal patient list that can only be edited and viewed by you. One way to use the “My View” tab is to add patients that you are following and/or responsible for.

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    Adding a Patient to the “My View” Tab

    1. Click the Browse Teams tab

    2. Use the drop down menus to navigate to the team the patient is on

    3. Click the Load Patients button

    4. Find the patient you wish to add to your view and click on the small gear icon on the front of the patient card

    5. Click Add to My View

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  • How to sort patient lists

    You can sort patients by room number, acuity, or last name from the Dashboard, using the drop down menu on the right. Use the up and down arrow next to the box to change the list to sort in ascending or descending order.

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  • How to print a PDF of the sign out document
    To print a PDF of the sign out document, simply click on the Print link on the left side of the screen, above the list of patients. Clicking the Print link will automatically generate a PDF of your current patient list for sign out. The file will be stored in your downloads folder.

     

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    The PDF will print and display patients in the order that you sort them on the web. Sorting defaults to room number; however, if you wish to print a PDF that displays the order by last name or acuity, simply change the sort order on the web and click the Print link again.

  • How to reorder items
    To change the order of the items for diagnoses, medications, or notes, simply click and hold down on the item, then drag and drop it in its new location.
  • How to create or edit an HTML cover sheet for the PDF print out

    To create a new cover sheet for your sign out document, follow the steps below.

    1. Click on the gear icon at the top right of the app

    2. Click on Add Cover Sheet

    3. In the blank cover sheet editor, click on the Template button to insert a template. You can choose from a two, three, or four column template to get started

    4. Click Insert to add the template to the editor

    5. Add your content

    6. Click Save

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    This sheet will now be included as the first page in the printed PDF sign out document.

  • How to add a new patient

    To add a new patient, click the Add Patient button at the top of the screen.

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    This will bring you to the New Patient screen. Fill out the patient’s medical record number and date of birth. The MRN and DOB allows the system to track multiple visits for a patient.

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    A confirmation will appear letting you know that the patient has been created successfully.

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    Next, we’ll create a visit for this new patient.

    1. Click the Create a Visit button

    2. Use the date picker to choose the admission date

    3. Enter the room number for the patient. This is an optional field if the patient has not yet been assigned a room.

    4. Select the patient’s acuity in the drop down menu. Acuity is color-coded on the Dashboard to give you a quick visual representation of your patient list. Low = Green, Medium = Yellow, High = Red

    5. Select the patient’s code status in the drop down menu. If the patient has advanced directives, select ADV. A free text box will appear to enter the advanced directives.

    6. Enter the patient’s weight (kg). This is an optional field

    7. If the patient is covered by the hospitalist service, you can check this box. Doing so will display a red “H” icon next to the patient’s name for a visual cue to help organize patients for the team. This is an optional field.

    8. Anticipated Discharge Date & Time helps with bed management. These are optional fields, but can help with the discharge process.

    9. Enter the intern, PMD, and attending (if applicable) for the patient. These are optional fields can be edited later.

    10. Add the patient to a team. If your team is set, the patient will default to your selected team.

    11. Click create.

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    Now you are ready to enter the patient’s health information.

  • How to edit demographic information for a patient

    To edit demographic details for a patient, click on the patient you wish to edit.

    From the Patient Detail screen, click “edit” on the right side of the screen, in the grey box under the patient’s name.

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    This will take you to the Edit Patient screen. Click “edit patient” in the grey box to edit demographic details.

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    After making your changes, click Save.

  • How to edit visit details about a patient

    To edit details about a patient’s visit, first click on the patient you wish to edit.

    From the Patient Detail screen, click “edit” on the right side of the screen, in the grey box under the patient’s name.

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    After making your changes, click Save.

  • If a patient has previously been entered into the Smart Sign Out system, you can import previous visit information like diagnoses and medications to speed along the admit process.
    To import past visits for a patient:
    1. Click the Add Patient button
    2. Enter the patient’s medical record number
    3. Enter the patient’s date of birth
    4. Click Continue
    After you add the visit details, click Create Visit.
    Screen Shot 2013-07-29 at 5.09.20 PMThe system will then ask you if you’d like to import data from the patient’s last visit. Click Yes, let me choose.Screen Shot 2013-07-29 at 5.09.27 PMYou will be taken to the Import Data screen, where you can pick which pieces of data you would like to import from the patient’s last visit. Choose, then click Save.Now, you can add and update the patient’s visit details to reflect the current visit.
  • How to discharge a patient

    A patient should only be discharged when they are no longer being given care by any team.

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    Discharging a patient will remove them from every team. To discharge a patient from the system, click the Discharge Patient button at the top right of the screen.

  • How to transfer a patient to another team
    To transfer a patient to a new team, click the Transfer Patient button. The screen will display active teams that the patient currently belongs to.

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    Using the drop down menus, select the team that you want to transfer the patient to. If you would like to remove the patient from your team after transfer, click the checkbox “Remove existing team(s) after transfer”. When you are ready to transfer the patient, click the Transfer Patient button.

  • How to set or change a patient’s acuity
    When adding a new patient, you will be given the option of setting the patient’s acuity when you create a new visit for the patient.

    To edit a patient’s acuity status, first click on the patient you wish to edit.

    From the Patient Detail screen, click “edit” on the right side of the screen, in the grey box under the patient’s name.

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    Use the drop down menu to change the patient’s acuity level.

    After making your changes, click Save.

    Now, you will see that the patient’s card has been updated to reflect the new acuity level.

  • How to set or change a patient’s room number

    When adding a new patient, you will be given the option of setting the patient’s room number when you create a new visit for the patient.

    To edit a patient’s room number, first click on the patient you wish to edit.

    From the Patient Detail screen, click “edit” on the right side of the screen, in the grey box under the patient’s name.

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    Enter the new room number for the patient.

    After making your changes, click Save.

    Now, you will see that the patient’s card has been updated to reflect the new room number assigned to the patient.

  • How to set or change a patient’s code status

    When adding a new patient, you will be given the option of setting the code status for the patient when adding a new visit.

    To edit a patient’s code status, first click on the patient you wish to edit.

    From the Patient Detail screen, click “edit” on the right side of the screen, in the grey box under the patient’s name.

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    Use the drop down menu to change the code status.

    After making your changes, click Save.

    Now, you will see that the patient’s card has been updated to reflect the new code status change.

  • How to set or change anticipated discharge time

    The anticipated discharge date and time can be set in the Visit Details screen. You can set the anticipated discharge when you add a new patient, or edit the anticipated discharge date/time when you edit the visit details.

  • How to add a new diagnosis

    To add a new diagnosis, click on the plus icon in the DX section. Our system contains thousands of  diagnoses based on ICD-9 codes to help speed along the process; however, you may enter your own diagnoses and our database will remember them for future use.

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    Type the diagnosis in and click Save Diagnosis. You may also set the diagnosis as the primary if you wish.

  • How to add a new medication

    To add a new medication, click on the plus icon in the Medications section.

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    There are fields for the medication, dosage, frequency, and route. We encourage you to use these fields to the best of your ability so that medications are displayed in an organized and structured format. In addition, using the correct fields will be helpful for extracting data for research.

    Our database has been pre-loaded with thousands of medication names to assist you when adding them to the patient’s card. If you enter a brand name, our system will automatically display the generic name for you. The system also remembers anything that is entered in that text box for future use.

    To add a medication:

    1. Type the name of the medication

    2. Enter the dosage

    3. Enter the frequency

    4. Enter the route

    5. Enter a start date and end date, if applicable

    6. Specify meds taken at home, if applicable

    7. Click Save Medication

  • How to create or edit a note

    Adding notes can provide context for other providers about a patient’s diagnosis, health history, or social issues. The notes section was designed to be a free text box that allows a user to write whatever they’d like, and link it to any of the other items — diagnoses, medications, or tasks.

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    To create a note:

    1. Click the +add in the Notes section

    2. Type your note in the Note Details box

    3. Click Save Note

    You can set the importance of the note to high if you wish to have the note appear at the top of the Notes section at all times. In addition, you can link the note to a diagnosis, medication, or task.

    After you’ve saved the note, you can click on it to view it.

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    To edit the note, click “edit” to the left of the note. Make your changes and click Save.

  • How to generate a progress note

    Progress notes is a feature specific to organizations. If your organization would like to use progress notes, please contact us for set up.

    To generate a progress note, follow these steps:

    1. Find the patient you want to generate a progress note for

    2. Click on the patient’s card to view the Patient Details screen

    3. Click on the “Generate Progress Note” link above the patient’s name

    4. A PDF progress note will be created that automatically pulls in medications, labs, and imaging studies

    Print the PDF and fill out the remainder of the note.

  • How to edit the labs/imaging tab

    The Labs/Imaging section is a free text box.

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    To edit the Labs/Imaging section:

    1. Click on the Labs/Imaging tab under the Notes section

    2. Click “edit” at the top right of the box

    3. Add the content

    4. Click Save

    The Labs/Imaging will be included on the PDF document.

  • How to edit the IV Access, Diet, or O2 tabs

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    To edit the IV Access, Diet, or O2 tabs, click on the tab. Click the pencil icon on the top right of the box. Add the content. Click Save.

  • How to edit the night coverage tab

    The Night Coverage section is a free text box.

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    To edit the Night Coverage section:

    1. Click on the Night Coverage tab under the Notes section

    2. Click “edit” at the top right of the box

    3. Add the content

    4. Click Save

    The Night Coverage Instructions will be included on the PDF document.

  • How to create and assign tasks

    Tasks is a powerful feature that allows you to manage and track your to-do list for each patient.

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    To create a task:

    1. Find the patient you want to add a to-do item to

    2. Click the +add task link in the Tasks section

    3. Type the task

    4. Click Save Task button

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    To assign the task to yourself, or someone from your team:

    1. Follow the same steps to create a task
    2. Then click Assign Task
    3. From the list, find the name of the person you wish to assign the task to
    4. Set the assignment priority (low, medium, high)
    5. Click Save Task

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    If you want to assign the task to someone that is not on your team, click the Everyone tab and search for the person’s name. Once the task has been assigned, the person the task has been assigned to will see a notification in their task bar, letting them know they have some work to do.

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    By clicking on the My Tasks tab, you can view a list of all tasks assigned to you, or assigned by you. Screen Shot 2013-07-29 at 5.26.23 PM

    Use the toggles on the right to show or hide completed tasks.

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    To mark a task as complete, simply click the check box next to the task.

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  • How to view tasks assigned to me

    To view tasks assigned to you, click the My Tasks tab at the top of the screen.

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    You are now in the My Tasks screen, which will show you tasks assigned to you and by you. Click the Tasks Assigned to Me tab. Use the toggles on the right to show or hide completed tasks.

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  • How to view tasks assigned by me

    To view tasks assigned to you, click the My Tasks tab at the top of the screen.

    You are now in the My Tasks screen, which will show you tasks assigned to you and by you.

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    Click the Tasks Created by Me tab. Use the toggles on the right to show or hide completed tasks, and the Collapse link to expand or collapse all tasks.

  • How to create or edit a new task set

    You can create a custom task set for a group of tasks that you regularly perform, such as tasks related to admitting a patient or discharging a patient.

    To create a task set:

    1. Click the Task Sets tab at the top of the screen

    2. Click Create New on the left of the screen

    3. Name your task set

    4. Add a description for your task

    5. Begin adding your tasks in the free text box. Click Add after each task you add. You will see the list of tasks populate in the box below

    6. Click Save Task Set

    After saving the task set, it will appear in the list of Task Sets.

    To add a set of tasks to a patient, click +add task set in the Tasks section.

    Look for the Task Set in the list, and select the set that you wish to add. You will see a check mark next to your selection.

    Now you can either assign the task set to a team member, or save and close the task set.

    The task set now appears in the Tasks list.

  • How to link diagnoses to medications, tasks, or notes

    Linking is a powerful feature that was built-in to provide context to care providers. You can link a diagnosis to a medication, task, or note. Similarly, you can link medications, tasks, and notes to any of the other items as well.

    To link items to one another, look for the blue bar under the item entry fields “Link to Another Item”. Clicking on this will drop down a window with tabs that allow you to select what other item to link to. Find the item and click Save. An icon will appear next to both items demonstrating the common relationship between the two.

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