KeyPhrases Instructions for Sys Admin

Purpose of KeyPhrases

Key Phrase functionality allows for users and county (aka “Agency”) users to create pre-set templated text/phrases.   This is a shortcut for commonly used text/phrases and dropping it into a textbox. This functionality allows for editable pre-set text/phrases to be placed in a textbox without losing existing text. It will place the pre-set text/phrase where the mouse cursor is located. 

CalMHSA will provide a few standardized keyphrases and categories, otherwise counties can also set up county-specific keyphrases and categories that would push down to all designated users.

Counties can also give permission to specific end users to be able to add/edit their own personal keyphrases/

Of note, SmartCare’s Key Phrase has no added functionality beyond text at this time, so cannot pull data (eg recent labs, medications) . CalMHSA will permission the screens that keyphrases can be used, so if there is a particular screen that is desired but unable to open keyphrases functionality, please contact CalMHSA.

If user wants full access, please go
 Role Definition >> Screen permission >> Client permission. Each county and determine what roles get what access. The following permissions are: 

Use Key Phrases: Allows users to use Key Phrases. All users that use key phrases, must have this permission granted. 

Add/Edit Key Phrases: Allows users to create and edit My Key Phrases
Edit Agency Phrases: Allow users to create and edit Agency Key Phrases

Setting up Categories:

There are 3 defaulted categories that has been created by CalMHSA:

  • Personal Key Phrases:  County sys admin can edit this category name
  • County Key Phrases:  County sys admin can edit this category name
  • CalMHSA Key Phrases (Do NOT edit) – CalMHSA will create these Key Phrases to pushed down to counties/end users. 

To create additional categories:
This is done with admin-level permission. Follow instructions to 
find or modify the global code, KEYPHRASECATEGORY.  Of note, “My Key Phrases” is a stand-alone functionality and cannot be removed or edited. 

Suggested categories could be by user role (eg. psychiatrist, clinician, counselor, front desk)  versus screen type ( eg. notes, documents, assessments, consents, supervisor attestation) 

Editing Permissions

Agency phrases can be created and push to all end users. Click the 3-dot icon in the right upper corner and click “add/edit key phrases.”

For those users with “Add/Edit Key Phrases” permission (instructions for users can be found at this link), then they can create and edit My Key Phrases only. To create a new Key Phrase:
1. Select the category on the top first.
2. Type the desired text in the textbox
3. Click “Insert”
4. Click “Save/Close”

Additional features to modify, delete and/or add to favorites.  To view existing keyphrases, select from the lower category, which will autopopulate the keyphrases within a category or select “All.”

Those without “Edit Agency Phrases” permission will be able to see and use agency phrases by toggling between “My Phase” and “Agency Phrases” tab.  They will be select which Agency Phrase to add to Favorites.  ** This functionality is being fixed

Furthermore, if the end users wants to duplicate an county/CalMHSA keyphrase for personal use, there is no shortcut to push into “My Phrases.” if this is desired, click into the phrase’s textbox and manually copy and paste into “My Phrases.”

Users with “Edit Agency Phrases,”  they will be able to edit agency phrases by clicking on the “Edit Agency Phrases. button. 

To add a new county keyphrase, click on “Edit Agency Phrases. 1. Select the category on the top first.
2. Type the desired text in the textbox
3. Click “Insert”
4. Click “Save/Close”

To edit existing keyphrases:
1. Select the category on the bottom. 2. Select radiobutton of the one is to be modified. Can also delete by clicking on the “X” 3. This will autopopulate the textbox. Edit. 4. Click “Modify” 5. Click “Save/Close.”

The icon of the key does not appear to have any functionality. 

To Use Key Phrases

 To Use Key Phrases, click on the 3-dot dropdown. If hover over “Favorite Phrases” and any phrases that were selected as “Add to Favorites” will show up here.

 If click on Favorite Phrases, then a moveable pop-up will appear on the right side of the screen.

Can toggle between tabs for “My” versus “Agency” and by Category.  Click “Use” underneath the key phrase that you want to use. This will autopopulate with text wherever your mouse cursor is placed.