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DAX Copilot for Existing Ambulatory Users

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🔄 DAX Copilot for Existing Ambulatory Users

DAX Copilot is an AI-powered documentation solution integrated with Epic that securely converts patient-provider conversations into draft clinical notes. Existing Ambulatory DAX users who also round on inpatient units can expand their AI documentation capabilities to hospital encounters.

This page provides access expansion requirements, UAR submission steps, template configuration details, and workflow guidance for ambulatory providers adding inpatient DAX Copilot access at UConn Health.

Existing ambulatory users must submit a new User Access Request (UAR) to have inpatient templates added to their DAX profile before using DAX on inpatient units.

📋 Access & UAR Requirements

Steps for existing Ambulatory DAX users to enable Inpatient documentation:

  • Submit an Updated UAR (Required): Submit a new User Access Request (UAR) selecting Inpatient DAX Templates. Inpatient templates cannot be added automatically without this request.
  • Complete Inpatient Module Training: Review the brief inpatient training materials or attend a drop-in session to learn acute care recording nuances.
  • Confirmation & Build: Once IT and Epic build teams process the request, your profile will be updated to include both Ambulatory and Inpatient note types.

📱 App & Encounter Context Handling

  • No Additional Mobile Apps Needed: Continue using your existing Epic Haiku (iPhone) or Canto (iPad) app—no secondary downloads or separate logins are required.
  • Automatic Encounter Detection: DAX Copilot determines whether to apply outpatient or inpatient note rules based on the active encounter (CSN) selected in Haiku or Canto before you tap record.
  • Desktop Note Review: Review ambulatory notes in your Outpatient Clinic Navigator and inpatient notes on the Patient List or Inpatient Navigator in Epic Hyperspace.

📝 Managing Outpatient vs. Inpatient Templates

  • Separate Default Templates: Verify that your default Inpatient Progress Note or Consult SmartTemplate is configured in Hyperspace so acute notes do not route into your clinic note formats.
  • Preserving Outpatient Preferences: Updating your profile for inpatient use will not alter or overwrite your existing Ambulatory style preferences, SmartPhrases, or clinic defaults.
  • Monologue Mode Differences: While outpatient monologue mode focuses on pre-charting or brief post-visit summaries, inpatient monologue mode is ideal for dictating overnight events, lab trends, or complex discharge courses outside the room.

❓ Frequently Asked Questions (FAQ)

Click on any question below to expand and view the answer.


General Overview & Benefits

Is there a quick way to understand what DAX Copilot actually does?

Yes! We highly recommend watching the What is DAX Copilot Video. It provides a clear visual overview of how DAX works, what the experience looks like during a patient visit, and how it helps streamline documentation.

What are the main benefits of using DAX Copilot?
  • Focus more on the patient rather than entering information into the computer.
  • Capture additional conversation details that might be difficult to recall later.
  • Notes composed utilizing DAX are often more comprehensive, helping providers code accurately.
  • Reduces administrative burden and burnout (JAMA Study).
How does DAX Copilot handle non-clinical conversation or "chit-chat"?

DAX Copilot uses advanced AI filtering to automatically suppress non-clinical dialogue, such as casual small talk or vacation discussions, ensuring only relevant clinical details are included in your note output.


Getting Started & Devices

What steps do I need to take to get started?

First, submit your User Access Request (UAR) for DAX. Next, complete the mandatory SABA training assigned to you. Once both steps are complete, you will be ready to set up DAX Copilot on your approved device.

What devices are supported for DAX Copilot?

DAX Copilot is supported on approved personal mobile devices running iOS (Apple) and Android. Users access DAX Copilot through Epic mobile applications:

  • Epic Haiku for smartphones (iPhone and Android phones)
  • Epic Canto for tablets (iPad and supported Android tablets, where applicable)

If you are unsure whether your device is supported, please submit your UAR and contact the project team for assistance.

What is the difference between Epic Haiku and Epic Canto?

Epic Haiku is Epic's mobile application designed for smartphones, while Epic Canto is designed for tablet devices. DAX Copilot can be accessed through either application depending on the device you are using. Most providers use Haiku on their phone and Canto on their tablet.

What if I am uncertain about participating?
  • Contact the project manager to discuss questions or connect with pilot peers for firsthand insights.
  • Register and trial the system at your own pace. There is no requirement to use DAX with every patient.
  • Commitment is flexible, and support is available whenever you need it.

Clinical Workflows & Recording Tips

Can I pre-chart or record prior to entering the exam room?

Yes. You can utilize Monologue Mode to dictate pre-encounter notes or relevant background details independently before entering the room. Simply pause or stop the recording prior to walking in.

Do I need to keep the Epic note open on my computer while recording?

No. You do not need the Epic note open on your workstation during the visit. Simply start the recording on your mobile device using Epic Haiku (smartphone) or Epic Canto (tablet) and return to review and finalize your generated note in Epic at your convenience.

What should I do if a patient declines recording consent?

Always request verbal consent upon entering the room. If a patient declines ambient recording, you can still leverage DAX Copilot after the encounter by using Monologue Mode to dictate a summary of the visit post-encounter, similar to working with a traditional dictation workflow or scribe.

How does DAX Copilot handle multiple speakers or historians?

When family members or multiple historians are present, introduce DAX out loud and acknowledge each person in the room. This helps the AI differentiate individual voice signatures, track speaker locations, and correctly attribute contributions throughout the note.

Can DAX Copilot be used when an interpreter is present?

Yes. DAX Copilot performs very effectively with medical interpreters. As long as the mobile device can clearly pick up the interpreter's spoken English responses, the AI will accurately capture and structure the clinical details.

How should I manage interruptions during a visit?

If staff enter the room or an incoming phone call/text interrupts your device, simply pause the recording. Once the distraction is addressed, resume recording and DAX will seamlessly pick up right where you left off.

Can I add additional recording segments later if I stepped away?

Yes. If you need to pause recording to step out or examine another patient, you can resume recording for the initial patient later. DAX Copilot will append the new audio segment to the existing encounter and synthesize all information into a single cohesive note.


Epic Templates & Note Editing

How do I edit or modify my completed note in Epic?

Once DAX Copilot delivers the structured draft into Epic, you can edit, add to, or modify the text using standard keyboard typing or speech recognition (Dragon Medical) during your review.

Can I still use dot phrases with DAX Copilot?

Yes, dot phrases can be inserted manually during note review or added by speaking into your Dragon microphone while editing. Automatic recognition and insertion of dot phrases by DAX Copilot is planned for a future update.

Where can I find help with Epic DAX note templates?

Epic Ambulatory trainers hold regular drop-in support sessions. You can find the drop-in session link in the DAX Welcome email sent to all new users.

🆘 Support & Training Resources

Need assistance with DAX Copilot? Support is available through UConn Health and Microsoft Nuance.

UConn Health Support

Microsoft Nuance Support & Training