Time-Saving Charting Tips for Nurses

hello067308
11 minutes ago
3 min read

Nursing documentation is critical for patient care, communication, and legal protection, but let’s be real, it takes up a lot of time. Between checking on patients, giving meds, talking with doctors, and handling everything else, finding time to chart can feel impossible. And if you’re always behind on your notes, you’re definitely not the only one.

Nurses spend about 40% of their shift on documentation. That’s over 3 hours during an average 8-hour shift. And according to the American Nurses Foundation, 76% of nurses say charting “gets in the way” of patient care.

The good news? There are ways to make it faster and easier. Here are some tips to help you save time and still chart like a pro.

Time-Saving Charting Tips for Nurses

1. Chart in Real Time, Not Later

It may feel easier to wait and document everything at once, but backloading your notes means working from memory, which takes longer and increases the risk of missing details. Instead, try to chart immediately after each key interaction or procedure. Even if you jot down quick notes in a secure app or on a scrap of paper, having something fresh saves time later.

Pro tip: Use natural breaks—like after med passes, turning a patient, or during downtime while waiting for labs or consults—to chart in chunks throughout your shift.

2. Use Templates and Shortcuts

If you're typing similar phrases again and again (like “Patient tolerated procedure well” or “Skin intact, warm, and dry”), save them as templates or smart phrases if your EMR allows. Many electronic systems now support macros, shortcuts, or auto-text features that can drastically cut down your typing time.

Tip: Create a list of your most-used phrases, especially for shift changes, wound assessments, or admissions, and plug them into your EMR tools for quick reuse.

3. Stick to the Facts

Documentation isn’t about writing a novel—it’s about clearly stating what happened, what you observed, and what you did. Avoid adding unnecessary filler or commentary. Focus on objective data, patient responses, and interventions.

If you're spending too much time trying to “sound professional,” remember that clear and accurate trumps fancy every time.

4. Know Your Charting Format

SOAP, DAR, PIE, Narrative—your unit may prefer one over the other, and knowing what’s expected helps streamline how you write. Once you’re familiar with the structure, you can mentally organize information as your shift progresses, which saves time during documentation.

Pro tip: Think in the format throughout the day. For example, during an assessment, mentally note the “Subjective” and “Objective” elements you’ll need for a SOAP note so you’re ready when you sit down to chart.

5. Use Voice-to-Text Tools (When Allowed)

If your EMR or device allows it, voice-to-text can be a huge time-saver. Many nurses find they speak faster than they type, especially for longer notes like admissions or discharge planning. Just be sure to review and edit for accuracy—voice tools can still misinterpret medical terms.

There are also apps designed specifically for nurses like NurseMagic™, which allows you to speak your notes, select a format, and generate a polished version in seconds.

6. Batch Similar Tasks

If you’re pressed for time, batch your charting by grouping similar notes. For example, do all your medication documentation for a round at once, or complete vitals entries together. This reduces the cognitive switching that slows you down when jumping between unrelated tasks.

7. Minimize Distractions

Try to set boundaries when it’s time to chart. Silence unnecessary notifications and, if possible, find a quieter spot. Even 10 minutes of focused charting can be more productive than 30 minutes of distracted clicking.

8. Know Your Facility’s Expectations

Some nurses over-document for fear of being incomplete, but many facilities have clear guidelines on what must be charted. Talk to your charge nurse or supervisor if you’re unsure. Understanding what’s required versus what’s extra can help you stop overdoing it and save time.

9. Take Advantage of AI Tools

NurseMagic™ is a HIPAA-compliant app that helps reduce documentation time by generating professional notes from brief descriptions or spoken words. It's especially helpful when you’re short on time, managing multiple patients, or documenting in a second language. AI won’t replace your clinical judgment, but it can make charting faster and more consistent.

Final Thoughts

By using real-time documentation, templates, voice tools, and structured formats, you can reclaim hours of your shift, reduce stress, and clock out on time.

Charting will always be a part of nursing. But with the right strategies, it doesn’t have to take over your day.