Epic/Infrastructure Update · PaOent and provider-centric integrated EHR 2 Epic Project...
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Epic/Infrastructure Update Base Deck, February 2017
Transcript of Epic/Infrastructure Update · PaOent and provider-centric integrated EHR 2 Epic Project...
Epic/InfrastructureUpdateBaseDeck,February2017
EpicProjectGuidingPrinciples
! UMMHC’sClinical,Opera2onal&FinancialTeamMemberswillDesignWorkflows&Content
o Quality-&Outcomes-Driveno Pa2entExperience&Engagement
! EnterprisewideIntegra2ontoMaximizeWorkflowEfficiency
! ConvertAppropriateAmountofHistoricalDataintoEpic
! FacilitateExchangeofHealthInforma2on
! ImplementEpic’sFounda2onSystemandBestPrac2ces
! UserswillbeTrained&DemonstrateProficiencytoEarnEpicAccess
! EnableClinicalandTransla2onalResearch,Educa2onandQualityImprovement
! EstablishEffec2veandTransparentCommunica2ons
! InfrastructurewithHighAvailabilityandStability
EnableUMMHC’s2020Vision! PartnerwithUMMStobuildanITsystemthatintegratesallavailableclinicaldata,isfast,
dependable,secureandeasytousefromamobileplaNorm! PaOentandprovider-centricintegratedEHR
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EpicProjectImplementaOonTimelineMajorMilestones,Phases1-4 WeAreHere!
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ExtensiveTesOngConOnues
TYPEOFTESTING TIMING
ApplicaOon
Round1:COMPLETERound2:COMPLETERound3:COMPLETERound4:COMPLETE
MappedRecord(MappingEpictoprinters) October24,2016–February10,2017
Integrated January30–June23,2017
ParallelRevenueCycleTesOng(PRCT) April17–June30,2017
End-UserAcceptanceTesOng(EUAT)
EUATApplicaOonTesOng:March6–10,2017EUATIntegratedTesOng:May8–June23,2017
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TransformaOonReadiness
! InOctober,departmentleaderscompletedbaselinereadinessself-assessmentstodeterminetheirdepartment’slevelofreadinessacrossvariousEpic-relatedmeasures
o FiveAssessmentsleadinguptogo-live
o Assessmentswillhelpdepartments/clinics/prac2cesprepareforourEpicgo-live
o CloselymonitoredbyEn2tyLeads
o ReadinessscoresofeachindividualdepartmentdeterminethestateofreadinessofUMassMemorialasawhole
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ReadinessAssessmentTimeline
March2016
Sep-Oct2016
Jan2017
25%0%
June2017
50%
Oct2017
July2017
Aug2017
Sept2017
75% 90% 100%
ReadinessTargetExpecta2ons
30days60days90days120days270days
=Complete!
Surveywasdue1/31/17
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6/5 7/10 8/14 9/4
SecurityandTrainingValidaOonProcess
! Goalo Ensureeachuserhasthepropertypeandlevelofaccess,basedonhis/herroleandhasbeenassignedtothecorrecttrainingclassesbasedonhis/herrole
! Pre-WorkPerformedo HRISfilesfromeachen2tywereconsolidated,job2tlesreviewedandreconciledacrossthesystem
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Pass1:1/30–2/17Review&Sign
OffonEmployeeAccess&Training
Track
EpicSecurityTeam
incorporateschanges
fromPass1March2017
Pass2:6/5–6/30Review&SignOffonEmployeeAccess
EpicSecurityTeam
incorporateschangesfrom
Pass2July2017
08/14–10/1Usersaeend
training,login&personaliza2onlabsconfirmingEpiccreden2als
ValidaOonTimeline
DepartmentManagersConfirmaccessfornetnewemployees,asneeded
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Non-ProviderSuperUserRecruitmentUnderway
! DepartmentManager’snominaOonsdueFebruary3
! SuperUserResponsibiliOeso Beforego-live:Assistwithtraining,mentorstaff,andhelptocommunicatekeyprojectinforma2on
o Atgo-live:Provideat-the-elbowsupporttocolleaguesandassistiniden2fyingworkflowandapplica2onissues
o Afergo-live:Con2nuetoserveasliaisonsforendusers,aswellastheEpicsupportandtrainingteams
! Non-ProviderSuperUserSelecOonCriteriaandFAQsonIS/EpicCentral
Provider Super User recruitment will be handled separately. Details to come.
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TransformaOonSummits
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! Onsitedepartment/clinicmee2ngstoshowkeyEpicworkflowchangesandhowthosechangeswillimpactthedepartment’sday-to-daywork.
! Fordepartmentmanagersandselectstaffmembers
! Con2nuethroughMay2017
! WatchforandacceptOutlookinvita2on
ProviderTraining! Registra2onisopen
! Signupassoonaspossibletosecuredesireddays/2mes
! Provider=physicians,residents*,nurseprac22onersandphysicianassistants
! SecondmailingtoproviderhomesinlateFebruary
! e-LearningmodulesavailableJune1
! ClassroomtrainingbeginsAugust14*Residentswillnotregisterfortrainingthemselvesandthereforewillnotbeincludedinthemailing.
EpicTrainingTimeline
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DATES NUMBEROFWEEKS TRAININGEVENT
December1,2016 ProviderRegistra2onOpen
April1,2017 EndUserRegistra2onOpen
May30–June17,2017 3weeks
PilotTraining(Creden2aledTrainers,SuperUsers,SubjectMaeerExpertsandotherinterestedpar2esasscheduledperapplica2on)
June1,2017 e-LearningModulesAvailable
June19–July29,2017 6weeks Creden2aledTrainerTraining
June19–July29,2017 6weeks SpecialistsTrainingSpecialists(STS)Training
July31-August12,2017
2weeks
SuperUserTraining
August14-September23,2017
6weeks
EndUserTraining–REQUIRED!! 100FrontStreet! 306BelmontStreet! 365Planta2onStreet! 367Planta2onStreet
September11-September30,2017 3weeks ProviderPersonaliza2onLabs
October2017 4weeks PostGo-LiveandNewHireTraining
! Prerequisitee-LearningModules
! In-classroomTraining! Hands-onPrac2ce/
LearningLabs(e.g.,Prac2cePlayground)
! ProviderPersonaliza2onLabs
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WorkflowWalkthrough! WorkflowWalkthroughisdesignedtogiveprovidersandemployeesahigh-levelviewofUMassMemorial’sEpicsystembydemonstra2ngaseriesofpa2entscenarios.
! March27-31atUniversityCampus
! Allprovidersandemployeeswelcometoaeend
! RecordedandpostedonIS/EpicCentral
! Livestreamingatselectloca2ons
! Registerviae-Learning4U
! VisitIS/EpicCentralfordetails
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O365–OfficeProductUpgrade
! UpgradingWord,Excel,PowerPoint,OutlookandOneNotetothelatestversion(2016)
! MicrosofExcelmacrouserswillneedtosavetheircurrentmacrospriortotheupgradetoensuretheyarenotlost.Instruc2onsonIS/EpicCentral(ummhcepiccentral.org)
! Go-Lives(subjecttochange)o CommunityHealthlink–January27at~6p.m.
o RemainingUMMHC-TBD
o Rolloutscheduleforthcoming
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O365–OfficeProductUpgrade–TrainingAvailable
! Signupforwebinarsorin-persontraining
! CheckoutComparisonGuides,QuickStartGuidesandmore!
ummhcepiccentral.org
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O365–EmailMigraOon! UMassMedicalSchoolandUMassMemorialHealthCarewillbeonseparateemailplarorms–greaterflexibilityforbothorganiza2ons
! Nomoremailjail!!!! UMMHCemailmigra2onisexpectedtobegininFebruary! Enduserswillreceiveano2ceviaemail-~2weeksprior,~1-2dayspriorandpost-migra2on
! Minimal,ifany,impactduringthemigra2onan2cipated;howevertherewillbesomeimplica2onsforthosewhohaveassigneddelegatesandthosewhohavebothan.organd.eduemailaddress
! FrequentlyAskedQues2onsandothercommunica2onsbeingdeveloped
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ServiceNowandNetworkDownOmes
! ServiceNowo Newself-serviceportalforhowyousubmittechnicalrequests/issues
o Implementa2on–An2cipatemid-February/earlyMarch
! NetworkDownOmeso MedicalCenter–MemorialCampus-January24-COMPLETEo MedicalCenter–University(LakesideBuilding)tenta2velyscheduledfor
January31o MedicalCenter–UniversityCampus(Mainhospital)tenta2vely
scheduledforFebruary14o MarlboroughHospital–Tenta2velyFebruary7o An2cipateconsiderabledown2mesacrossUMMHCbetweennowand
whenwegolivewithEpico Watchforcommunica2onsfromISCommunica2onsinbox
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RegularCommunicaOons
! EpicTalkingPoints
! Informa=onServicesTalkingPoints
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RegularEpicCommunicaOons
! EpicInsightforLeaders
! EpicInsightforProviders
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KeepinMind
! 9/2FreezeReminderAsofSeptember2,2016andrunningthroughJune2017,noupdatesorchangescanbemadetoapplica2onsthatinterfacewithEpic.Excep2onsdoapply.VisitIS/EpicCentraltolearnmore.
! VacaOonMindfulnessPleasebemindfuloftakingconsiderable2meaway(weeksata2me)betweenAugustandSeptember2017.Duringthis2me,providersandstaffwillberequiredtoaeendEpictrainingoneormoredays,dependingontheindividual’srole.
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