Partnership for Epic Preparedness (PEP)

Why Epic?

• Patient Safety• Meaningful Use funding through better

reporting • Improved Documentation• Integrated Communication• Continuity of Care• Evidence-based practice• Efficient operations• Health Information exchange

HistoryIssue: Struggled to effectively engage operational leadership during the install. The result post go-live:

• System worked, but operations was not prepared to use it• System set-up was not as expected• Management was not prepared for what to expect at go-live

Solution: Created clinical readiness program

PEP ProgramResult: ▫ Formalizes communication with operational management▫ Establishes owners for monitoring key metrics▫ Ensures strong operational involvement during

implementation

How:▫ Accountable individual owners▫ Education as appropriate▫ Participate in key events throughout the install▫ Appropriate expectations set for Go Live and after

Proposed Roles and Activities

Roles• Clinical Readiness Lead –Andrea Coyle, RN• Clinical Readiness OwnersActivities• Readiness Owner Kickoff*• Regular Clinical Readiness Owner meetings• Clinical Readiness Day

PEP Owner

• Monitors needs and successes of department• Attend regular meetings• Participate in applicable project milestones• Understand high risk workflows and key

metrics pertinent to area of accountability• Ensure staff attend training• Manage expectations• Monitor adoption and usage

Introduction to Clinical Readiness

Readiness Owner Kick-

Off

Clinical Readiness

Day

0-2 3 4

Clinical Readiness Milestones

Between Now and Go-Live• The organization as a whole will be

increasingly anxious, excited, confused, and hopefully, ready!– Be a steadying presence– Always remain calm– Understand the install plans and the controversial

issues– Be careful to not overpromise – going live with

new software is challenging

Between Now and Go-Live

• Some individuals will oppose the project and express severe doubts.

• Confront resistance early and strongly, yet be a positive presence during this time of change• Be an advocate, know why we are doing this

project• Follow up on issues that cannot be resolved on the

spot

Between Now and Go-Live

• The Project Team will be busy• Acknowledge their efforts• Help them prioritize issues if they come to you

with questions

Implementation Oversight Committees

Project Workgroups“In the Weeds” work

Pre-existing Committees/ Workgroups

Epic Inpatient Governance Structure

EHR Development and Operations Council

R. Freeman

InpatientClinicals

K. Burke

Steering Committee

Stork IOC

Beacon IOC

Willow IOC

Radiant IOC

LabIOC

eCareNetEDOC

Project Workgroups“In the Weeds” work

ClinDoc/Orders

IOC

Pre-existing Committees/ Workgroups

13

Executive VP Group

Executive SponsorDr. Bob Warren

Revenue CycleJ.Dell

M.Balassone

eCareNetCommittee

InpatientSteering

Committee

Revenue Cycle

Steering Committee

Enterprise

Epic Program AdministratorMelissa Forinash

InpatientClinicals

K. Burke

Training & Support

N. Whichard

Enterprise Reporting &

AnalyticsM. Daniels

Emergency, OR, &

AnesthesiaB.Seyfried

Infrastructure & Technical Support

K.Nendorf

Gail Scarboro-

HrtizR. Freeman J. Kratz C. Liddy

OCIO/IT Leads

Admins & Clinical Leads

Legend

EHR Development & Operations Council

PMO, Dan Furlong Communications, Megan Fink

AmbulatoryEMR

T.Walsh

K. Davis S. Miller

C. CarrS. RussellS. HarveyK.Weaver

Analytics Development & Operations

Council

Periop Steering & ED

IT Steering Committee

Advisory & Steering Groups

Ambulatory Steering

Committee