Transcript Partners eCare / Epic Town Hall for Researchers Using CCI

Center for Clinical Investigation
Town Hall for Epic
CCI Town Hall
Carrie Hall
April 2, 2015
2-3PM
Presentation Overview
 Explain Partners eCare and Epic Go-Live on May 30th!
 Epic workflows
 CCI workflow
 Non-CCI workflow
 Epic workflow from beginning to end
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Associating patients
Scheduling
Ordering
Research Billing Review
 Timeline of events
 Resources available prior to, during and post-Go-Live
Partners eCare and Epic
 Partners eCare refers to the initiative to implement a
shared electronic health record (EHR) system at all
Partners HealthCare centers by 2017
 This includes academic medical centers, hospitals, physician
offices, rehabilitation centers and home health providers
 Epic software and, once fully-functional, will support
more than 60,000 clinical and administrative
professionals. Partners eCare builds upon the
industry-leading software to complete its initiative:
“one patient, one record, one team, one Partners
statement”
Epic Go-Live May 30, 2015
How will Epic Research work with CCI?
Epic will route research charges; there are two Epic research workflows
1. Non-CCI Epic
Work flow:
If you are conducting
research that uses
BWH patient care
resources
2. CCI Epic
Workflow:
If you are conducting
research that uses
Center for Clinical
Investigation (CCI)
resources
Which workflow should I use?
The workflow is determined by who provides the resources for your study
NOTE: CCI resources provided via the Harvard
Catalyst CRC program are included in CCI workflow
Associating Subjects and setting
“Status” in Study
1. When a subject is associated to the
study they must be assigned a “status”
2. Subject status must set to “Enrolled”
for billable items to be ordered in Epic.

“Enrolled” in Epic means the
subject will have patient care
charges associated with the study
Visits with only non-billable services (e.g.,
room only) can assign other statuses to a
subject
NOTE:
Subject status MUST be set to
“Enrolled” for Epic to properly route
billable charges
CCI Workflow Step 2:
Schedule via Harvard Catalyst Scheduling
 Harvard Catalyst scheduling system and
process remains unchanged and will
continue to be CCI scheduling system.
 CCI staff will duplicate Harvard Catalyst
schedule and create “HOVs” (Hospital
Outpatient Visits) in Epic which will
properly route charges.
CCI Workflow Step 3:
Ordering through Epic
 Orders that must be placed into Epic:
1. Medications (including investigational)
2. Procedures
3. Radiology tests
4. Labs being resulted at BWH Clinical Labs
 There are two entry methods to enter orders in Epic
1. Enter orders into an already created encounter.
2. Enter orders by creating an ‘orders only’ encounter.
 For CCI orders you ONLY enter as ‘orders only’ encounter.
 For non-CCI orders you can use either entry methods.
Note: Study coordinators can place all OUTPATIENT orders. All INPATIENT MEDICATIONS
which must be entered by the ordering provider (PI/MD).
CCI Workflow Step 4a:
Charge Flow at CCI
1.
2.
When study staff associates subjects to the study, billable charges will
automatically route to the CCI Billing Review
CCI Admin Staff will review CCI Billing and route CCI charges to the CCI
billing code and route study charges back to the study team’s Billing Review
CCI Workflow Step 4b:
Research Billing Review
Billing charges are routed for review after services are provided; this is the
verification to ensure correct billing
 In the Research Billing Review
the PI or financial delegate
will see charges not paid for
by CCI and verify they are in
the correct billing ‘Bucket’
 PIs/financial delegates may
change the ‘Bucket’
 Once charges are in the
1
correct ‘Bucket’ the
2
PI/financial delegate selects
‘Mark Account as Reviewed’
3
approving the charges
Epic documentation
Document in Epic
Routine Clinical Care documentation:
As required for hospital inpatient, outpatient
or infusion visit.
•Medication administration via EMAR
•This will include Facility
Administered Medications
(FAMs) which are medications
administered in an outpatient visit.
•FAM documentation is new to all
clinical trials, not only CCI clinical
trials.
Document Outside of Epic
Study-related documentation:
•Study related charting
•Study related nutrition instructions
•study related flow sheets
•Study documentation will later be
able to be scanned into Epic.
Take Homes
CCI will still require paper orders – this CCI ordering
process will continue unchanged.
2. F numbers will no longer be used and will be replaced with
the Epic produced “Study Code”
3. HR is having a “Training Freeze” for new employees May
4th to June 26th.
1.

Research teams should have an interim plan in place.
If subject needs an MRN they must call registration
themselves.
4.

Study staff will no longer be able to register subjects.
Where Are We Now?
 March 9-May 29: Application Training Begins
 Lafayette City Center
 April 2: CCI Town Hall for Epic
 Carrie Hall, 2-3PM
 April 15 and 21: Research Super User Meeting
 One Brigham Circle
 April 30: Clinical Trials Epic Info Session
 Shapiro Breakout Room, 9-11AM
 May 11-May 22: BWH Research Epic Lab Sessions
 BWH Main Campus (rotating locations)
 May 30: Epic Go-Live!
Epic Resources
 There are about 50 Super Users supporting staff during Go-Live
 Weekly Epic Office Hours:
 Tuesdays 2-3PM 221 Longwood Ave. ACC Conference Room (RF 372)
 No registration needed
 Epic Drop-In Hours: May 11-May 22: Rotating Locations
 Individualized info sessions for enrolling subjects and creating preference lists.
 You must register for a date/time via CCI Education Course List
 Info link to Epic Research from CCI Webpage
 Questions can be directed to Joey Sadlon at
 [email protected]