Transcript > Go-live Readiness Assessment

Schedule Reduction, Readiness and
Lead Super Users
For Epic Go-Live
Epic Background
 Current outpatient patient encounter requires
approximately 100 steps to complete the encounter from
post check in to check out.
 At go live most patients will need to have past medical
history, past surgical history, social history, family history
and medications entered into the medical record.
 Estimated times to enter clinical material is approximately
the same for new and return patients.
 The extra time and the inefficiencies of a new process
will lengthen the patient encounter.
 The bill is not submitted for processing until the note is
signed.
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Schedule Reduction at Go live #1 – Medical Center
Day 1: 35% of normal template (Friday 4/4/2014)
Week 1: 50% of normal template
Week 2: 60% of normal template (50% if 2 or less 1/2 day sessions per wk)
Week 3: 70% of normal template (60% if 2 or less 1/2 day sessions per wk)
Week 4: 80% of normal template (70% if 2 or less 1/2 day sessions per wk)
Week 5: 100% of normal template (all providers)
Providers who are not meeting productivity targets should discuss with
supervisors if reduction is necessary
Key Elements in this schedule reduction –
Goal –to preserve our ability to care for our patients
Need to block in GE now – deadline 1/17/14
Preserve the new patients
Most of the reduction should be in return patients
Need to freeze some spots for more emergent patients
Ramp up clinic visits now
Providers who are not meeting productivity targets
should discuss with supervisors if reduction is
necessary
UNC Diagnostic and Therapeutic Services
 This reduction does not apply to ancillary services.
 Reductions will happen as a waterfall effect of reduced
clinic schedules.
Help get your providers ready for training – things to
make training easier
1. Meet with your clinical Build team to determine what
was and was not built
2. Meet with your clinical groups to collect the
following for personalization and favorites
A. commonly used phrases (for smart phrases not
built by core team), these would be for each part of the
note, patient instructions
B. list of frequently used orders, meds, cpt codes
C. recognize users can share so divide the work and
share – make a plan
2. Reinforce the need to see the e-learning
3. Help spread the vocab
4. Reinforce the need to practice!!
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Getting your team ready!
Identify the team members –SU for each position and
shift
Assure they have signed up for training
Insist upon review of the e-learning
Define the practice date range
Define the team practice date range
Set up weekly huddles on progress
Talk with clinic managers and med diretors to make
sure everyone has security and training lined up. –
File to be distributed and help sessions this week
Superuser Grid
Schedulling Check In
Superuser/location and shift
E-learning performed
Signed Up for class
Date of expected access to playground
Dates of team practice
Expected team run # 1
Expected team run # 2
Expected team run # 3
Expected team run # 4
Exprected team run #5
Check Out
Nurse/Rooming Provider Check Out Support Functions
Lead Super User (LSU) Purpose & Expectations
The purpose of Lead Super Users is to provide both on-site and direct
communication support during pre and post Epic go-live, to serve as an
operational resource while working together towards the common goal; a
successful Epic transition.
LSU High Level Expectations
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Communication, communication, communication
Become SMEs in their identified training plans that match their support locations
Relay up to date pertinent information, i.e., timelines, goals, lessons learned
Assist with changes in operational work flows
Provide emotional and mental support
Help with ensuring that all training requirements have been met
Assist with…
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Team and Resource Identification Grid (to be released soon)
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Clinic Readiness Checklist (to be released soon)
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Creating an Epic Playground practicing plan (to be released soon)
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Scheduling staff for Epic Personalization Labs
More to come…
Super User Support Structure Visualization
Epic @UNC
Central Command
Lead Super
Users for Staff
and Providers
Clinic
Super
Users &
Readiness
Team
Lead Super
Users for Staff
and Providers
Clinic
Super
Users &
Readiness
Team
Clinic
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Readiness
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Lead Super
Users for Staff
and Providers
Clinic
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Team
>20 Lead Super
Users
Clinic
Super
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Team
Clinic
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Users &
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Teams
Lead Super User Team & Support Assignments
Location
LSU Support
ACC
David Bauer, Liz Churchill, Ashley Purdy, Sabrina Vereen, New Coach 1
BRAC
Megan Romeo Foster
Cancer Hospital
CJ, Blanc, Tammy Brown
Carolina Crossing
Ashley Howard, James Malley, New Coaches 1 & 2
Carolina Point I & II
Maryanne Berry, Alex Nance, Sabrina Vereen
Children’s Hospital
Jennifer Wu, Summer Hogan
CIDD
Jonathan Thornhill
Financial Counseling
Amy Yarborough, Lauren Hamm
FMC
Ashley Purdy, Shannon Jones
Highgate
Paula Owen, Ronni Hall
HMOB
Kimberly Fortune
Meadowmont
Sabrina Vereen, Ashley Howard, James Malley
Memorial Hospital
Randall Borror, CJ Blanc, Teresa Valentine, Jonathan Thornhill, Maryanne Berry, New Coach 1, Sabrina
Vereen, Ronni Hall
Neuroscience Hospital
Sabrina Vereen, Walter Gaudet, New Coaches 1 & 2, Teresa Valentine, Ronni Hall, Molly Grosman
PM&R
Megan Romeo Foster, Maryanne Berry
Rex Hospital UNC
Clinics
Summer Hogan, Megan Romeo Foster
Southern Village
Dana Dimarco, Maryanne Berry, Ronni Hall
Spine & Imaging
Ronni Hall, Ashley Howard, James Malley
Timberlyne
Megan Romeo Foster, Summer Hogan
Wakebrook
Paula Byrd
Women’s Hospital
Beth Coulombe, Summer Hogan
Like a MU Coach, but epic
Lead Super User
Departments/Clinics*
CJ Blanc
Oncology, Radiation Oncology, Pathology/Apheresis
Maryanne Berry
Allergy, Rheumatology, Anesthesia, Pain, PM&R
Summer Hogan
OBGYN, Pediatrics Specialty and Primary
Ashley Purdy
Internal Medicine, Family Medicine
Sabrina Vereen
H&V Cardiology, Wound, Pulmonary, Nephrology,
Transplant, Geriatrics
Jonathan Thornhill
GI Clinic & Procedures, Genetics, CIDD
Ronni Hall**
Endo/Diabetes, Infectious Disease, Spine, Dermatology,
Psychiatry
Shannon Reilly**
Surgery, Urology, Ophthalmology, Orthopaedics
New Quality Coach
TBD**
Neurology, Neurosurgery, Otolaryngology
*Department/Clinic assignments subject to change.
Current as of 1/10/14.
**New PQI team members starting 2/3 or after
Readiness Suggestions
December
1.Review e-learning with staff –show key videos
2.Review further vocab with staff –preferably involve the super users
3.Make sure all end users are signed up for classes
4.Dry runs of workflows are practiced
5.In basket messaging workflows are developed
January
1.E learning is completed for all super users before classes
2.Super users start training/classes, clinical managers with In basket
3.Super users lead daily vocab sessions
4.Practice work flow on In basket messaging
5.Workflow for clinic process is practiced
6.Review and block schedule templates
Readiness Suggestions
February
1.Super users complete class training
2.Super users hold daily vocab with staff and explain Epic functions
3.Super users start to practice workflow now using Epic playground (approximately
1-2 patients/day duel charting)
4.Super users identify additional smart phrases needed to help clinic flow
5.Clinic managers must complete In basket pools (continued into March)
6.Weekly huddle around huddle board to identify issues with work flows
7.E-learning is complete for all end users
March
1.Same as February
2.End users join into the daily workflow practice (1-2 patients per day) as soon as
they are permitted into playground. Substituting super users and other team
members
3.Dry run dress rehearsal of Epic in each clinic, including each exam room, to
assure correct connectivity and workflow. (checklist needs to be complete)
4.Supervisors review with each staff member and each staff member assures
understanding of scripting for the new EMR system
5.Go live of scheduling
Action Item
Block visits in GE for Go live schedule reduction
Make sure the security permission is correct
Make sure you have your clinics on the technical dry runs
(especially laptops)
Get your readiness team identified and meeting
Review the workflow sheets (including In basket) with your
clinic managers and staff .
Talk through these processes - Map out the steps
Get your clinics to think of low tech solutions!
Helpful Hint – Use a huddle board to write down issues and
who will address them.