Transcript capacity planning for go-live

Partners eCare @ BWHC
Dermatology
December 11, 2014
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Disclosure
 I have no financial relationships with a commercial
entity producing healthcare-related products and/or
services
 …but am actively seeking some
 I don’t have all the answers yet
 (No one does)
 I am an optimist but not a Pollyanna
Disclosures 2 of 2
Take Aways
 This is the right move
 This is going to hurt
 We have a lot of work to do
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Timeline
Training
Capacity Planning for Go Live
Post-Go Live
Current State: BWHC Complexity
Approximately 675 applications and 200 interfaces are currently in place
and not integrated across BWHC and the Partners network.
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Future State (BWH)
8,24,26,41,100,109,283.1,388.1,393,465.1,701
21,47.3,90.3,158,271
159,395.2,497,702
395,400
47.4
Epic
10,10.1,79.3,90.1,216
157.1
79.2,92,220,228
428,465,468,489
283
394
Ensemble
395
400
216
394
Omnicell
159
497
Cytocare
395.2
393
47.3,158
702
283
468
157.1
228
Lodgenet
109
Computrition
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Nurse Call Shapiro
ADT Paging
10,10.1
A-Life
BWPO Patient
Keeper
220
90.1
90.3
eCardio
Crimson Reporting
Tool
428
CardioLab
489
GE Aware Gateway
701
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Capsule
Technologies
Quadramed Acuity
Plus
79.2
79.3
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Nurse Call CWN and
TOWER ADT Paging
100
eScription
465
465.1
92
271
388.1
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Application Shading
OBIX
Revenue Interface Shading
Clinical Interface Shading
External
Scheduling (SIU)
Orders (ORM)
Ambulatory (VXU,PPR)
Enterprise Application (PHS
supported)
Future
ADT / Registration (ADT,
MFN, CRM)
Pharmacy (ORP, RDE, RDS,
ORM - pharmacy specific)
Entity Application (supported by site)
Not Applicable
Revenue Management
(DFT)
Results/Transcription/
Devices (ORU, MDM)
Material Management /
Inventories (OMS)
External Application (3rd party vendor)
Interface Engine
Epic (Future State only)
Percipio
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Theradoc
Morgan Scientific
Compas
MUSE EKG
283.1
47.4
Numbers on lines are interface identifiers.
ePrescribing
Provation
The only screen shot
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TIMELINE
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BWH Go-Lives
Needs formatting
May 30, 2015 – Big Bang Go-Live
• Inpatient Clinical Applications – All sites and
areas
• Revenue Cycle Applications – All sites and areas
• Ambulatory Clinical Applications – Wave 1
July 30, 2015 – Wave 2
• Ambulatory Clinical Applications – Wave 2
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TRAINING
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PeC Training Stages
 eLearning: Provider Fundamentals
 Classroom Training: 4 to 24 hours
 Personalization labs
 Optimization
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Training Timing
 Wave 1: Mid-March to May 29
 Wave 2: Mid-June to July 29
 May have several (e.g., inpatient and outpatient)
 Training registration
 Already started for MDs and nurses
 All staff begin in January
 Training catalogues at PeC@BWHC Webstie
 Pre-registered
 Email with phone number to schedule
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Training Logistics
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Half-day and full-day sessions

Lafayette City Center
CAPACITY PLANNING FOR
GO-LIVE
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Capacity Planning
 Ambulatory Practices: Epic recommends the following
reduction in capacity for each full day (i.e., 2 sessions)
after go-live:
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Day 1:
Day 2:
Day 3:
Day 4:
Day 5:
Day 6:
50%
35%
25%
20%
20%
20%
 One solution will not fit all needs – you know your
practice and clinicians best!
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Support Post Go-live
 After each go-live, there will be three weeks of significant
at-the-elbow support
 Most through Super Users; some contract employees
 Schedule staff to take advantage of post Go-Live support
 Plan time away next Spring and Summer with training in
mind
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EHR Data Conversion Strategy
Data Type
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Years
Description
Source
Lab Results
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Includes: Chemistry, Hematology, Immunology,
Blood Bank and Micro
CDR/DR (Clinical Data / Document Repository)
Pathology
All
All Pathology reports
CDR/DR (Clinical Data / Document Repository)
Pulmonary
5
Pulmonary Reports
CDR/DR (Clinical Data / Document Repository)
Radiology
10
Radiology Reports
CDR/DR (Clinical Data / Document Repository)
Endoscopy
10
Colonoscopy Reports
CDR/DR (Clinical Data / Document Repository)
Neurology
5
Neurology Reports
CDR/DR (Clinical Data / Document Repository)
Cardiology
5
Cardiology Reports
CDR/DR (Clinical Data / Document Repository)
Discharge Summaries
All
All Discharge Summaries
CDR/DR (Clinical Data / Document Repository)
Operative Reports
All
All Operative Notes
CDR/DR (Clinical Data / Document Repository)
Allergies
All
All active coded + free text allergies
PEAR (Partners Enterprise Allergy Repository)
Immunizations
All
All active immunizations including nonadministered
Immunization Repository
Smoking Status
All
Most recent status for all patients
LMR (Longitudinal Medical Record
Vitals
5
Patients <19 years of age = All
Patients >19 years of age = 5
LMR (Longitudinal Medical Record)
Histories
All
All Active (coded and free text ) Surgical and
Family History
LMR (Longitudinal Medical Record)
Problems
All
All active (coded and free text )
LMR (Longitudinal Medical Record)
Medications
All
All active outpatient meds (coded and free text)
requires manual reconciliation
LMR (Longitudinal Medical Record)
What You Can Do Now
 Stay informed – Subscribe to monthly Epic Matters
e-update
 View updates and more on the PeC@BWHC
SharePoint site
 Encourage staff to take e-learnings
 Sign up to be a Super User
 Visit the eCare Information Center
 Spread the word
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Epic-Induced Insomnia?
 Epic seems more rigid
 In-basket anxiety
 This is going to be hard
However…
 Prior to Go-Live think hard about the way you document
 Epic can make it easier to generate better notes
 Epic already does lots of things our system can’t do
 This is the right move
 We have work to do between here and there
Questions? Comments? Conversation?
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