Epic/Infrastructure Update. Base Deck, March 2017

Transcription

1 Epic/Infrastructure Update Base Deck, March 2017

2 Epic Project Guiding Principles Enable UMMHC s 2020 Vision! Partner with UMMS to build an IT system that integrates all available clinical data, is fast, dependable, secure and easy to use from a mobile plamorm! PaNent and provider-centric integrated EHR 2! UMMHC s Clinical, Opera2onal & Financial Team Members will Design Workflows & Content o Quality- & Outcomes-Driven o Pa2ent Experience & Engagement! Enterprisewide Integra2on to Maximize Workflow Efficiency! Convert Appropriate Amount of Historical Data into Epic! Facilitate Exchange of Health Informa2on! Implement Epic s Founda2on System and Best Prac2ces! Users will be Trained & Demonstrate Proficiency to Earn Epic Access! Enable Clinical and Transla2onal Research, Educa2on and Quality Improvement! Establish Effec2ve and Transparent Communica2ons! Infrastructure with High Availability and Stability

3 3 We Are Here!

4 Extensive TesNng ConNnues TYPE OF TESTING ApplicaNon TIMING Round 1: COMPLETE Round 2: COMPLETE Round 3: COMPLETE Round 4: COMPLETE Mapped Record October 24, 2016 March 31 Integrated January 30 June 23 End-User Acceptance TesNng (EUAT) Parallel Revenue Cycle TesNng (PRCT) EUAT ApplicaNon TesNng: Round 1: COMPLETE, Round 2: May 6 - June 2 EUAT Integrated TesNng: May 8 June 23 April 17 June 30 4

5 End User Acceptance TesNng (EUAT)! Applica2on phase of EUAT took place March 6-10 at our Epic Tes2ng Lab in Worcester! Subject Ma]er Experts (SMEs) were asked to validate workflows within each applica2on! 373 SMEs par2cipated in tes2ng more than 680 applica2on scripts! 870 total hours tes2ng conducted! SMEs from more than 35 loca2ons across UMMHC par2cipated! Next round of Applica2on EUAT: May 8 - June 2! Visit Epic Central s TesNng page to learn more about the extensive tes2ng effort

6 Readiness Assessment Timeline 6/5 7/10 8/14 9/4 270 days 120 days 90 days 60 days 30 days March 2016 Sep - Oct 2016 Jan 2017 June 2017 July 2017 Aug 2017 Sept 2017 Oct % 25% 50% 75% 90% 100% = Complete! Readiness Target Expecta2ons 6

7 TransformaNon Readiness Assessment #1! Department leaders have completed their first readiness assessments to determine their department s current level of readiness across various Epic-related measures o Five assessments leading up to go-live o Assessments will help departments/clinics/prac2ces prepare for our Epic go-live o Closely monitored by En2ty Leads o Readiness scores of each individual department determine the state of readiness of UMass Memorial as a whole o Next assessment distributed June 5 7

8 TransformaNon Readiness Assessment #1 Results 8

9 Super User Overview A super user provides support for end users in his or her department/specialty before, during, and aier go-live to ensure the con2nuing success of the Epic implementa2on. A super user works with department leaders and IS, training and op2miza2on teams to: Provide support, including at-the-elbow during go live, to end users in their daily workflows Super Users will provide dedicated go-live support before, during and ager go-live Test Epic applica2ons and help with workflow adop2on Increase communica2on between end users and project leaders Educate staff about upgrades Guide staff in making Epic a rou2ne part of their day 9

10 Super Users! 1,600 Super Users iden2fied! List of Super Users to be announced via Insight for Leaders and Epic Talking Points! Series of Super User Kick-Offs beginning in Late March/early April! Provider Super User strategy being finalized o An2cipate approximately 150 UMMHC Provider Super Users o Department Chairs to iden2fy Provider Super Users o Nominees are typically residents, physicians, Licensed Independent Prac22oners and non-providers proficient in provider workflows

11 Provider Training! Registra2on is open! Sign up as soon as possible to secure desired days/2mes! Provider = physicians, residents, nurse prac22oners and physician assistants! Second mailing to provider homes this month! e-learning modules available June 1! Classroom training begins August 14

12 Epic Training Timeline! Required Training o Prerequisite e- Learning Modules o o In-classroom Training Provider Personaliza2on Labs! Hands-on Prac2ce/ Learning Labs (e.g., Prac2ce Playground) April 1 DATES May 30 June 17 June 1 NUMBER OF WEEKS 3 weeks TRAINING EVENT End User Registra2on Open Pilot Training (Creden2aled Trainers, Super Users, Subject Ma]er Experts and other interested par2es as scheduled per applica2on) e-learning Modules Available June 19 July 29 6 weeks Creden2aled Trainer Training June 19 July 29 6 weeks Specialists Training Specialists (STS) Training July 31 - August 12 2 weeks Super User Training August 14 - September 23 6 weeks End User Training REQUIRED!! 100 Front Street! 306 Belmont Street! 365 Planta2on Street! 367 Planta2on Street September 11 - September 30 3 weeks Provider Personaliza2on Labs October 1 4 weeks Post Go-Live and New Hire Training 12 12

13 TransformaNon Summits! Onsite and WebEx department/clinic mee2ngs! Show key Epic workflow changes and how those changes will impact the department s day-to-day work.! For department managers and select staff members! Con2nue through May 2017! Schedule available on IS/ Epic Central 13

14 PaNent Movement Days! Purpose o Demonstrate admission, discharge and transfer process in Epic to ensure the effec2ve movement of the pa2ent aier go-live o Familiarize the support tools and documents available! Audience o Clinical and administra2ve users involved (from orders to transporta2on) in the movement of a pa2ent! LocaNon o Onsite at each en2ty! Timing o July o Length of each event varies from half to a full day (par2cipants need not stay for en2re event)

15 Workflow Walkthrough! A series of pa2ent scenarios via Epic performed with humor by your peers. o o o o o Orthopedics/Surgery Cardiology Pediatrics Obstetrics Revenue Cycle! March at University & Memorial (OB only) Campuses! All providers and employees are strongly encouraged to aiend! Sessions recorded and posted on IS/Epic Central! Live streaming at select loca2ons! Register via e-learning 4U (UMMS employees Epic Project) o Not sure what session to a]end? epicproject@umassmemorial.org Visit IS/Epic Central for details

16 O365 Office Product Upgrade! Upgrading Word, Excel, PowerPoint, Outlook and OneNote to the latest version (2016)! Microsoi Excel macro users will need to save their current macros prior to the upgrade to ensure they are not lost. Instruc2ons on IS/Epic Central (ummhcepiccentral.org) 16

17 O365 Office Product Upgrade Training Available! Sign up for webinars ummhcepiccentral.org! Check out Comparison Guides, Quick Start Guides and more! 17

18 O365 Office Product Upgrade! Rollout schedule available on IS/Epic Central. o Click on the O365 Office Product Upgrade and Migra2on Rollout Schedule under IS Projects, or use the link below h]ps:// Dates and rollout schedule are subject to change 18

19 O365 MigraNon! DefiniNon: o Moving from UMass Medical School s system to Microsoi s Cloud solu2on o Separate from Microsoi Outlook upgrade to version 2016! Status: o Currently on hold pending review of current design for dual docs/dual persona and impacted UMMHC policies o Community Healthlink and HealthAlliance have migrated from each of their current stand-alone instances to UMMHC Microsoi s Cloud solu2on 19

20 New FollowMe Desktop (FMD) ApplicaNon! Removal of the Citrix FMD icon on Monday, March 20 at 9 a.m.! Citrix FMD will not longer be available as of Wednesday, March 29 at 9 a.m.! VMware Horizon = the new FMD applica2on! A new green FMD icon (pictured below) will replace the exis2ng FMD blue icon Old FMD Icon NEW! FMD Icon! ExcepNons: Windows XP worksta2ons in the Opera2ng Rooms and coders who work remote they will con2nue to use Citrix FMD! Remote access instruc2ons to install the new FMD by March 29 can be found on the FollowMe Desktop page on IS/Epic Central 20

21 IS Self-Service Portal (ServiceNow)! Enables users to: o Report and track the status of a technical issue o Request and track the status of a product or service o Submit a security access request o Access to ar2cles, how-to s, etc.! Submit a 2cket: o Medical Center/Clinton/Marlborough - Click the IS Self-Service link on the right side of the OurNet homepage, then click on the ServiceNow link in the middle of the page o HealthAlliance - Click the IS Self-Service link on HealthAlliance Link (HAL) under Applica2on. o Community Healthlink - Click on the IS Self-Service link on Staff Web. 21

22 IS Self-Service Portal (ServiceNow)! IMPORTANT: Staff need to ensure their contact informa2on is updated in the portal to avoid service delays 22

23 End User Experience Lab! See the devices we will use when we go live with Epic on October 1! Located at the Hahnemann Campus, Room 204 (old pharmacy space)! Contact Josh Petrone at to schedule a visit! Label printer! Mobile label printer! Mobile label printer charger! Large HP standard printer! Desktop scanner! Barcode scanner! esignature pad! Monitor! Laptop! Worksta2on on Wheels (WOW)! Thin Client (view FMD device)! Full Client (non-fmd device/regular computer 23

24 Moving Devices! As a reminder, please do NOT move devices (e.g., worksta2ons, printers, phones, etc.) yourself! If you need to move a device, please visit the site below to enter a move request hip://inside.umassmed.edu/campusplanning/ummhc-move- Management/! This is essen2al to the success of the Epic build as we prepare for Technical Dress Rehearsal (TDR)! Devices will need to be remapped in Epic if moved improperly 24

25 Technical Freeze & Technical Dress Rehearsal 2017 Jul. Aug. Sept Oct. Nov. Dec. Technical Freeze No moving of computers, printers, scanners etc. 7/1 12/31 TECHNICAL FREEZE Technical Dress Rehearsal (TDR): Computers mapped to printers, scanners, etc. 7/1 9/15 TDR StabilizaNon RISK of not freezing the technical environment:! Additional dept. disruption! Considerable re-testing time! Significant risk to successful go-live 10/1/17 Epic Go-live 25

26 Regular CommunicaNons! Epic Talking Points! Informa4on Services Talking Points 26

27 Regular Epic CommunicaNons! Epic Insight for Leaders! Epic Insight for Providers 27

28 Keep in Mind! 9/2 Freeze Reminder As of September 2, 2016 and running through June 2017, no updates or changes can be made to applica2ons that interface with Epic. Excep2ons do apply. Visit IS/Epic Central to learn more.! VacaNon Mindfulness Please be mindful of taking considerable 2me away (weeks at a 2me) August 14 - September 23. During this 2me, providers and staff will be required to a]end Epic training one or more days, depending on the individual s role. 28

29 QuesNons? Send ques2ons, comments, concerns to 29