Go-Live Readiness Assessment - EpicTogetherNY Documents/30_Day_GLRA.pdf · •Personalization Labs...

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Go-Live Readiness Assessment

30 Day

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Direction Sessions2

Table of Contents

• Project Timeline

• Reminders and Announcements

• Status Snapshots

• Review of Critical and Off Track Risks

• Training

• Personalization Labs

• Day in the Life

• Mobility

• Analytics

• Governance

• Abstraction

• Conversion/ Soft Go Live

• Cutover

• Super Users

• Go Live Logistics

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Direction Sessions3

CUIMC Go-Live Timeline

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2020

Today

Jun Aug Oct Dec Feb Apr Jun Aug Oct Dec

Groundwork Phase Kickoff

12/1/2018

Direction Phase Kickoff

6/5/2018

Adoption & Build Phase Kickoff

7/30/2018

Upgrade Phase Kickoff

1/21/2019

Testing Phase Kickoff

4/1/2019

Training Phase Kickoff

10/14/2019

Columbia University Irving Medical Center (CUIMC) Go-Live

1/31/2020

150 Day GLRA

9/19/2019

120 Day GLRA

10/16/2019

90 Day GLRA

11/6/2019

60 Day GLRA

12/11/2019

30 Day GLRA

1/8/2020

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Direction Sessions4

CUIMC Go-Live Timeline

1 2 3 4 5 6Project Timeline 7

4

2020Today

JANUARY

2020

Appointment/Case Conversion Weekend

Jan 11

Clinical Chart Abstraction Weekend 2

Jan 11

Cadence Go-live

Jan 13

Clinical Chart Abstraction Weekend 3

Jan 25

Cutover Begins

Jan 30

CUIMC GO-LIVE

Jan 31

Cutover Dry Run 3

Jan 7

Patient Movement Day

Jan 7

30 Day GLRA

Jan 8

Workflow Dress Rehearsal

Jan 9

TDR EndJan 17

Begin Super User Refresher TrainingJan 20

Begin Revenue Reconciliation WorkshopsJan 13

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Direction Sessions5

Reminders and Announcements

• Transparency is important!

• Collaboration = Success

• We won’t solve it today…

• 90/60/30 day slide decks will be posted on the EpicTogether Website.

• Tracker for follow ups will be centralized and posted to SharePoint.

Go-Live is on January 31, 2020

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6

Direction Sessions6

Overall Project Status

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Overall Project Status

150 Day

120 Day

90 Day

60 Day

30 Day

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Direction Sessions7

Status Snapshot

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Complete On Track Off Track CriticalNot

ApplicableTrend

N/A

Complete and ready for go-live

On track to be ready for go-live

but not yet complete with no risks that impact

any go-live critical events

Off track for go-live but there are

owners and a clear plan for

resolution. Must be accompanied

by additional details about

why the area is off track and what must be

completed to get back on track.

Off track for go-live and no active mitigation plan. Analysts should

escalate anything with a critical

status to leadership to

provide additional details

about why the area is off track and what must

be completed to get back on

track.

Does not apply for the given

application or GLRA

Change in status from the last

review

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Direction Sessions8

Integrated & Technical Status Snapshot

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Application Status

150 Day 120 Day 90 Day 60 Day 30 Day

Go-Live Planning

Infrastructure

Patient Movement

Production Cutover

Training

Analytics and Reporting

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Direction Sessions9

Access & Revenue Cycle Status Snapshot

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Application Status

150 Day 120 Day 90 Day 60 Day 30 Day

Columbia Professional Billing

Columbia Anesthesia Billing

Columbia Dental Professional Billing

HIM

Scheduling

Hospital Billing

Registration

Referrals

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Direction Sessions10

Clinical Status Snapshot

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https://teams.nyp.org/sites/IT/Innovation/Integration/_layouts/15/xlviewer.aspx?id=/sites/IT/Innovation/Integration/Docs/Project%20Management/GLRA/Logistics/Clinical%20Snapshot%20for%20GLRA%2060.xlsx&Source=https://teams.nyp.org/sites/IT/Innovation/Integration/Docs/Forms/AllItems.aspx?RootFolder%3D/sites/IT/Innovation/Integration/Docs/Project%20Management/GLRA/Logistics%26FolderCTID%3D0x0120008C5A9E4066BC5B4A8316E0EBD98B4EEC%26View%3D%7b17FC84A7-0A67-4709-A64A-F9DF07BFDA36%7d

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Infrastructure

Risks• Device Movement• Ambulatory Care Printing – Rx & Network Printers• Outstanding Device Deployment

Mitigation Plan(s)• Device Movement

• Any net new request for device movement/changes must be prioritized and evaluated at an executive level

• Ambulatory Printing • Leo Bodden and the NYP technical team are deploying additional

printers in defined high-risk/volume locations to cover gaps• Outstanding Device Deployment

• Leo Bodden and Kris Bhambhani are working with the team to complete deployment and/or testing in remaining areas by January 17.

• Outstanding work includes: specimen label printers, prescription printers, credit card readers, breast milk label printers, status boards, OR printers, and Welcome tablets.

StatusOwnersEpicTogether Owner: Chris MeiNYP Lead: Patricia Caputo Columbia Lead: Tina SarantosEpic Owner: Kevin Huang

Next Slide: Columbia Dental PB, Anna Ayala

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Columbia Dental Professional Billing

Risks• Estimates Functionality

Mitigation Plan(s)• Estimates Functionality – Testing has revealed a problem in Estimates functionality that is

overriding normal, manual edits and un-finalizing the original estimate. Epic has a development fix in progress to respect manual edits and carry forward. This is expected to be available in January, but an exact timeline is pending from Epic. The EpicTogether team is working closely with Epic to ensure that this can be loaded with a critical SU package. The current timeline is that the POC and TST SUs will be available on 1/10/2020 with testing and package into Epic by 1/15/2020. The EpicTogether team will test in POC and TST as soon as these packages are available.

StatusOwnersEpicTogether Owner: Anna AyalaOperational Owner: Joe HarneyEpic Owner: Jordan Kenney

Next Slide: Columbia PB, Anna Ayala

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Columbia Professional Billing

Risks• Statement Design and Validation• PDS Cubes

Mitigation Plan(s)

• Statement Design and Validation: Statements for patients on a payment plan are pending review and signoff. • Operational leadership will have sign off by January 17, 2020.

• PDS Cubes: The team will be employing PDS cubes to house Epic Data and historical data, including restated charges and AR metrics related to the fee schedule changes that went into effect 7/1/2019. There have been delays in the development and validations of the PDS’s restated charges. However, the key metrics needed for the Graph package and guardrails are being compiled this week for sign off by next week.

StatusOwnersEpicTogether Owner: Anna AyalaOperational Owner: Robin Honig and Tom ChackoEpic Owner: Jordan Kenney, Christy Davey, Adam Westerby, Jonathan Willes, and Trent Stafford

Next Slide: OB GYN, Dan Sorbello

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Obstetrics & Gynecology

Risks• Parent/Baby Matching • Inpatient Communication

Mitigation Plan(s)• Parent/Baby Matching - PatientSafe Solutions (PSS) chosen for Parent/Baby

Matching. Test instance in progress by vendor week of 1/6/20. Alternate flowsheet documentation for 2 RN check as back-up.

• Inpatient Communication – Continued efforts to optimize communication (Provider Teams) and validation of alerting functionality.

StatusOwnersEpicTogether Owner: Daniel Sorbello, Charmaine Dabreo, Chif UmejeiOperational Owner: Kenya Robinson, Mary Morales, Jennie OverellPhysician Owner: Karin Fuchs, Ashanda Saint Jean Epic Owner: Stephanie Cooper, Rachelle Johnson

Next Slide: Pathology, Charmaine Dabreo

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Pathology and Cell Biology

Risks• Blood Bank Dashboards• Epic Lab Related Workflows and Readiness

Mitigation Plans• Blood Bank Dashboard Access

• Awaiting access and training on how to obtain Epic OR schedule and Blood Bank Dashboard.• Epic Lab Related Workflows and Readiness

• All Laboratory/Pathology Orders and Results will be Electronic• Areas without label printers will need to identify the nearest alternative printer.• Additional printers have been procured. CUIMC and NYP IT are working together to deploy

to practices in need as soon as possible.• Complete Integration Testing, lab validation, and regulatory requirements review

Pathology faculty and staff are actively collaborating with the EpicTogether team to resolve issues and are on standby to complete end-to-end testing, validation and sign-off.

• Phlebotomy and Blood Bank workflows have been developed and need to be reviewed and tested.• Radiology and Cupid Lab Ordering / Collection

Standardization from OR Navigators to both Radiology and Cupid Navigators is underway.

StatusOwnersEpicTogether Owner: Charmaine D’AbreoOperational Owner: Noah Ginsberg/ Joann LiPhysician Lead: Melissa Cushing/ Jorge SepulvedaEpic Owner: Elena Clancy

Next Slide: Training, Jon Mason

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TrainingOwnersEpicTogether Owner: Jon MasonOperational Owner: Irene LouhEpic Owner: Logan Bernecker

Next Slide: Training

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Training

13,615 of 18,986 eLearnings completed

OwnersEpicTogether Owner: Jon MasonOperational Owner: Irene LouhEpic Owner: Logan Bernecker


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Training

• 401 of 501 physician classes delivered

• 1,885 of 3,056 total classes delivered

• Only 13 physician classes after January 13



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Training

How satisfied were you with this course

Very Satisfied / Satisfied 84%

Neutral 12%

Dissatisfied / Very Dissatisfied 4%

Overall effectiveness of instructor’s teaching

Excellent / Above Average 84%

Average 14%

Below Average / Poor 2%

Course developed my abilities and skills for using Epic in my role

Strongly Agree / Agree 86%

Undecided 7%

Disagree / Strongly Disagree 7%


Next Slide: Personalization, Tim Crimmins

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PersonalizationOwnersEpicTogether Owner: Jon MasonOperational Owner: Tim Crimmins, Rupa, ChristinaEpic Owner: Logan Bernecker

• 75 Personalization champions recruited• Ongoing process, templates, smart tools, smart

phrases being continuously updated

• Division wide personalization

• 40 Personalization concierges present, 25 more coming• Personalization lab support, scheduled sessions

• 1:1 sessions/small group …sign up!!• https://www.perena.tech/concierge/

• 646-NYP-EPIC

• 649 sessions scheduled/66 completed

Next Slide: Personalization

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Personalization


OwnersEpicTogether Owner: Jon MasonOperational Owner: Tim Crimmins, Rupa, ChristinaEpic Owner: Logan Bernecker

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Personalization


• Progress Notes

• H&Ps

• Consults & Op Notes

• Procedures

• Patient Instructions

• Smart Phrases

• Macros

• Order Sets

• Smart Sets

• Preference Lists

• Quick Actions


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Personalization


6 in December500 in January


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PersonalizationOwnersEpicTogether Owner: Operational Owner: Tim Crimmins, Rupa, ChristinaEpic Owner:


Personalization Champion

Personalization Concierge

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Personalization

Next Slide: Day in the Life, Namita Azad

• Physicians must attend assigned personalization labs first

• Concierges will proactively reach out to physicians to schedule

• For tailored or group sessions, contact via 646.697.EPIC


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Day in the LifeOwnersEpicTogether Owner: Ray HutterOperational Owner: Namita Azad, Alpa Prashar, Jennie OverellEpic Owner: Tina Perkins

Next Slide: MobileIron, Dan Sorbello, Chif Umejei

• Day in the Life Concierge Service

• On the ground support for practices during their dress rehearsal event

• Available from now till go-live

• How to get a concierge specialist?

• Online registration portal will be available in the next 24hrs

• [email protected]

mailto:[email protected]

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MobileIron AdoptionOwnersEpicTogether Owner: Dan Sorbello, Chif UmejeiOperational Owner: Holden Groves, Erik Pupo

Next Slide: Mobility, Dan Sorbello & Chif Umejei

Support Materials

Support Resources• NYP Tech Stop: Day Hours Near Cafeteria• CITG Support• CUIMC-IT Support

o Service Desk [email protected] Info Security [email protected]

• Escalationso Eme Ejike [email protected] Kris Bhambhani [email protected] Erik Pupo [email protected]






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MobilityOwnersEpicTogether Owner: Dan Sorbello, Chif UmejeiOperational Owner: Holden Groves, Erik PupoEpic Owner: Hanna Eimstad

Next Slide: Mobility

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MobilityOwnersEpicTogether Owner: Dan Sorbello, Chif UmejeiOperational Owner: Holden GrovesEpic Owner: Hanna Eimstad

Next Slide: Mobility

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Mobility – Unified Communications

Risks• Changes to existing Unified Communications workflows

Mitigation Plans

• Unified Communications• Contact roles being validated• Final testing of unified communications workflows (i.e. Secure Chat, Jabber

Calls, Alerts) in progress• Finalization of NYP-MSCH alert strategy• Application deployment strategy coordinated between NYP and Columbia IT• Device deployment in progress for 1:1 users• All users with Production access in Rover/Haiku/Canto by Monday, 1/13/20

OwnersEpicTogether Owner: Dan Sorbello, Chif UmejeiOperational Owner: Holden GrovesEpic Owner: Hanna Eimstad

Next Slide: Analytics and Reporting, Maggie Qui

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• What we have completed-3000 + reports/dashboards-Epic essential reports/dashboards + gap reports-EpicTogether Site & Learning Home Dashboard-Cogito Training

• Readiness-Know where your reports are on day 1-Check that you have access to reports when have system access -Know what data may appear different.-Know where to get help.

• Central Report Intake Process

OwnersEpicTogether Owner: Maggie QiuOperational Owner: Kim Baker, Irene LouhEpic Owner: Tony Dischler

Next Slide: Analytics and Reporting

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OwnersEpicTogether Owner: Maggie QiuOperational Owner: Kim Baker, Irene LouhEpic Owner: Tony Dischler

Next Slide: Clinical Governance

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Clinical Governance

Clinical Governance Steering Committee

(CMIO/CMOs/CNIO/etc)

Integrated Clinical Group

(AMCIOs and clinician leads, CNIO, HIM, etc)

Orders Workgroup

(Inpatient including HOD, ED, Beacon)

Beacon Subgroup

Periodic Review Subgroup

Clinical Documentation Workgroup

(Inpatient, includes DC Process)

Clinical Decision Support Workgroup

Academic, Research, and Analytics Workgroup

CLGs

Ambulatory Workgroup

(includes Orders and

Clin Doc)

Non Clinical Governance, e.g.:

- ARCR

- LPSC

Mobility WorkgroupNursing and Ancillary

Workgroup

OwnersEpicTogether Owner: Ray Hutter, Chif Umejei, Liz WoodleyOperational Owner: Richard Trepp, Irene Louh, Geeta Natasi

Next Slide: ARCR Governance

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ARCR Governance

• Intake Process• Internal Vetting (Institutional)

• Leverage Existing ARCR Structure to Discuss

• Once Approved - Service Now Entry

• 3 Types of Governance• Communal (Impact on All Consortium Entities)

• Example - Payer/Plan, AR Transactions, SER records

• Service Area Specific (Impact on a Particular SA) • Shared Registration, Charging

• Application Specific (HB/PB/HIM,etc.)• Workqueue Optimization, Reporting

OwnersEpicTogether Owner: Chris Lowe Operational Owner: Roe Long, Bill Farrell, Robin Honig

Next Slide: Abstraction, Tim Crimmins

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AbstractionOwnersEpicTogether Owner: Liz WoodleyOperational Owner: Tim CrimminsEpic Owner: Steve Sweet

Next Slide: Abstraction

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Abstraction

• Next Steps• Remote PAMI abstraction

• Manual Appointment / Case Conversion Weekend & Abstraction Weekend #2• Jan 11 & 12

• 1,000 participants!

OwnersEpicTogether Owner: Liz WoodleyOperational Owner: Tim CrimminsEpic Owner: Steve Sweet

Next Slide: Conversion/ Soft Go Live, Chris Lowe

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Conversion/Soft Go Live

• Logistics• Who: End Users, Epic and EpicTogether team

• What: Weekend to convert all appointments and cases scheduled for February 1 and beyond from legacy systems into Epic

• When: January 11th and 12th

• Where: 8 locations with different specialty mix in each

OwnersEpicTogether Owner: Chris Lowe Operational Owner: Roe Long, Alpa PrasharEpic Owner: Mariah Harris

Next Slide: Conversion/Soft Go Live

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• Appointment Conversion• Volumes

• Columbia Doctors – 150,000

• NYP – 38,000

• ACN West – 22,000

• Staff• Columbia Doctors – 794

• NYP – 120

• ACN West – 145

• Activities• Electronic Conversion - Validated for accuracy

• Manual Conversion – Keyed

• Pre-Registration – Prep Events for seamless Check-In



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• 8:00 am – 9:00 am: Arrive and Breakfast

• 9:00 am – 9:30 am: Log in to Epic, Validate access to IDX, Outlook; Confirm access to Webex.

• 9:30 am – 10:00 am: WebEx Demo by Epic

• 10:00 am – 12:00 pm: Work on appointment validation file/manual conversions

• 12:00 pm - 12:45 pm: Lunch

• 1:00 pm – 2:00 pm: Complete work on appointment validation file/manual conversions

• 2:00 pm - 5:00pm: Work pre-registration work queues



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Weekend Coverage• FPO staff will serve as faciliators (CU Docs Only), Epic and EpicTogether Project

Team – will provide On-Site Support, troubleshooting and error resolution.

• Superusers - will be providing support and logging issues with On-Site team and Creating Tickets in Service Now.

Production Support/Coverage (1/13 – 1/30)• Epic Service Desk (ASG) is live effective 1/13.

• Superusers will log tickets in Service Now via ASG Team

• ASG Support • Hours 7am-7pm (Monday – Friday), 7a-12p (Saturday)

• ASG will be 24/7 Effective 1/30/20

• ASG Support # - 646-697-2424

OwnersEpicTogether Owner: Chris Lowe Operational Owner: Roe Long, Alpa PrasharEpic Owner: Marriah Harris

Next Slide: Cutover, Kelly Andrade

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CutoverOwnersEpicTogether Owner: John Parry Operational Owner: Kelly AndradeEpic Owner: Christina Zagnoon

Next Slide: Cutover

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Cutover

Patient Admission Begins in Epic, 6AM

What it means? Centralized cutover staff will begin admitting inpatients into Epic starting with ‘long term’ patients first. Operations:

Limit patient transfers whenever possible

Goal: have full house admitted on Thursday 1/30 On Friday 1/31, Centralized cutover staff keeps Epic

up-to-date with admissions, transfers and discharges

NOTE: ED registration starts Friday 1/31 9pm

OwnersEpicTogether Owner: John Parry Operational Owner: Kelly AndradeEpic Owner: Christina Zagnoon

Next Slide: Cutover

1 Milestone: Cutover Event Begins Thursday 1/30, 6am

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Cutover

Clinical Data Backload for Inpatients Begins Friday 1/31 at 7am: What it means? Centralized cutover staff will begin enter

clinical data into Epic for all inpatients and ED admits. Scope of work includes:

Height, Weight and Allergies, plus LDAs, All Active Medication and Non-Medication

Orders

Goal: Complete clinical data backload for all patients that were in the system on January 31th by 6pm. Centralized cutover staff reconciles patient charts

and completes data entry for newly admitted patients from 6pm until midnight.

NOTE: ED clinical data backload starts Fri 1/31, 9:30pm


Next Slide: Cutover

2 Milestone: Clinical Backload Begins Friday 1/31, 7am

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Cutover

• What it means?

Epic inpatient wristbands printed centrally starting at 4:30pm and delivered to nursing units before 7pm Inpatient Nursing staff uses the standard shift change

handoff to get two nurses at the bedside to confirm right wristband, right patient and to physically attach Epic patient band

Eagle/SCM wristband is NOT removed. Epic wristband will have a green mark

First official heads in beds occurs when nursing re-bands patient

Centralized cutover staff continues to keep Epic up to date with admission, transfer and discharges Wristbands for new admits are run to the nursing units

as needed


Next Slide: Cutover

3 Milestone: Patient Re-banding / Heads in Beds 1/31, 7pm

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Cutover

• Epic patient wristband printed centrally and delivered to Emergency Departments at 11pm

• ED Nursing and Admitting Staff to confirm right wristband, right patient and to physically attach Epic patient band

• Eagle/SCM wristband is NOT removed.


Next Slide: Cutover

3 Milestone: Patient Re-banding / Heads in Beds 1/31, 7pm

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Cutover

• What it means?

Staff cannot enter new orders into SCM.

Impact?

Inpatient Operations:

Paper order entry procedures begin

Nursing prints patient MAR from SCM

Report2Web > NYP MAR 24 Hours DownTimeReport [nursing unit-based report]

Lab, Radiology, Pharmacy systems - will begin receiving paper orders

Omnicell goes on critical override

Continue using PSS for barcode medication administration and Lab collection until midnight


Next Slide: Cutover

4 Milestone: Order Entry Disabled in SCM, 1/31, 10:45pm

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Cutover

• What it means?

West campus systems go down in preparation for Epic go-live instant

Epic and most legacy applications will not be available for editing Epic Cutover data entry and reconciliation must be complete

before downtime begins

• Impact? • All documentation must be on paper.• Vitals collected via third party device must be documented

on paper.

• Eagle discharges all patients, 2/1 at 12:00am

Currently admitted patients will appear ‘discharged’ in most downstream systems.

Exception: SCM will ‘block’ discharges so patient lists remain populated


Next Slide: Cutover

5 Milestone: Downtime Begins, 2/1 at 12:00am

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Cutover

• Omnicell Medication Cabinets

Patient data and active med orders purged from cabinets around 12am

Nursing encouraged to administer meds before 12AM and to anticipate needs based on patient feedback

After 12 AM, Nurse will need to manually adds patients to Omnicell in order to remove medications

• All Omnicells will be set to Critical Override

• All medications can be removed on override, if necessary.

• Any medications not stocked in the Omnicell will be provided by the Pharmacy.

• All new orders will have to written on paper and faxed to Pharmacy for approval.

• Omnicell cabinets will receive Epic registrations starting around 3am, but will not be fully up-to-date until closer to 4am


Next Slide: Cutover

5 Downtime Details, 2/1 12am to 4am

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Cutover

• Mobile HeartBeat

Unavailable as of 2/1 midnight for conversion to new mobile solutions

Local Departments need to work on mitigation strategy

• EpicTogether coordinating the collection of On-Call contact information for all departments

• Use this link to record information for your department: On Call Contacts to 1/31/20, 11pm to 2/01/20, 7am

• List can be printed and posted on each nursing unit or accessed via link provided

• Please start adding information as soon as January 2020 schedules are confirmed


Next Slide: Cutover

5 Downtime Details, 2/1 12am to 4am

https://app.smartsheet.com/b/publish?EQBCT=af7b687352fa41be993c5d96854bdbc4

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Cutover

• Confirmed: use legacy MRN during downtime on January 31; switch to Epic MRN [aka EMPI] for all documentation created February 1 midnight and forward.

Fri Jan 31, by 8pm: patients will have both the legacy MRN and Epic

MRN wristbands on

legacy MRN patient labels produced by the unit as part of

downtime folder preparation

Epic MRN patient labels will be delivered to nursing with the

new wristbands

Fri Jan 31, 10:45pm – 11:59pm: operations to use legacy MRN Use legacy MRN patient labels on paper orders Scan legacy MRN wristband for Lab collection and Med

administration via PSS


Next Slide: Cutover

5 Downtime Details: Downtime MRN

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Cutover

Sat Feb 1, 12am: operations switches to Epic MRN [aka EMPI]

Existing Patients

Use Epic MRN patient label on paper orders

Lab collection and Med administration documented on paper – PSS is down

New Admits

Check legacy system to see if patient is known to NYP

If patient known to NYP, use EMPI

If patient is not known to NYP, use Epic downtime MRN

Sat Feb 1, 4am: Epic is live

Patients arrived during downtime are registered in Epic and have the Epic wristband on

Lab collection and Med administration collection begins via Epic Rover

Sat Feb 1, 7am [nurse shift change]: Legacy patient wristband removed from patients.


Next Slide: Cutover

5 Downtime Details: Downtime MRN

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Cutover

• What it means?

EPIC sends outbound ADT messages to all receiving applications

Once ADT is processed, orders and other interfaces are enabled

• Impact?

• Inpatient Operations: all documentation remains on paper

• Pharmacy systems:

• Omnicell medication cabinets begin populating patient lists


Next Slide: Cutover

6 Milestone: Epic Interfaces Enabled, 2/1 at 3am

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Cutover

• What it means?

Epic is live but downtime documentation still needs to be input into Epic. Post downtime reconciliation done locally on the units

Patients admitted during downtime are registered in Epic as part of the recovery effort and wristbands are printed

• Impact?

• Inpatient Operations: Reconcile any downtime documented into Epic; begin using Epic for all documentation

• Lab, Radiology, and Pharmacy systems:

• Omnicell medication cabinets populated with patients and med orders

• Labs receiving new orders electronically from Epic

• Legacy Patient Wristbands removed from patient during the 7am nurse shift change


Next Slide: Super Users, Emily Satin

7 Milestone: Epic Live, 2/1 at 4am

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Super Users

• Go-to people in the department

• Possess expertise in departmental workflows

• Lead and mentor peers

• Dedication means: • 100% during first two weeks (1/31-2/14)• 50% during second two weeks (2/15-2/28)

• Identifiable by grey t-shirts • Distribution in progress

• 2250 Total • 1900 Internal • 350 External • External > Internal

OwnersEpicTogether Owner: Jon Mason Operational Owner: Emily Satin, Naomi CiganEpic Owner: Logan Bernecker

Next Slide: Super Users

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Super Users

• How to become Super?• Complete training

• eLearnings

• In-Person classes

• Post-Class activities

• Explore playground

• Back of the classroom support (x2)

• Refreshers• Logistics Webinar

• Key Workflows Webinars

• Soft go-live: Most common issues Q&A will be distributed


Next Slide: Super Users

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Super Users

• Super Users on EpicTogetherNY.org


Next Slide: Go Live Logistics, Aurelio Gracia

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Go Live Logistics – Support Model

OwnersEpicTogether Owner: Aurelio GraciaOperational Owner: John ParryEpic Owner: Nick Frenzer

Next Slide: Go Live Logistics

Epic Best Practice Leveraged by all academics

End Users

(~18,000)

Super Users

(~2,300)

Call Intake

(60)

Epic & EpicTogether

(~300)

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Go Live Logistics – Support Model

• Phone Tree/Triage Center (466 Lex)• Hired & training over 47 new staff (total of 61)• Dedicated number with a phone tree

• Fast tracks system access/log in/security issues• Prioritizes urgent/critical issues

• 24/7 triage center to route ServiceNow tickets reported by Super Users

• Templates to expedite intake• Supplement with 3rd party as needed

• EpicTogether Command Center (466 Lex)• Over 300 Epic & EpicTogether staff• 24/7 support for go-live issues (optimization work

deferred)• Support is organized by application• Leverages appropriate governance; both clinical and non-

clinical

OwnersEpicTogether Owner: Aurelio GraciaOperational Owner: John ParryEpic Owner: Nick Frenzer

Next Slide: Tech Stops

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Tech Stops

• Support 7:00 AM to 7:00 PM• Computers and phones

• Passwords / login / user roles

• Locations• Milstein – 2nd Floor Heights Café

• MSCHONY – Wintergarden

• Allen – 2nd Floor Garden Overlook

• 51st Street – 5th Floor Conference Room

OwnersEpicTogether Owner: Aurelio GraciaOperational Owner: Epic Owner: Nick Frenzer

Next Slide: Physician Lounges

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Physician Lounges

• Friday, January 31st – Friday, February 28th

• 7 Days/week - 7 AM – 7 PM (Hospital locations)

• Monday – Friday, 7 AM – 7 PM (Off campus and outpatient sites + virtual support center)

• Locations

• Tarrytown (155 White Plains Road)

• Milstein / Herbert Irving Pavilion – Heart Center

• 51 West 51st Street

• MSCHONY – 1218

• Allen – 2FE Solarium


Next Slide: Meeting Schedules

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Meeting SchedulesOwnersEpicTogether Owner: Aurelio GraciaOperational Owner: Epic Owner: Nick Frenzer

Next Slide: What to Expect

Integrated/Area Meetings

Anchor Meetings

Top 10 at 1:00 PM

Working to align with existing huddles and liaisons

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What to Expect

• Days 1-3• Workflow reinforcement is critical

• Main issues will be around security and printing

• Days 4-6• Monitor end user frustration

• Support levels may need to be adjusted

• Track issue resolution times

• Days 7-10• Staff (end users and project team) fatigue as

excitement wears off

• Monitor burn out and keep everyone engaged/motivated


Next Slide: What’s Ahead/Questions

63


What’s Ahead – The Next 30 Days

• January 9 – Workflow Dress Rehearsal

• January 11 through 12• Clinical Chart Abstraction # 2

• Appointment/Case Conversion

• January 13 – Go-live for Registration & Scheduling

• January 20 – Begin Super User Refresher Training

• January 25 – Clinical Chart Abstraction # 3

• January 30 – Cutover activities begin

• January 31 – Full Epic Go-Live

64


Questions

Thank you30 Day GLRA

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