Epic/Infrastructure Update...during, and aer go-live to ensure the con2nuing success of the Epic implementaon. A super user works with department leaders and IS, training and op2mizaon

Epic/InfrastructureUpdateBaseDeck,March2017

EpicProjectGuidingPrinciples

!  UMMHC’sClinical,Opera2onal&FinancialTeamMemberswillDesignWorkflows&Content

o  Quality-&Outcomes-Driveno  Pa2entExperience&Engagement

!  EnterprisewideIntegra2ontoMaximizeWorkflowEfficiency

!  ConvertAppropriateAmountofHistoricalDataintoEpic

!  FacilitateExchangeofHealthInforma2on

!  ImplementEpic’sFounda2onSystemandBestPrac2ces

!  UserswillbeTrained&DemonstrateProficiencytoEarnEpicAccess

!  EnableClinicalandTransla2onalResearch,Educa2onandQualityImprovement

!  EstablishEffec2veandTransparentCommunica2ons

!  InfrastructurewithHighAvailabilityandStability

EnableUMMHC’s2020Vision!  PartnerwithUMMStobuildanITsystemthatintegratesallavailableclinicaldata,isfast,

dependable,secureandeasytousefromamobileplaMorm!  PaNentandprovider-centricintegratedEHR

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WeAreHere!

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ExtensiveTesNngConNnues

TYPEOFTESTING TIMING

ApplicaNon

Round1:COMPLETERound2:COMPLETERound3:COMPLETERound4:COMPLETE

MappedRecord October24,2016–March31

Integrated January30–June23

End-UserAcceptanceTesNng(EUAT)

EUATApplicaNonTesNng:Round1:COMPLETE,Round2:May6-June2EUATIntegratedTesNng:May8–June23

ParallelRevenueCycleTesNng(PRCT) April17–June30

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EndUserAcceptanceTesNng(EUAT)!  Applica2onphaseofEUATtookplace

March6-10atourEpicTes2ngLabinWorcester

!  SubjectMa]erExperts(SMEs)wereaskedtovalidateworkflowswithineachapplica2on

!  373SMEspar2cipatedintes2ngmorethan680applica2onscripts

!  870totalhourstes2ngconducted

!  SMEsfrommorethan35loca2onsacrossUMMHCpar2cipated

!  NextroundofApplica2onEUAT:May8-June2

!  VisitEpicCentral’sTesNngpagetolearnmoreabouttheextensivetes2ngeffort

ReadinessAssessmentTimeline

March2016

Sep-Oct2016

Jan2017

25%0%

June2017

50%

Oct2017

July2017

Aug2017

Sept2017

75% 90% 100%

ReadinessTargetExpecta2ons

30days60days90days120days270days

=Complete!

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6/5 7/10 8/14 9/4

TransformaNonReadinessAssessment#1

!  Departmentleadershavecompletedtheirfirstreadinessassessmentstodeterminetheirdepartment’scurrentlevelofreadinessacrossvariousEpic-relatedmeasures

o  Fiveassessmentsleadinguptogo-live

o  Assessmentswillhelpdepartments/clinics/prac2cesprepareforourEpicgo-live

o  CloselymonitoredbyEn2tyLeads

o  ReadinessscoresofeachindividualdepartmentdeterminethestateofreadinessofUMassMemorialasawhole

o  NextassessmentdistributedJune5

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TransformaNonReadinessAssessment#1Results

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SuperUserOverviewAsuperuserprovidessupportforendusersinhisorherdepartment/specialtybefore,during,andaiergo-livetoensurethecon2nuingsuccessoftheEpicimplementa2on.AsuperuserworkswithdepartmentleadersandIS,trainingandop2miza2onteamsto:

Providesupport,includingat-the-elbowduringgolive,toendusersintheirdaily

workflows

TestEpicapplica2onsandhelpwithworkflowadop2on

Increasecommunica2onbetweenendusersandprojectleaders

Educatestaffaboutupgrades

GuidestaffinmakingEpicarou2nepartoftheirday

SuperUserswillprovidededicatedgo-livesupportbefore,during

andagergo-live

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SuperUsers

!  1,600SuperUsersiden2fied!  ListofSuperUserstobeannouncedviaInsightforLeadersandEpicTalkingPoints

!  SeriesofSuperUserKick-OffsbeginninginLateMarch/earlyApril

!  ProviderSuperUserstrategybeingfinalizedo  An2cipateapproximately150UMMHCProviderSuperUserso  DepartmentChairstoiden2fyProviderSuperUserso  Nomineesaretypicallyresidents,physicians,LicensedIndependent

Prac22onersandnon-providersproficientinproviderworkflows

ProviderTraining

!  Registra2onisopen

!  Signupassoonaspossibletosecuredesireddays/2mes

!  Provider=physicians,residents,nurseprac22onersandphysicianassistants

!  Secondmailingtoproviderhomesthismonth

!  e-LearningmodulesavailableJune1

!  ClassroomtrainingbeginsAugust14

EpicTrainingTimeline

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DATESNUMBER

OFWEEKS

TRAININGEVENT

April1 EndUserRegistra2onOpen

May30–June17 3weeks

PilotTraining(Creden2aledTrainers,SuperUsers,SubjectMa]erExpertsandotherinterestedpar2esasscheduledperapplica2on)

June1 e-LearningModulesAvailable

June19–July29 6weeks Creden2aledTrainerTraining

June19–July29 6weeks SpecialistsTrainingSpecialists(STS)Training

July31-August12

2weeks

SuperUserTraining

August14-September23

6weeks

EndUserTraining–REQUIRED!!  100FrontStreet!  306BelmontStreet!  365Planta2onStreet!  367Planta2onStreet

September11-September30 3weeks ProviderPersonaliza2onLabs

October1 4weeks PostGo-LiveandNewHireTraining

!  RequiredTrainingo  Prerequisitee-

LearningModules

o  In-classroomTraining

o  ProviderPersonaliza2onLabs

!  Hands-onPrac2ce/LearningLabs(e.g.,Prac2cePlayground)

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TransformaNonSummits

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!  OnsiteandWebExdepartment/clinicmee2ngs

!  ShowkeyEpicworkflowchangesandhowthosechangeswillimpactthedepartment’sday-to-daywork.

!  Fordepartmentmanagersandselectstaffmembers

!  Con2nuethroughMay2017

!  ScheduleavailableonIS/EpicCentral

!  Purposeo  Demonstrateadmission,dischargeandtransferprocessinEpictoensurethe

effec2vemovementofthepa2entaiergo-liveo  Familiarizethesupporttoolsanddocumentsavailable

!  Audience

o  Clinicalandadministra2veusersinvolved(fromorderstotransporta2on)inthemovementofapa2ent

!  LocaNono  Onsiteateachen2ty

!  Timing

o  July12–20o  Lengthofeacheventvariesfromhalftoafullday(par2cipantsneednotstay

foren2reevent)

PaNentMovementDays

Workflow Walkthrough !  Aseriesofpa2entscenariosviaEpic

performedwithhumorbyyourpeers.o  Orthopedics/Surgeryo  Cardiologyo  Pediatricso  Obstetricso  RevenueCycle

!  March27-31atUniversity&Memorial(OBonly)Campuses

!  Allprovidersandemployeesarestronglyencouragedtoaiend

!  SessionsrecordedandpostedonIS/EpicCentral

!  Livestreamingatselectloca2ons!  Registerviae-Learning4U(UMMS

employeesemailEpicProject)o  Notsurewhatsessiontoa]end?Email

[email protected]

VisitIS/EpicCentralfordetails

O365–OfficeProductUpgrade

!  UpgradingWord,Excel,PowerPoint,OutlookandOneNotetothelatestversion(2016)

!  MicrosoiExcelmacrouserswillneedtosavetheircurrentmacrospriortotheupgradetoensuretheyarenotlost.Instruc2onsonIS/EpicCentral(ummhcepiccentral.org)

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O365–OfficeProductUpgrade–TrainingAvailable

!  Signupforwebinars

!  Checkout

ComparisonGuides,QuickStartGuidesandmore!

ummhcepiccentral.org

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O365–OfficeProductUpgrade!  RolloutscheduleavailableonIS/EpicCentral.

o ClickontheO365–OfficeProductUpgradeandEmailMigra2onRolloutScheduleunderISProjects,orusethelinkbelow

h]ps://www.ummhcepiccentral.org/projects/o365-office-product-upgrade-and-email-migra2on

!  Datesandrolloutschedulearesubjecttochange

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O365–EmailMigraNon

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!  DefiniNon:o  MovingemailfromUMassMedicalSchool’semailsystemto

Microsoi’sCloudsolu2ono  SeparatefromMicrosoiOutlookupgradetoversion2016

!  Status:o  Currentlyonholdpendingreviewofcurrentdesignfor

“dualdocs/dualpersona’andimpactedUMMHCpolicies

o  CommunityHealthlinkandHealthAlliancehavemigratedfromeachoftheircurrentstand-aloneemailinstancestoUMMHCMicrosoi’sCloudsolu2on

NewFollowMeDesktop(FMD)ApplicaNon

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!  RemovaloftheCitrixFMDicononMonday,March20at9a.m.

!  CitrixFMDwillnotlongerbeavailableasofWednesday,March29at9a.m.

!  VMwareHorizon=thenewFMDapplica2on

!  AnewgreenFMDicon(picturedbelow)willreplacetheexis2ngFMDblueicon

!  ExcepNons:WindowsXPworksta2onsintheOpera2ngRoomsandcoderswhoworkremote–theywillcon2nuetouseCitrixFMD

!  Remoteaccessinstruc2onstoinstallthenewFMDbyMarch29canbefoundontheFollowMeDesktoppageonIS/EpicCentral

OldFMDIcon

NEW!FMDIcon

ISSelf-ServicePortal(ServiceNow)

!  Enablesusersto:o  Reportandtrackthestatusofatechnicalissueo  Requestandtrackthestatusofaproductorserviceo  Submitasecurityaccessrequesto  Accesstoar2cles,how-to’s,etc.

!  Submita2cket:o  MedicalCenter/Clinton/Marlborough-ClicktheISSelf-Servicelinkon

therightsideoftheOurNethomepage,thenclickontheServiceNowlinkinthemiddleofthepage

o  HealthAlliance-ClicktheISSelf-ServicelinkonHealthAllianceLink(HAL)underApplica2on.

o  CommunityHealthlink-ClickontheISSelf-ServicelinkonStaffWeb.

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ISSelf-ServicePortal(ServiceNow)

!  IMPORTANT:Staffneedtoensuretheircontactinforma2onisupdatedintheportaltoavoidservicedelays

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EndUserExperienceLab

!  SeethedeviceswewillusewhenwegolivewithEpiconOctober1

!  LocatedattheHahnemannCampus,Room204(oldpharmacyspace)

!  ContactJoshPetroneatJoshua.Petrone@umassmemorial.orgtoscheduleavisit

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!  Labelprinter!  Mobilelabelprinter!  Mobilelabelprintercharger!  LargeHPstandardprinter!  Desktopscanner!  Barcodescanner!  eSignaturepad!  Monitor!  Laptop!  Worksta2ononWheels(WOW)!  ThinClient(viewFMDdevice)!  FullClient(non-FMDdevice/regularcomputer

MovingDevices

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!  Asareminder,pleasedoNOTmovedevices(e.g.,worksta2ons,printers,phones,etc.)yourself

!  Ifyouneedtomoveadevice,pleasevisitthesitebelowtoenteramoverequesthip://inside.umassmed.edu/campusplanning/UMMHC-Move-Management/

!  Thisisessen2altothesuccessoftheEpicbuildasweprepareforTechnicalDressRehearsal(TDR)

!  DeviceswillneedtoberemappedinEpicifmovedimproperly

TechnicalFreeze&TechnicalDressRehearsal

Technical Freeze – No moving of computers, printers, scanners etc. 7/1 – 12/31 Technical Dress Rehearsal (TDR): Computers mapped to printers, scanners, etc. 7/1 – 9/15 RISK of not freezing the technical environment:

!  Additional dept. disruption !  Considerable re-testing time !  Significant risk to successful go-live

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Jul. Aug. Sept Oct. Dec.Nov.

TECHNICALFREEZE

2017

TDR

10/1/17EpicGo-live

StabilizaNon

RegularCommunicaNons

!  EpicTalkingPoints

!  Informa4onServicesTalkingPoints

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RegularEpicCommunicaNons

!  EpicInsightforLeaders

!  EpicInsightforProviders

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KeepinMind

!  9/2FreezeReminderAsofSeptember2,2016andrunningthroughJune2017,noupdatesorchangescanbemadetoapplica2onsthatinterfacewithEpic.Excep2onsdoapply.VisitIS/EpicCentraltolearnmore.

!  VacaNonMindfulnessPleasebemindfuloftakingconsiderable2meaway(weeksata2me)August14-September23.Duringthis2me,providersandstaffwillberequiredtoa]endEpictrainingoneormoredays,dependingontheindividual’srole.

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QuesNons?

Sendques2ons,comments,[email protected].

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