Partnership for Epic Preparedness (PEP)

Why Epic? Patient Safety Meaningful Use funding through better reporting Improved Documentation Integrated Communication Continuity of Care Evidence-based practice Efficient operations Health Information exchange

History Issue: Struggled to effectively engage operational leadership during the install. The result post go-live: System worked, but operations was not prepared to use it System set-up was not as expected Management was not prepared for what to expect at go-live Solution: Created clinical readiness program

PEP Program Result: ▫ Formalizes communication with operational management ▫ Establishes owners for monitoring key metrics ▫ Ensures strong operational involvement during implementation How: ▫ Accountable individual owners ▫ Education as appropriate ▫ Participate in key events throughout the install ▫ Appropriate expectations set for Go Live and after

Proposed Roles and Activities Roles Clinical Readiness Lead –Andrea Coyle, RN Clinical Readiness Owners Activities Readiness Owner Kickoff* Regular Clinical Readiness Owner meetings Clinical Readiness Day

PEP Owner Monitors needs and successes of department Attend regular meetings Participate in applicable project milestones Understand high risk workflows and key metrics pertinent to area of accountability Ensure staff attend training Manage expectations Monitor adoption and usage

Introduction to Clinical Readiness Readiness Owner Kick- Off Clinical Readiness Day Clinical Readiness Milestones

Between Now and Go-Live The organization as a whole will be increasingly anxious, excited, confused, and hopefully, ready! – Be a steadying presence – Always remain calm – Understand the install plans and the controversial issues – Be careful to not overpromise – going live with new software is challenging

Between Now and Go-Live Some individuals will oppose the project and express severe doubts. Confront resistance early and strongly, yet be a positive presence during this time of change Be an advocate, know why we are doing this project Follow up on issues that cannot be resolved on the spot

Between Now and Go-Live The Project Team will be busy Acknowledge their efforts Help them prioritize issues if they come to you with questions

Implementation Oversight Committees Project Workgroups “In the Weeds” work Pre-existing Committees/ Workgroups

Epic Inpatient Governance Structure EHR Development and Operations Council R. Freeman Inpatient Clinicals K. Burke Inpatient Clinicals K. Burke Steering Committee Stork IOC Beacon IOC Willow IOC Radiant IOC Lab IOC Lab IOC eCareNet EDOC eCareNet EDOC Project Workgroups “In the Weeds” work ClinDoc/ Orders IOC Pre-existing Committees/ Workgroups

Executive VP Group Executive Sponsor Dr. Bob Warren Revenue Cycle J.Dell M.Balassone Revenue Cycle J.Dell M.Balassone eCareNet Committee Inpatient Steering Committee Inpatient Steering Committee Revenue Cycle Steering Committee Revenue Cycle Steering Committee Enterprise Epic Program Administrator Melissa Forinash Inpatient Clinicals K. Burke Inpatient Clinicals K. Burke Training & Support N. Whichard Training & Support N. Whichard Enterprise Reporting & Analytics M. Daniels Enterprise Reporting & Analytics M. Daniels Emergency, OR, & Anesthesia B.Seyfried Emergency, OR, & Anesthesia B.Seyfried Infrastructure & Technical Support K.Nendorf Infrastructure & Technical Support K.Nendorf Gail Scarboro- Hrtiz R. Freeman J. Kratz C. Liddy OCIO/IT Leads Admins & Clinical Leads Legend EHR Development & Operations Council PMO, Dan Furlong Communications, Megan Fink Ambulatory EMR T.Walsh Ambulatory EMR T.Walsh K. Davis S. Miller C. Carr S. Russell S. Harvey K.Weaver Analytics Development & Operations Council Periop Steering & ED IT Steering Committee Advisory & Steering Groups 13 Ambulatory Steering Committee