1. Epic Implementation Updates Mount Auburn Leadership
November 9, 2016

2. Agenda Epic Implementation Timeline Review of Key Upcoming Activities
Data Migration Overview
Super-Users and Training
AD and Exchange Migration

3. Upcoming Milestones (Wave 1)

4. Key Events

5. Key Events

6. Key Events

7. Key Events

8. Key Events

9. Data Migration Overview

10. Conversion Plan Type of Information
How will I see it once we start using Epic?
Patient Information (excluding insurances and guarantors)
Automatically migrated into Epic.
Lab Results
Lab results from the hospital will be automatically migrated into Epic for a lookback time period between 5 and 10 years depending on the lab type
Imaging and Diagnostic Test Results
Results from the past 5 or 10 years (depending on type of test) will be automatically migrated into Epic. Images viewable in PACS.
Past Medical, Surgical and Social Histories
First six weeks of appointments plus a subset of frequent patients will be abstracted prior to first visit in Epic. Practice to abstract moving forward.
Active Problems
First six weeks of appointments plus a subset of frequent patients will be manually reconciled from on CCD loads prior to first visit in Epic. Practice to abstract moving forward.
Current Medications, Allergies, Immunizations
Manually reconcile into the patient’s chart at time of visit in Epic from electronically imported CCDs
Advanced Directives and Living Wills
Need to be abstracted from hospital charts.
Automatically migrated into Epic from eCW or athena.
Vitals
Not migrated. They will be viewable in your old system(s).
Exception: Pediatric vitals will be abstracted prior to go-live from eCW only.
Patient Notes
Not migrated. Viewable in your old system(s).
Coverage and Guarantor Information
Not migrated due to risk of error and high impact. Abstracted manually for patients during their first encounter.

11. Data Migration for Wave 2
Access to Meditech Data will remain as read-only
Patient information, lab results, departmental reports are moved to Epic
In addition to Data Migration, there is a cutover process to ensure that patients admitted during cutover have required information
Active Orders and Medications
Nursing documentation (Height, Weight, Verified Allergies)
Charges

12. AD and Migration

13. AD and Email Migration Agenda
Status Update
Upcoming Activities
Cutover Planning

14. Migration Status as of 11/04
5/22/2018
Migration Status as of 11/04
Total Migrations
Large Migrated Departments
Kiosks
590
TOTAL MACHINES
1775
AD & Accounts
1300
Information Systems
Quality & Safety
Several MAPS Practices
Health Information Management
Nursing Units
Human Resources
Primary Care
Respiratory Therapy
Radiology
Surgery Department
Rehabilitation Services
Food & Nutrition Services
Psychiatry
Employee Health Services
Social Work
Graphic Arts
Admitting
Occupational Health Services
Home Care
Payroll
Hospitalist
PACU, Wyman 4
Pre-Admission Review
Department scheduling, cancellations and application access issues
*Some may be partially complete

15. Summary – Common Incidents
5/22/2018
Summary – Common Incidents
Incidents
Status
Comment
Shared Calendars & Calendar Delegation Issues
Improved
Will migrate dependents as a group
Slow Response
Resolved
Upgrade to Outlook Client may resolve this issue – Confirmed
Missing Distribution Lists
Enabled 95% - pre-check going forward
Secure Messaging – False Positive
Security Function Adjusted
Lost Access to CareGroup Public Folders
Work Around
Manual creation of folder on MAH.ORG
Shared Drive (H:) Access
Manual configuration will resolve
Quest Tool License Limit and Instability Hinder some Migrations
Root cause was disabled AD accounts. License count was also increased.
Problems with Application access hinder Migration for some Departments
Open
Budget Advisor – Resolved.
Open issues: Varian, JIT (Just In Time), Craneware, SPM, Muse, DocuWare

16. AD and Email Migration Agenda
Next steps for migration
We will be reviewing outstanding scheduling for passed departments and working hard towards these over the next two weeks

17. Upcoming Activities
Back-end server migration in progress – 25% complete
Interface migration in progress – 80% complete
Standup and communication of new MAH owned technologies
Remote access
Large file transfer
New Intranet Portal
Full network cutover
Initial planning taking place for early morning 12/14
Full command center and floor support
Planning and communication around temporary downtime procedures