1. eStar Kick Off for Your Ambulatory Clinic (your clinic name here)
GO LIVE NOV. 2, 2017
Suggested script: Now that we have the Magnet site visit behind us we are turning our attention to eStar ( the Vanderbilt name for epic). I want to share with you the plans that we have or will be putting in place to assure that our area is ready come NOV 2.

2. Here is the overall plan for implementation
Here is the overall plan for implementation. We are in Phase 3, so much of the technical team is focused on finishing the build of eStar and then testing it. We will be gearing up to get ready for training and for some of the major workflow changes for our area. In fact, Registration Fairs will be held during this phase and we will soon know what our specific training schedule will be. More on that in a few minutes.

3. The VUMC go Live readiness model identifies operational leaders for each entity and then site leaders for each area. In nursing there are 150 site leaders – for inpatient areas the manager is usually the site leader, in the clinic it may be a nursing manager or a business manager. Our site leader is______________. Each site leader at VUMC is responsible for identifying super users for their area- so in addition to inpatient and ambulatory patient care areas finance, dietary, pharmacy etc will all have site leaders and super users.
Our Site Leader has identified Super Users who will be instrumental for the transition and the immediate weeks following go-live. They will be our first line of defense, during and after go-live, to answer questions and problem solve as issues arise.
The Nursing go live readiness steering committee decided to also add the role of nursing Epic Leap Preceptor to help support the transition. Nursing composes approx 1/3 of all the users of eStar and we are vital to the successful implementation and optimization of the application post go live. I am your preceptor. As your preceptor I will be working alongside our Site Leader to identify the major changes and impacts to our process and identifying a strategy to minimize disruption of patient care.

4. WHY NOW?
So why are we creating new ecosystem for clinical, operational and technology needs? We want to:
1) Improve patient and care team experience. For patients: online scheduling and one patient bill. For us: Connecting our fragmented IT systems…from nursing documentation to outpatient orders.
2) Improve Efficiency – reducing the number of steps to do things like scheduling a patient, or processing their billing and administrative needs in a clinic - allow us to care for more people, see them sooner – and at lower cost.

5. Roles and Responsibilities
Site Leader
INSERT NAME
Accountable for success of the transition for our area
Accountable for assuring all staff are trained
Hardware
Epic Leap Preceptor
I’m your preceptor
8-10 hours per week for months
Go live readiness and post go live optimization.
Super Users
One for every 10 staff members
Specialized training, full time support during and post go-live
Support/ Consult
Systems Support Services CAPS (Inpt. Units)
Customer Care Specialists (Clinics)
Unit Educator
Epic Change Management and Training Team
Our Site leader is_____ and he/she is accountable for the go live readiness and the success for implementation of EStar in our area. This includes making sure everyone is trained and assuring that we have all the needed hardware.
The Site Leader may delegate readiness tasks and activities to me.  For that reason, I may be out of staffing to focus on eStar go live readiness activities. I am also going to education sessions every couple of weeks to learn what I can do to help lead this effort. Not only will I be engaged in work to get us ready for Nov 2, I will be working on optimizing the use of eStar after we go live.
Are there any super users here? For our area we have identified super users- we are charged with identifying one super user for every 10 staff members. The super users will get earlier training and then be assisting in some of the classes as a teachers aide. In addition to training on the systems that we will use as nurses they will also get some training on how to help the other health care team members in our area ( ie providers). When we go live Nov 2, the super users will be out of staffing and be providing At The Elbow support. They will also be helping us with some go-live readiness activities. There will be additional At The Elbow support from non VUMC staff who are epic experts when we go live.
FOR AMBULATORY ADULT: We will have our customer care specialist _____________to help us on our journey.
FOR AMBULATORY PEDS: We will have our Pediatric Outpatient Support Team (Angie Hunter, Christina Grimes, Jessica Shook, and Rachel Stacey) to help us on our journey.

6. OUR SUPER USER INSERT A LIST OF YOUR SUPER USER PICTURES IF POSSIBLE
Insert your list of super user

7. About Nursing Training
Super User & Preceptor Training 8/7-8/20 & 10/23-10/30
Staff Training : 8/21/17-10/22/17
E modules
Classroom
Practice
50 Classrooms : 2nd floor Critical Care Tower (CCT) & One Hundred Oaks (OHO)
Classes will be 8 hours
Training Pathways established for each site and each role
Defined by role, classes needed and hours
Combo e learning classroom & practice
Complete a practice scenario specific to our area
Training Pathways established for each site and each role
Defines by role, classes needed and hours
Combo e learning classroom & practice
Complete a practice scenario specific to our area
Super User & Preceptor Training 8/7-8/20 & 10/23-10/30
Staff Training : 8/21/17-10/22/17
E modules
Classroom
Practice
50 Classrooms : 2nd floor Critical Care Tower (CCT) & One Hundred Oaks (OHO)
Classes will be 8 hours
Planning is under way to provide help so that we can staff our area and still send people to classes.

8. OUR TRAINING ROLE BASED TRAINING EXAMPLES BELOW
Must Complete e-module before going to class
Must complete classes in sequence
Here is what our training will look like. Our site leader will be meeting with the epic leap training team ( start May 18th) to verify our training plan and to begin to register us for our classes.
Notice that there are training modules that MUST be completed prior to going to the classroom sessions. There is a certificate that will have to be printed as proof of completion – without the certificate you will not be able to attend the classroom sessions. These are also sequential – so it is imperative that we go to training as we are scheduled.

9. User Proficiency Assessment ( UPA)
End of Class check for proficiency of critical task
3 attempts allowed in the classroom
After initial 3 attempts
staff will be offered
additional help to pass
the UPA.
Info about help and
tutoring will be available
closer to training.
End of Class check for proficiency of critical task
Everyone should be able to pass if they are engaged in class. There will be 3 attempts to pass in the classroom immediately after the class. If staff does not pass in the classroom additional help and labs will be available prior to attempting the UPA again. The training department wants to stress that the UPAs are not designed to be difficult. They are based totally on the content that was just taught in the class. As you can see from the stats at Mount Sinai most people pass on their first try. If needed the class can be repeated.

10. Staffing Coordinated efforts in process to assure adequate staffing
Supplement as needed with float pool /outside nurses
I know everyone is worried about how we will get folks out of staffing to send people to training and to have support as we go live. This is a topic being discussed at multiple levels. Assure you staff a plan is being formulated to help support them while they and their peers attend classes. Get with your leadership and edit this slide to included any plans specific to your area.

11. Communication Plan
Identify how you will communicate with all the staff re: various go live readiness activities….FILL IN YOUR INFO HERE (be specific – examples below)
Regular blasts (weekly / bi-weekly on a Wed for example)
Bulletin board in the break room (keep it updated)
Posters / Flyers in bathrooms (keep them updated)
Do you utilize float/temp staff in your area – how will you communicate with them?
Communication from the preceptor needs to be clear, predictable and consistent. It’s okay to have multiple ways to communicate a message(bathroom stalls, newsletter, ), just remember to have patterns to the multiple ways, don’t keep people under your care guessing. Also important to remember that CAN’T be the only way the unit/area gets information. So many people do not regularly read their . So, efforts must be focused at meeting them where they are,

12. Resources https://ww2.mc.vanderbilt.edu/ner/
Here are two websites that are updated regularly with the most current information about EpicLeap.

13. weLearning Videos at Epic UserWeb
Go to and click on EpicUserWeb to register for an account using your Vanderbilt address.
Once you receive access navigate to the weLearning site (located at the bottom of the menu on the right side of the screen) to see short video demos. The following are suggested:
Lesson CLNAMB001 – Overview of Hyperspace in an Outpatient Setting
Lesson AMB001 - Office Visit Demonstration
Lesson AMB017 – Basic Office Visit Workflow
Lesson CLN050 – Overview of In Basket
Lesson MYC004 – Responding to a Medication Renewal Request sent from MyChart
Lesson CLN059 – Reviewing the Chart
Lesson CLN058 – Overview of Navigator
Lesson AMB020 – Documenting Immunizations
Lesson AMB021 – Orders Management
Lesson AMB022 – Clinic Support Visit
Lesson AMB024 – Reviewing Results in In Basket
Staff can set up an Epic User Web account so they can view live video demos of Epic. Here is a list of some basic workflows demos. You may also search by module name (Beacon, Stork, Ambulatory, etc) for demos specific to those modules.

14. Review that these are some of the changes that are coming… much more about these in the coming weeks

15. WORKFLOW SIMULATIONS and PRACTICE SCENARIOS
Begin identifying your most
common patient encounter
workflows now.
Once we have access to the playground environment it will be beneficial to have staff practice these workflows so that when we go live they will have an understanding of how to perform these specific tasks in eStar.
We will be doing workflow simulations with other members of our health care team – ie the providers.
Give some examples
For outpt:

16. EpicLeap Nursing Go-live Readiness site ww2.mc.vanderbilt.edu/ner/
New eStar approved workflows can be found on the EpicLeap Nursing go-live Readiness site at ww2.mc.vanderbilt.edu/ner/. Currently Packets A through D have been presented and reviewed at the VUH Leadership Accountability meeting. The packets are quite large. Not all of the workflows in each packet will apply to you or your clinic. You will want to go through and print out the workflows that impact your area so you can become familiar and identify those workflows that will be considered high-impact.
You may want to remove this slide from your presentation for your area – this is informational for you.

17. Put On Your Oxygen Mask First
Contact April Kapu to discuss opportunities for a Zen Den / Photo Booth and other ideas for staff wellness

18. CBT-i Coach Staff wellness and resilience are very important during an
initiative of this magnitude.
CBT-I Coach was introduced as
a tool that will help towards the
goal of wellness for our staff
It’s a free app for your phone that helps
helps individuals develop healthy
sleep habits
Refer to the information from Margie Gale for additional details.

19. Thank You
What questions do you have???