employment opportunity guide · thank you for your interest in joining the epic@jeff team! the...

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Employment Opportunity Guide

February 3, 2015

Thomas Jefferson University © 2015

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January, 2015

Thank you for your interest in joining the Epic@Jeff team!

The implementation of Epic@Jeff will be an exciting, challenging, and rewarding project that will span many years. Through this project, we will improve the care for our patients by increasing safety, quality, and value. As previously noted, this is not just an IS&T implementation, but a complete clinical transformation for Jefferson and its partners. The purpose of this guide is to provide detailed information about the Epic Project, and detailed information about the many positions that are available. In the coming weeks, we will be holding campus‐wide information sessions to provide additional project information, to have Epic representatives demonstrate the most current features of the software, and to answer your questions. In the meantime, please contact Sarah Price ([email protected]) for more information about the project. Thank you. We look forward to this transformation journey! John C. Kairys, MD FACS, CMIO Chair, EHR Guiding Team Mary Ann McGinley, PhD, RN Co‐Chair, EHR Guiding Team

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Epic Overview ........................................................................................................................................................... 4

Organization Chart ................................................................................................................................................... 6

Role Descriptions ...................................................................................................................................................... 7

Project Management Office ................................................................................................................................... 16

Access and Revenue Cycle Team ............................................................................................................................ 18

Ambulatory Team ................................................................................................................................................... 23

Inpatient Team ....................................................................................................................................................... 25

Ancillary Team ........................................................................................................................................................ 30

Informatics Team .................................................................................................................................................... 34

Training Team ......................................................................................................................................................... 37

Technical Team ....................................................................................................................................................... 38

Integrated Functionality ......................................................................................................................................... 43

FAQ’s ....................................................................................................................................................................... 45

Please visit the Internal Applicants page for Jefferson Employees at:

http://www.jefferson.edu/university/human_resources/employment/internal_applicants.html

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EPIC OVERVIEW

THE JEFFERSON EHR VISION

Beginning in 2012, the Critical Care Systems Task Force, the Ad Hoc EMR Committee of the MEC, and the

participants in the EHR planning process developed and promoted a consistent vision for an integrated

Electronic Health Record:

“One patient, One record, One Jefferson – All In!”

1. Establish a unified, consistent and complete Jefferson chart for every patient.

2. Enable an outstanding patient experience through ease of access to services and information.

3. Facilitate high quality and safe patient care with the use of timely, accessible and intelligent systems.

4. Foster communication across the care continuum with a unified patient record.

5. Improve operational efficiency by eliminating duplication of effort and standardizing workflow.

6. Ensure availability, portability and seamless flow of information where and when needed.

7. Facilitate performance improvement, quality measures and public reporting with needed data.

8. Enable clinical research by collecting, aggregating and providing access to appropriate data.

9. Support healthcare education by providing decision support, documentation, and other teaching aids.

10. Promote Jefferson’s position as a leader, innovator and destination for clinical care, education and

clinical research.

WHAT IS EPIC?

Epic is a leading EHR software vendor serving a wide range of academic and community healthcare systems

across the United States. Epic provides a full range of integrated solutions that provide seamless care across

the continuum of care, from ambulatory to acute care and post‐acute care settings. They are recipients of

multiple industry awards, and are ranked as the #1 Overall Software Suite by KLAS, the “Consumer Reports” of

EHR systems. Epic customers hold more Davies Awards than any other vendor’s clients. Davies Awards are

presented by HIMSS (the Health Information Management Systems Society) for “outstanding achievement of

organizations who have utilized health information technology to substantially improve patient outcomes while

achieving return on investment”.

WHY EPIC FOR JEFFERSON?

The selection of Epic for Jefferson involved the participation and input of more than 400 people across our

campus over a two year period. Every aspect of the software was evaluated and validated through onsite

demonstrations, visits to the vendors’ headquarters and user group meetings, as well as multiple discussions

and site visits with peer organizations across the country. In the final evaluation, Epic was the unanimous

choice of the EHR Selection Committee as the vendor who could best help us fulfill our EHR Vision and to meet

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the needs Jefferson’s Blueprint for Strategic Action. It is important to recognize that this implementation is not

just a technical implementation. Rather, it is an organizational “Change Journey” that requires the participation

of every member of the Jefferson family. Epic is merely the powerful tool we have chosen to help us on this

journey.

HOW WILL THE PROJECT BE STAFFED?

More than 140 people will be needed to staff the Epic@Jeff project. In institutions like ours, approximately

80% of implementation positions are typically filled by existing employees. There will be openings for purely

technical positions, as well as positions that bridge the clinical and operational elements of the organization.

We encourage employees who want to be part of a dynamic and challenging project – one that will transform

Jefferson ‐ to join us in this endeavor. Many people who join the project will continue on in positions that will

support the Epic project moving forward. If you are looking to begin an exciting new phase of your career, we

invite you to explore the opportunities that have been posted.

HOW WILL THE WORK BE DISTRIBUTED AMONG THE VARIOUS TEAMS?

The work of implementing Epic will be a collaborative effort divided among 7 main application teams: Access

and Revenue Cycle, Ambulatory, Inpatient, Ancillary, Informatics, Training, and Technical. Within each team,

there will be various subgroups which will focus on one or more particular applications or functions of the

software. Among the sub‐groups, there will be often cross‐over and sharing of activities as the build

progresses. Furthermore, many of the functions will be built collaboratively among several of the teams. It will

be a fast paced and highly interactive environment for everyone involved in the project.

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ORGANIZATION CHART

The Organizational Chart below shows the leadership structure with the different modules and application

teams that will be reporting up to the seven Product Directors. Some areas are not included as they fall under

the responsibilities of more than one single application team.

ORGANIZATION CHART WITH APPLICATION AND MODULE SCOPE AND OWNERSHIP

Project SponsorsPraveen ChopraJohn Kairys MD

Technical Director

Jim McManus

Inpatient Product DirectorMark LaSpada

Ambulatory Product DirectorLeslie Kinkler

Access / Revenue Product

DirectorJoseph Galdi

Epic Executive Project Director

Scott Bullock

HIM/Coding

Cadence Enterprise &

Welcome Kiosk

ResoluteHB

ResolutePB

Back End Systems

Client Systems

Interfaces/Conversions

Inpatient Documentation

OpTime

AnesthesiaSecurity

Willow IP Rx

Beacon Oncology

Willow OP Rx

EpicCare Ambulatory

Radiant

Inpatient Orders

ADT/ Prelude Registration

Informatics Director

Brian Glynn

Project Manager

Operational Leadership

Application/ Function

Team Manager

Director/Executive

Epic Staff

Implementation Coordinator

TBD

Implementation Manager

Ashley Meirick

PMO

Training DirectorJen Cappetta

Clinical

Revenue Cycle

Access

Integrated Testing

Cupid

Phoenix

Beaker

VP, Business Affairs & Portfolio Management

Paul O’Connor

Ancillary Product DirectorRenee Brandell -

Marino

MyChart

Welcome

ASAP

Meaningful Use

Clinical Content

Research

Report Writing

Integration Architect

TBD

21 FT15 Technical

18 FT17 Training

24 FT12 Technical

17 FT5 Technical7 Clinical




Access Operational Champion

TBD

Revenue Cycle Operational Champion

TBD

Nurse ChampionTBD

Physician Champion ‐ Inpatient

TBD

Physician Champion ‐ Ambulatory

TBD

Pharmacy Operational Project

DirectorTBD

Operating Room Operational Project

Director TBD

Diagnostic Imaging Operational Project

DirectorTBD

Operational Leadership

Key

Stork

ICU

Rover

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ROLE DESCRIPTIONS

The principal “roles” of the project can be broken down into the 7 categories listed below. There will be

different combinations of roles, and numbers of people, hired for each team. Please refer to the pages that

follow for more details about each position.

Product Director

Senior Application Analyst

Application Analyst

Clinical Informatics Specialist

Training Specialist

Senior Infrastructure IT Analyst

Infrastructure IT Analyst

For more information regarding the Program Management Office positions, including Project Managers, please

contact Ed Daou.

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ROLE DESCRIPTION ‐ PRODUCT DIRECTOR

The product director, under the direction of the executive project director, ensures that the project is on the right path and has the visibility it requires. This individual guides the project teams through the implementation and is the central point of communication, maintaining a common vision, plan, and goal across all areas of accountability.

Staffing strategy

These positions are staffed from within your organization because they possess organization knowledge, understand the culture and goals. There should be a single product director, to whom senior analysts from specific applications should report, in order to maintain a central point of communication, and project management.

Responsibilities

Responsible for managing the scope, cost, schedule and quality of the assigned Epic applications (i.e. Access & Revenue, Inpatient & Ambulatory, Clinical Ancillaries, etc.)

Ensures proper resources are available to meet project deadlines

Ensures quality of final deliverables assigned to the team

Responsible for resolution of all issues that are escalated to the Executive Core Committee

Responsible for hiring and managing the project team

Responsible for supporting upgrades

Responsible for product delivery

Works with clinical and operations sponsors to ensure product meets business requirements

Serves as a liaison between product team and business owners

Works with Executive Project Director to establish budget and financial forecasts

Providing organizational knowledge and guidance for the project team to facilitate strong and timely decision‐making

Reviewing the progress of the project regularly with Executive Project Director

Coordinating your organization's overall needs and direction with Executive Project Director

Key Competencies

Experience leading large teams of individuals and the ability to manage staff effectively

Strong communication and organizational skills

Past success with large‐scale projects. A good candidate might have successfully led other projects at your organization, such as other software implementations, operations projects, building projects, or other key initiatives.

Healthcare experience (recommended, not required)

Training and Certification

Overview of Implementation training at Epic (experience with or certification in an Epic application is not required)

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ROLE DESCRIPTION ‐ SENIOR APPLICATION ANALYST

Senior Application analysts are the primary support for their product director and specific application. They assist the product director with team issues. They must be very knowledgeable about your organization's policies, procedures, and business operations and coordinate all issues that arise during the project for their application area.

Staffing Strategy

No prior experience with Epic applications is required. Application analysts will attend training to learn their application. In general, each major application or application group has at least one application analyst. Jefferson is looking for individuals who have a good balance of operational knowledge and experience, project management skills, and organizational skills. These roles are typically found in operations or other existing project roles at your organization.

Responsibilities and Skills (that will be acquired)

Leads team meetings

Assists Product Director with deliverables

Facilitates the problem resolution process

Acting as the primary support contact for the application

Coordinating all issues that arise in their application area

Understanding the choices involved in application configuration

Performing in‐depth analysis of workflows, data collection, report details, and other technical issues associated with Epic software

Developing / documenting project team procedures for implementing system changes and other tasks

Serving as a liaison between end users, third parties, and Epic implementation staff

Helping Epic staff to better understand your organization's operational needs, validate workflows, build, and configuration based on Epic's Foundation System

Troubleshooting problems and questions from end users

Analysis of EPIC model content and negotiation of any user requested modifications

Modification of EPIC content as prescribed by project team Populating databases for which they are the owner during the initial system build, with assistance from

Epic staff

Key Competencies

A deep understanding of your organization and the user community in the application coordinator's assigned area

The ability to lead meetings, prioritize, resolve conflicts, maintain issues lists, and manage a project plan

Strong communication and follow‐up skills

The ability to probe for information about the underlying needs of the organization and user community, which directly influences how the system will be built

Strong project management and organizational skills

The ability to communicate effectively with project leadership and subject matter experts

The ability and interest to learn the software and increase their knowledge over time

Eagerness to learn the system and promote it within your organization

Operational experience (helpful, not required)

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ROLE DESCRIPTION ‐ APPLICATION ANALYST

Application analysts are the primary support for the application. They must be very knowledgeable about your organization's policies, procedures, and business operations and coordinate all issues that arise during the project for their application area.

Staffing Strategy

No prior experience with Epic applications is required. Application analysts will attend training to learn their application. In general, each major application or application group has at least one application analyst. Jefferson is looking for individuals who have a good balance of operational knowledge and experience, project management skills, and organizational skills. These roles are typically found in operations or other existing project roles at your organization.


Acting as the primary support contact for the application

Coordinating all issues that arise in their application area

Understanding the choices involved in application configuration

Performing in‐depth analysis of workflows, data collection, report details, and other technical issues associated with Epic software

Developing / documenting project team procedures for implementing system changes and other tasks

Serving as a liaison between end users, third parties, and Epic implementation staff

Helping Epic staff to better understand your organization's operational needs, validate workflows, build, and configuration based on Epic's Foundation System

Troubleshooting problems and questions from end users


Modification of EPIC content as prescribed by project team

Populating databases for which they are the owner during the initial system build, with assistance from Epic staff

Preparing details of specifications as needed

Developing and documenting internal procedures

Key Competencies





Strong project management and organizational skills




Operational experience (helpful, not required)

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ROLE DESCRIPTION ‐ CLINICAL INFORMATICS SPECIALIST

The Clinical Informatics Specialist is a primary support contact and works with the other members of the EHR team in coordinating the implementation efforts with the end users/operations stake holders. The Clinical Informatics Specialist will be responsible for coordinating and communicating with the end users and representatives from all areas of the hospital related to their specific application. They will use their clinical background and subject matter expert (SME) experience to benefit the build and support of the EHR application.

Staffing Strategy

No prior experience with Epic applications is required. Clinical Informatics Specialists will attend training to learn their application. In general, each major application or application group has at least one Clinical Informatics Specialist. Jefferson is looking for individuals who have a good balance of operational knowledge and experience, project management skills, and organizational skills. These roles are typically found in clinical operations (RN’s, MA’s, tech’s) or other existing project roles at your organization.


Understanding both the clinical and business workflows to achieve strategic outcomes for the implementation


Modification of EPIC content as prescribed by project team

Populating databases for which they are the owner during the initial system build, with assistance from Epic staff

Analyzing data conversion needs

Understanding choices in application specifications

Preparing details of specifications as needed

Aiding trainers during user training

Performing back end upgrades and setup as required

Managing and maintaining ancillary supporting systems (Citrix, Windows, etc.)

Key Competencies


Uses analytic skills and experiences to investigate/resolve and/or escalate support issues

Researches, analyzes and makes recommendations for application work flow improvements

Creates and analyzes reports created using multiple reporting mechanisms

Skillful at managing change. Good problem solving skills




Utilizes project management principles to assist in achieving stated outcomes




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ROLE DESCRIPTION ‐ TRAINING SPECIALIST

The IT Training Specialist will be an integral part of the EHR implementation team who will work with the IT Training Manager, subject matter experts, EHR management, and application team members to develop, deliver, and optimize the Epic training program. This dynamic candidate must possess strong organizational skills and the ability to manage multiple priorities. The position requires a background in instructional design/ curriculum development and knowledge of adult learning methods and must possess excellent presentation skills, strong technical documentation skills, and proficiency in Microsoft Office.

Staffing Strategy

No prior experience with Epic applications is required. IT Training Specialists will attend training to learn their application. In general, each major application or application group has at least one trainer. Jefferson is looking for individuals who have a good balance of operational knowledge and presentation skills. These roles are typically found in operations or other existing project roles at your organization.


Mastering both an Epic application and your organization's specific workflows

Developing and implementing the training program for their respective application(s)

Building, testing, and maintaining the training environment

Creating and maintaining all training materials

Training and credentialing additional classroom trainers to assist with end‐user training

Maintaining policy and procedure documentation

Maintaining the training curriculum and training environment, and delivering ongoing training post‐live

Key Competencies

A proficiency in Microsoft Word and Excel

Skill and experience in adult education

A detailed understanding of workflows and system configuration

Strong interpersonal skills and effective communication skills

Strong organizational skills

A strong belief in the value of the Epic install

The ability to write well

Clinical or operational experience (recommended but not required)

Training and certification

Principal trainers should attend application training at Epic and complete certification with the rest of the project team. In addition to application camp, principal trainers attend a series of Training, Environments, and Documentation (TED) courses geared designed for principal trainers.

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ROLE DESCRIPTION ‐ SENIOR INFRASTRUCTURE IT ANALYST

The Senior Analyst role provides Subject Matter Expertise on the Epic product they support. They have knowledge and expertise in the product’s capabilities and how the product provides real world solutions for healthcare organizations. The role provides support for the current Team Leads and their success, and maybe required to step into the Team Lead role and manage application teams.

The Senior Infrastructure IT Analyst coordinates the technical aspects of the implementation, including hardware, processes and decisions, and the project plan. The Senior Infrastructure IT Analyst reports to the Technical Product Director and should participate in project scope and direction discussions.

This role is ideally filled by someone who is organized, strong in project management, and has a technical background with a general understanding of the technical infrastructure and staff, including servers, storage, network, and desktop support teams.

Staffing Strategy

No prior experience with Epic applications is required. Infrastructure IT analysts will attend training to learn their application. Early staffing of this role is critical to ensure technical tasks are completed to meet your implementation timelines. Jefferson is looking for individuals who have a good balance of technical knowledge and experience, project management skills, and organizational skills. These roles are typically found in Information Technology at your organization.


Ensuring that technical requirements and tasks are understood, clearly communicated, and executed on time

Updating technical and interface project plans, technical trackers, and other workplans

Acting as a liaison between the technical team and the application team

Ensuring that technical staffing levels are maintained and that training and certification requirements are met

Maintaining close communication with the Epic technical coordinator, technical manager, and system representatives

Coordinating production and non‐production hardware and software support for your Epic

infrastructure including servers, network, storage, backup, operating systems, virtualization platforms, and desktop devices

Tracking technical integration issues and coordinating issue resolution

Ensuring that the systems teams provides routine system monitoring and that issues are mitigated

Leading infrastructure capacity planning and monitoring activities

Assessing and procuring Caché and third party licenses as needed

Working with application and technical teams and project and organization leadership to develop, document, and test downtime and recovery processes

Key Competencies

This role is ideally filled by someone who is organized, a strong communicator, strong in project management, and has a technical background with a general understanding of the technical infrastructure and staff, including servers, storage, network, and desktop support teams

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Overview of Implementation (during Phase 1 ‐ optional) Technical Overview of Implementation, Epic e‐learnings: System Pulse, Hardware Overview, Overview of

Hyperspace, Introduction to Chronicles, Printing Overview, Office Visit Demonstration, Preadmitting a New

Adult Patient, Physician Rounding Overview, Preadmitting a New Adult Patient

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ROLE DESCRIPTION ‐ INFRASTRUCTURE IT ANALYST

The infrastructure IT analyst coordinates the technical aspects of your implementation, including hardware, processes and decisions, and the project plan. The infrastructure IT analyst reports to the technical product director and should participate in project scope and direction discussions. This role is ideally filled by someone who is organized, strong in project management, and has a technical background with a general understanding of the technical infrastructure and staff, including servers, storage, network, and desktop support teams.

Staffing Strategy

No prior experience with Epic applications is required. Infrastructure IT analysts will attend training to learn their application. Early staffing of this role is critical to ensure technical tasks are completed to meet your implementation timelines. Jefferson is looking for individuals who have a good balance of technical knowledge and experience, project management skills, and organizational skills. These roles are typically found within IS&T.


Ensuring that technical requirements and tasks are understood, clearly communicated, and executed on time

Updating technical and interface project plans, technical trackers, and other workplans

Acting as a liaison between the technical team and the application team

Ensuring that technical staffing levels are maintained and that training and certification requirements are met

Maintaining close communication with the Epic technical coordinator, technical manager, and system representatives

Coordinating production and non‐production hardware and software support for your Epic

infrastructure including servers, network, storage, backup, operating systems, virtualization platforms, and desktop devices

Tracking technical integration issues and coordinating issue resolution

Ensuring that systems teams provides routine system monitoring and that issues are mitigated

Leading infrastructure capacity planning and monitoring activities

Assessing and procuring Caché and third party licenses as needed

Working with application and technical teams and project and organization leadership to develop, document, and test downtime and recovery processes

Key Competencies

This role is ideally filled by someone who is organized, a strong communicator, strong in project management, and has a technical background with a general understanding of the technical infrastructure and staff, including servers, storage, network, and desktop support teams


Overview of Implementation (during Phase 1 ‐ optional)

Technical Overview of Implementation, Epic e‐learnings: System Pulse, Hardware Overview, Overview of Hyperspace, Introduction to Chronicles, Printing Overview, Office Visit Demonstration, Preadmitting a New Adult Patient, Physician Rounding Overview, Preadmitting a New Adult Patient

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PROJECT MANAGEMENT OFFICE

The Program Management Office (PMO) is responsible for coordinating all activities of the Epic Implementation Project, and serves as the interface between the Jefferson Build Teams and the supporting advisory and governance structures. The ability of the PMO to schedule activities and track milestones is critical to keeping the project on track.

Interim Executive Project Director: Scott Bullock, DPM (Encore Consulting)

Message from the IEPD: “I have seen Epic installed across many organizations. I am excited to be part of this organizational transformation. I look forward to supporting the team here to the best of my abilities.”

PROJECT MANAGEMENT OFFICE

Role # Typical Background Comments

Project Manager 2 Project Director will work with Program Director to provide guidance to the project team through the phases of the project. Guidance will be focused on Strategic Approach, Communication, stakeholder engagement, issue resolution and coordination of activities.

Integration Architect 1 Prior Epic experience preferred

Ensures build integration between the various applications. Provides oversight of the process integrated touch points across the enterprise. Focused on Enterprise workflows, this resource is able to develop working relationships with key stakeholders such as: Operational Leaders, project members and leaders. Prior Epic Implementation experience is preferred.

Project Analyst 2 Project management

Administrative Assistant 2 Administrative experience,

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Communications / Change Enablement

2 Communications

Finance / Sourcing / HR Staff 1 Finance, Sourcing, HR Department

These positions are specific to Epic Program Management Office. For information about these positions, please contact Ed Daou.

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ACCESS AND REVENUE CYCLE TEAM

The Access and Revenue Cycle module encompasses all aspects of patient registration, scheduling, and hospital/professional billing. The building of this module is critical to promoting ease of patient access and ensuring the financial success of the organization.

Product Director: Joe Galdi

Message from the Product Director: “It is with great honor and excitement that I’ve accepted a Product Director position with Jefferson’s Epic Team. As we build a solid infrastructure for Jefferson’s future, we’re looking for some key individuals in the areas of Billing, Patient Access, HIM, and Scheduling to help pave the way. If you consider yourself a change agent and are as passionate about supporting Revenue Cycle as I am, then please consider joining me in this endeavor. It promises to be a very rewarding journey!”

ADT / PRELUDE (REGISTRATION)


Senior Application Analyst 1 Business Office, IS&T

Responsible for assisting in the design and build of the Inpatient registration module. Must have a thorough understanding of the registration process, along with bed tracking, bed turnover, bed assignments, etc.

Application Analyst 3 Business Office, IS&T

ADT/Prelude (Registration) ‐ Prelude provides tailored workflows, wizards and extensive error checking to help users complete registrations swiftly and accurately. Rules‐based work queues efficiently organize follow‐up activity according to flexible criteria, targeting problem registrations and delegating follow‐up to the appropriate staff.

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CADENCE (SCHEDULING)


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of the Cadence scheduling module. Understanding of the configuration and setup required for the different scheduling workflows is required.


Cadence (Scheduling/Referrals) ‐ Cadence serves as an intelligent partner for users, providing context‐specific instructions, conflict checking and solutions for complicated appointment searches. Comprehensive rules‐based scheduling features accommodate the needs of each clinician, room and piece of equipment

RESOLUTE HOSPITAL BILLING


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of the hospital billing module. Must have a complete understanding of the hospital billing regulatory requirements, workflow and error queue resolution, claims adjudication. Must work collaboratively with insurance, other third party vendors, and IT personnel.


Application Analyst ‐ Claims 1 Business Office, IS&T This position is focused specifically on Claims

Resolute Hospital Billing (Hospital Billing) ‐ Resolute Hospital Billing is a dynamic, hospital account‐based system that coordinates inpatient and outpatient billing for hospital‐based charges

Resolute Hospital Claims (Hospital Claims) ‐ Covers everything you need to do to get your system ready to submit claims. We've broken it down into three types of tasks: • Tasks related to making sure that payor‐specific information is included on a claim. • Tasks related to sorting and processing claims. • Tasks related to printing and sending claims

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Other functionality supported by this team:

Benefits Engine (Epic Tool) ‐ Epic applications use the Benefits Engine to determine patients' benefits, including financial responsibility, referral and authorization requirements, and provider network information. Epic's financial applications – Resolute Professional Billing, Resolute Hospital Billing, and Tapestry – rely on the Benefits Engine to support important functionality, but the Benefits Engine also impacts many other applications. Charge Router (Epic Tool) ‐ The Charge Router is the powerful Epic tool for communicating charge information from clinical to billing systems. You can use the Charge Router for collecting, reviewing, modifying, and routing charges, whether or not your organization is live on Resolute Hospital Billing or Resolute Professional Billing. Hospital Coding (Coding) ‐ Epic’s Hospital Coding application provides a place to store codes that have been calculated manually or, more commonly, through a third party system called an encoder. The third party system may be accessed within Epic. After the codes are validated and the DRG is calculated in the third party system, the information is filed back to Epic and used for billing. Epic continues to validate coding when coding updates are made as a result of errors in billing or claims processing. Single Billing Office (One Bill‐Patient) ‐ Single Billing Office (SBO) unifies your billing office's patient‐facing elements. Resolute DBC Management (Grouper Management) ‐ Because most services are billed using DBCs (Diagnose

Behandel Combinaties), Epic uses DBCs to group and route all charges, including those that are actually billed as individual charge lines.

RESOLUTE PROFESSIONAL BILLING


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of the professional billing module. Must have a complete understanding of the professional billing regulatory requirements. Must work collaboratively with physicians, insurance vendors, and IT personnel.


Application Analyst ‐ Claims 1 Business Office, IS&T This position is focused specifically on Claims

Resolute Professional Billing (Professional Billing) ‐ Resolute Professional Billing provides comprehensive billing and accounts receivable capabilities for large ambulatory care environments and physician groups

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Resolute Professional Claims (Professional Claims) ‐ You can use the Claims module in Hyperspace to perform the basic steps of claim processing. You can create claim runs, view claim run information, create paper and electronic claims, and print claim run reports. You can accept or reject individual claims or entire claim runs. You can also unschedule claim runs that you have scheduled for processing, acceptance, or rejection.


Benefits Engine (Epic Tool) ‐ Epic applications use the Benefits Engine to determine patients' benefits, including financial responsibility, referral and authorization requirements, and provider network information. Epic's financial applications – Resolute Professional Billing, Resolute Hospital Billing, and Tapestry – rely on the Benefits Engine to support important functionality, but the Benefits Engine also impacts many other applications. Charge Router (Epic Tool) ‐ The Charge Router is the powerful Epic tool for communicating charge information from clinical to billing systems. You can use the Charge Router for collecting, reviewing, modifying, and routing charges, whether or not your organization is live on Resolute Hospital Billing or Resolute Professional Billing. Single Billing Office (One Bill‐Patient) ‐ Single Billing Office (SBO) unifies your billing office's patient‐facing elements

Resolute DBC Management (Grouper Management) ‐ Because most services are billed using DBCs (Diagnose

Behandel Combinaties), Epic uses DBCs to group and route all charges, including those that are actually billed

as individual charge lines.

HEALTH INFORMATION MANAGEMENT (HIM)


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of the HIM module. Must have a complete understanding of clinical documentation requirements, diagnosis coding, ROI, computer assisted coding products.


Health Information Management (HIM) ‐ Provides easy‐to‐use tools to simplify medical records management tasks, including: Chart and Film Tracking, Chart Deficiencies, Release of Information, Coding and Abstracting


Scanning (HIM) ‐ 3rd party vendor needed with defined documents and processes. Chart Tracking (HIM) ‐ Chart Tracking gives you the tools you need to create and manage your facility's paper charts and track their movement throughout your organization. Even when your organization is transitioning away from paper entirely, you likely have many historical paper charts that providers, patients, and other

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users can request and review. Chart Tracking allows you to check a paper chart in and out of chart stations so that you can easily know where it is in your facility. Deficiency Tracking (HIM) ‐ Deficiency Tracking is a module of Health Information Management (HIM). Deficiency Tracking allows you to create chart deficiencies automatically, to monitor deficiencies for completion and to identify providers who have outstanding deficiencies.

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AMBULATORY TEAM

EpicCare Ambulatory combines chart review, order management, and documentation in a fast system that can learn your preferences while you work. It organizes patient information, suggests actions, and guides coordinated care across physical care settings. EpicCare's embedded analytics and population management infrastructure support the transition to value‐based care models.

Product Director: Leslie Kinkler

Message from the Product Director: “I am thrilled to accept the position as Product Director for the ambulatory practices and look forward to working with the team to deliver an excellent product to our practices. Our executive leadership has demonstrated a firm commitment to the success of the EPIC implementation and I am eager to work with them to achieve this goal. I look forward to meeting with our providers and staff to ensure that we meet their needs and that we provide our patients with a quality experience.”

EPICCARE AMBULATORY (OUTPATIENT)


Senior Application Analyst 1 IS&T Responsible for assisting in the design and build of the Ambulatory module. Understanding of the ambulatory / physician practice model is required.

Application Analyst 8 IS&T

Clinical Informatics Specialist 5 Outpatient RN/MA

EpicCare Ambulatory (Charting, CPOE, e‐Prescribing, Decision Support, Results Review, Radiology, Residency Support, Coding, Benefits,) ‐ EpicCare combines chart review, order management, and documentation in a fast system that can learn your preferences while you work. It organizes patient information, suggests actions, and guides coordinated care across physical care settings. EpicCare's embedded analytics and population management infrastructure support the transition to value‐based care models.


Welcome Patient Kiosk (Self Service) ‐ Welcome offers patients self‐service options at the start of the care process through an intuitive touch‐screen interface. Welcome lets patients (or their parents and guardians) complete a variety of tasks such as checking in or checking out for appointments, reviewing registration information, and making payments on account balances. Home Health and Hospice Billing (H & H Billing) ‐ In EpicCare Home Health, OASIS (Outcome and Assessment Information Set) assessments of the patient's condition are performed throughout the certification period.

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Some of the OASIS assessments are associated with a Home Health Resource Group (HHRG) code that is ultimately translated to a Health Insurance Prospective Payment System (HIPPS) code, which appears on a claim. When an assessment is locked (either manually or automatically after a seven day period), a corresponding charge is posted to the account for that certification period and appears on the claim.

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INPATIENT TEAM

EpicCare Inpatient spans hospital departments and roles to connect each member of the care team to a single record and embedded clinical intelligence. It ensures that clinical decisions are based on the most up‐to‐date information and promotes care that is safe and well‐coordinated.

Product Director: Mark LaSpada, RN

Message from the Product Director: “I am very excited to take on this new role of Epic Inpatient Product Director. Our transition to Epic will enable us to provide seamless patient centered care, improve operational efficiency, and help us lead the way in innovative healthcare. I am looking to build a team of people who are enthusiastic and committed to improving the patient experience and solidifying Jefferson’s standing as a leader in the healthcare industry. Please join me on this transformational journey to ‘One Patient, On Record, One Jefferson’ ”

CLINICAL DOCUMENTATION


Senior Application Analyst 1 IS&T Responsible for assisting in design and build of clinical documentation (provider, nursing, allied health), collaborating across the enterprise implementation. Experience with clinical documentation is preferred.


Clinical Informatics Specialist 3 Inpatient RN/MA

EpicCare Inpatient Clinical Documentation (Clinical Documentation) ‐ Focuses on activities used by nurses and ancillary providers, flowsheets, medication administration, the work list, patient education and care plans.


Stork (Obstetrics Labor/Delivery) ‐ Obstetric information system Barcode Administration (5 Rights, Mobile Meds) ‐ Barcoded medication administration (BCMA) process and proper alert setup can help protect patients from transcription, dispensing, and administration errors. BCMA technology supports nurses in confirming the five rights of medication administration in real time. Epic Monitor (Patient Remote Monitoring) ‐ Clinicians can oversee an individual patient or a specific patient population from a remote location, acting as a safety net to detect deteriorating patients early.

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Clinical Case Management (Case Management) ‐ Clinical Case Management (CCM) module to help centralize the workflows for case managers in order to reap the benefits of the integrated system. This module is free with the EpicCare Inpatient license. It is designed to integrate with ADT, though you don’t have to use this application to use aspects of the CCM module. Inbasket (Messaging) ‐ In Basket is a secure, closed messaging system that allows users to send and receive messages about patient care and billing needs within Epic. Long Term Care (Long Term Care Documentation) ‐ Long Term Care encompasses care and services for individuals with chronic illnesses or disabilities who can't care for themselves. Because of these federally mandated guidelines, long‐term acute care (LTAC) and skilled nursing facilities (SNF) have unique documentation and patient population tracking needs. ICU (Intensive Care) ‐ Epic's ICU module supports users in super acute, comprehensive care, and interventional care environments, combining the functionality of our core clinical systems with targeted features and information displays. Rover (Handheld Solution) ‐ Rover is an extension of EpicCare Inpatient, providing a handheld solution for inpatient nursing staff, respiratory therapists, and other inpatient clinical staff to perform common review and documentation workflows. Rover Phlebotomy (Lab Handheld Solution) ‐ Rover for Lab allows phlebotomists to complete specimen collection workflows using a handheld device. EpicCare Home Health and Hospice (Home Health and Hospice) ‐ EpicCare Home Health is a portable care management tool for home care providers, offering easy‐to‐use documentation and charting tools that help coordinate patient care, improve communication with physicians and handle case assignments. EpicCare Hospice is designed to fit the work patterns and routines that most home care professionals follow.

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ORDERS (PHYSICIAN ORDER ENTRY)


Senior Application Analyst 1 IS&T Responsible for assisting in the design and build of orders and order sets across the enterprise (Inpatient acute care, ambulatory). An understanding of orders workflow is preferred.


Clinical Informatics Specialist 2 Inpatient RN/MA

EpicCare Inpatient Orders (Orders) ‐ Building SmartGroups, SmartSets and Order Sets.


Infection Control (Infection Control Monitoring) ‐ A new set of tools to monitor patients at risk of infection, track the spread of infections and report to the government about healthcare associated infections. Med Rec (Mediation Reconciliation) ‐ Medication reconciliation is the process of documenting and maintaining a complete list of the patient's medications during a hospital admission or an outpatient visit by the use of specialized navigators. Smart Tools (Efficiency Tools) ‐ SmartTools are records that help users document common information quickly and easily. When used effectively, SmartTools can help increase efficiency and consistency in documentation across your organization.

EpicCare Core Specialty Support (Specialty Build) ‐ To help ensure that your specialty physicians are happy and successful using Epic, it's important to configure Epic to meet the needs of specialty practices, where physicians and other practitioners have unique workflows, unique ordering and documentation needs, and unique patient populations.

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ASAP (EMERGENCY DEPARTMENT)


Senior Application Analyst 1 IS&T Responsible for assisting in the design and build of the emergency services department Epic ASAP module.


Clinical Informatics Specialist 1 Emergency RN/MA

ASAP (Emergency Department) ‐ ASAP Emergency Department Information System streamlines workflows and helps improve care delivery in busy emergency departments.

OPTIME (OR/PERI‐OP MANAGEMENT)


Senior Application Analyst 1 IS&T Responsible for assisting in the design and build of the OpTime/Anesthesia module. Clinical experience in the operating suite is preferred.


Clinical Informatics Specialist 1 OR RN/MA, Peri‐Op RN/MA

OpTime (OR Management) ‐ OpTime Operating Room Management System helps improve surgeon productivity, schedule utilization and perioperative documentation in both inpatient hospitals and ambulatory surgical centers

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ANESTHESIA


Senior Application Analyst 1 IS&T

Application Analyst 1 CRNA, OR RN/MA/CAN

Anesthesia (Anesthesia Management) ‐ Epic Anesthesia Information Management System is designed to provide clinical documentation tools wherever anesthesia services are needed in your organization.

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ANCILLARY TEAM

The Epic ancillary modules support the content and functionality designed for the pharmacy and lab, in addition to the direct patient care specialties of radiology, transplant, and oncology.

Product Director: Renee Brandell‐Marino

Message from the Product Director: “It is my honor to accept the position of Product Director for Ancillary Systems on the Epic@Jeff Team. As we embark on this exciting transformational journey, I am looking to build a team of motivated, dedicated, and enthusiastic individuals in the areas of Laboratory, Radiology, Oncology and Pharmacy. Together, we will build the infrastructure for the Jefferson’s future. It will be the journey of a lifetime.”

WILLOW INPATIENT (PHARMACY)


Senior Application Analyst 1 IS&T Responsible for leading the design and build of the Inpatient pharmacy module. Experience with implementation of clinical pharmacy systems, workflows, go live conversions of existing orders, testing and validation of systems is preferred.


Clinical Informatics Specialist 1 Pharmacist, Pharmacist Tech

Willow Inpatient (Pharmacy System) ‐ Willow Inpatient Pharmacy System is a key component of Epic's "closed‐loop" medication ordering and administration process, linking pharmacists, ordering physicians and nurses to a single order record.


Willow Inventory (Pharmacy Inventory System) ‐ Willow Inventory is Epic's perpetual pharmacy inventory

management system.

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WILLOW AMBULATORY (OUTPATIENT PHARMACY)


Senior Application Analyst 1 IS&T Responsible for leading the design and build of the ambulatory pharmacy module. Experience with implementation of clinical pharmacy systems, workflows, go live conversions of existing orders, testing and validation of systems is preferred.

Clinical Informatics Specialist 1 Pharmacist, Pharmacist Tech

Willow Ambulatory (Outpatient Pharmacy) ‐ Willow Ambulatory is Epic’s outpatient pharmacy system, which leverages an integrated approach to receiving, filling, and dispensing prescriptions.


Willow Inventory (Pharmacy Inventory System) ‐ Willow Inventory is Epic's perpetual pharmacy inventory

management system.

BEAKER CLINICAL PATHOLOGY (CLINICAL LABORATORY)




Clinical Informatics Specialist 2 Lab Tech

Beaker Clinical Pathology (Clinical Laboratory) ‐ Beaker Clinical Pathology provides seamless integration with Epic's Enterprise EMR, eliminating the need for multiple interfaces. It accommodates draw stations, clinic labs, hospital labs and large reference labs. Barcode‐enabled workflows allow lab techs to track specimens within and across sites.


OutReach (Connections to affiliated ancillaries) ‐ OutReach, a tool that allows you to place lab orders and

access your lab's data repository using a standard Web browser.

Cohort (Lab System) ‐ The public health laboratory information system.

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PHOENIX TRANSPLANT



Clinical Informatics Specialist* 1 Transplant RN/MA

Phoenix (Transplant) ‐ Transplant departments have unique documentation and patient population tracking

needs. Phoenix allows transplant clinicians to easily access data collected across the entire continuum of care

to inform their clinical decisions.

RADIANT (RADIOLOGY)


Senior Application Analyst 1 IS&T Responsible for assisting in the design and build of the Radiant RIS module. Experience with RIS or PACS driven workflow required, along with PACS/medical imaging process and technology.


Clinical Informatics Specialist 1 IR RN/MA, Radiology Tech

Radiant (Radiology Management) ‐ Radiant Radiology Information System combines tools for rules‐based scheduling, documentation, results communication, chart/film tracking and detailed statistical reporting in a unified system that is fully integrated with our clinical systems

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BEACON (ONCOLOGY)




Clinical Informatics Specialist 1 Oncology RN/MA

Clinical Informatics Specialist ‐ Pharmacy

1 Pharmacist, Pharmacist Tech

Responsible for leading the design and build of the oncology pharmacy module. Experience with implementation of clinical pharmacy and oncology systems, workflows, oncology protocols, chemotherapy delivery, go live conversions of existing orders, testing and validation of systems is preferred.

Beacon (Oncology) – Beacon expands upon the specialty features in EpicCare Ambulatory and EpicCare Inpatient that assist with chemotherapy ordering and administration.

CUPID (CARDIOLOGY)




Clinical Informatics Specialist 1 Cath Lab RN/MA, Cath Tech

Cupid is Epic’s cardiovascular information system (CVIS).

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INFORMATICS TEAM

Effective data management and analytics implementation are both challenging and vital to the success of our organization. Our Epic system will contain a wealth of information that our organization can use to manage your business more efficiently and to provide better patient care and improve clinical outcomes. Good planning, thoughtful hiring, and active participation from groups across the organization are essential to making analytics work for you.

Product Director: Brian Glynn

Message from the Product Director: “It is a privilege and an honor to lead Jefferson’s Epic Team in the role of Informatics Product Director. The transformational journey we are about to embark upon will position Jefferson as an innovative provider of high quality patient care. We are looking to build a team of highly motivated, dedicated, and dynamic professionals who are eager to revolutionize the management of data across the continuum of care at Jefferson. If you want to be part of an amazing journey, please consider this opportunity. ”

CLINICAL CONTENT, MEANINGFUL USE, AND QUALITY METRICS


Senior Application Analyst 1 Business Office, IS&T

Clinical Informatics Specialist 1 Business Office, IS&T, Works in tandem with the Clinical Content analyst, reports directly to the Informatics Director

Clinical Content Analyst is responsible for the standardization of the content used across the clinical applications in the Inpatient and Outpatient setting. The meaningful use / quality / metrics analyst is responsible for implementation of the meaningful use and quality metrics content build across the organization.


Core Measures Reporting (Care Measures) ‐ Epic provides you with reporting functionality to monitor core measures in real time and find ways to improve compliance.

Meaningful Use Reporting (Meaningful Use) ‐ Epic has created a number of tools within our system and documented our knowledge in a robust set of guides to help your organization pursue Meaningful Use. Meaningful Use is a government incentive program to reward eligible professionals (EP) and eligible hospitals (EH) who invest in electronic health records (EHR). To receive incentive payments, the EPs and EHs must demonstrate that they are “meaningfully using the EHR” by meeting a set of objective measurements established by CMS.

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PHYSICIAN LIAISON AND RESEARCH BILLING AND FUNCTIONALITY


Senior Application Analyst 1 Physician Group, IS&T Serves as an integrated builder and liaison to Jefferson Physicians

Application Analyst 1 IS&T Research Billing Integration analyst

Clinical Informatics Specialist 1 Business / Research Office, IS&T

Research clinical tools integration

The Physician Informaticist will be integrated into the build team to speak to the clinical and billing needs of a

clinician across areas including reporting, note writing, clinical documentation, ordering, workflow, and

regulatory. They will also serve as an integrated liaison with the physician advisory groups across the

organization.

The Research Billing Integration analyst and Research Clinical Tools integration team will work with the

research coordinators to implement a consistent workflow for identifying and coordinating patients involved

in research studies. They will work closely with the clinical and revenue teams to develop research workflows.

CLARITY REPORT WRITER – CLINICAL APPLICATIONS


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of Clarity Reports for Epic. Identify current clinical reporting needs and determining which standard reports from Epic maybe used or repurposed.


Clinical Informatics Specialist 3 Business Office, IS&T

Clarity (Analyst Enterprise Reporting) ‐ The Clarity ETL process extracts data from your Chronicles environment and loads it into your Clarity database. This team will focus on the Clinical Teams reporting needs.

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CLARITY REPORT WRITER – ACCESS APPLICATIONS


Senior Application Analyst 1 Business Office, IS&T Responsible for assisting in the design and build of Clarity Reports for Epic. Identify current Revenue Cycle reporting needs and determining which standard reports from Epic maybe used or repurposed.


Clinical Informatics Specialist 2 Business Office, IS&T

Clarity (Analyst Enterprise Reporting) ‐ The Clarity ETL process extracts data from your Chronicles environment and loads it into your Clarity database. This team will focus on the Access Team reporting needs.

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TRAINING TEAM

The training team will create the end‐user learning package, prepare end users to use the system on the first day of go‐live through development of a robust curriculum of preparatory e‐learning lessons, lesson plans, hands‐on exercises, post‐training e‐learning lessons, "quick start guides" and optimization materials. These materials are tailored to specific roles and are scenario‐driven.

Product Director: Jennifer Cappetta

Message from the Product Director: “It’s an honor and a pleasure to step into this Product Director role. I am very eager to embark on the Epic@Jeff implementation journey and participate in delivering the promise of ‘One Patient, One Record, One Jefferson’. I am seeking a team of dedicated individuals who are committed to excellence in training and collaboration across all functional areas of the project. We will work diligently to provide a superior learning experience and ensure that all Jefferson staff become proficient in using the new software.”

IT TRAINING SPECIALISTS (INSTRUCTIONAL DESIGNERS / PRINCIPAL TRAINERS)


IT Training Specialist 17 Training team, RN, MA

The IT Training Specialists (Instructional Designers) are responsible for developing the curriculum for the end users with their associated application modules. In addition they will work with Epic to create a training environment and test patients for a team of trainers to teach the functionality to the end users prior to Go Live and during the stabilization as new individuals enter the organization.

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TECHNICAL TEAM

Epic is a powerful system that relies on a solid hardware and infrastructure foundation. The technical team ensures that your Epic system is designed and maintained for high levels of availability and performance. This guide describes the key technical roles and associated responsibilities for managing the components of the Epic architecture.

Product Director: Jim McManus

Message from the Product Director: “I am delighted to be part of the leadership group for Epic@Jeff and eager to get under way in my new role as Technical Product Director. Epic will provide the tools to create a new environment at Jefferson that will greatly improve the patient experience and lead to seamless care across the entire campus and beyond. The team is looking for enthusiastic members to be part of this transformative process. Please join us as we build the foundation for Jefferson’s future today. ‘One patient, One record, One Jefferson – All in!’”

CACHE


Senior Infrastructure IT Analyst 1 IS&T

Infrastructure IT Analyst 1 IS&T

This is not specific to Epic. Administer, maintain, develop and provide support for EPIC databases. Ensure the security and integrity of databases and report writing solutions. Implement data models and database designs and queries, and data access and table maintenance codes. Resolve complicated database performance and capacity issues, replication and other distributed data issues.


System Pulse (Monitoring Tool) ‐ System Pulse is Epic's primary tool for system monitoring. We developed System Pulse to consolidate data collected from your database servers, Caché, Epic environments, and client side components into a single data repository, which is visible from a Web‐based front end.

Pulse (Monitoring Tool) ‐ Pulse is an activity in Hyperspace that gives clinicians an idea of how effectively they're using different areas of Epic's software.

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OS AND SAN / BACKUP



Infrastructure IT Analyst 1 IS&T Reports to OS Support

This is not specific to Epic. The Operational Database Administrator (ODBA) is a critical, hands‐on role who installs and administers your operational database (ODB) environments. The administrator performs environment set up and configuration, proactive monitoring and maintenance. Setup, configure, and perform day‐to‐day maintenance and administration of SAN‐attached storage, remote and local Storage Area Networks (SAN).

CITRIX AND WINDOWS ADMINISTRATION




Citrix Administration team installs, configures, and supports Citrix environments off of which hyperspace (the Epic User Interface) runs.


CCOW Compatibility (Synchronize clinical Applications) ‐ Clinical Context Object Workgroup (CCOW) is an HL7 standard protocol that synchronizes clinical applications and allows them to share information at the point of care. When a clinician signs into one application within a CCOW environment and selects a patient, that same sign‐on is simultaneously executed on all other applications within the same environment, and the same patient is selected in every application, saving clinicians time and improving efficiency. CCOW is HIPAA‐compliant.

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CLIENT SYSTEM ADMINISTRATION




Client Systems (Server System Management) ‐ Epic Client Systems Managers, ECSMs, are primarily responsible for a wide variety of servers and services within the Epic environment.


Interconnect (Data Transport Network) ‐ Interconnect is a secure data transport framework that supports many Epic applications, by providing web services to other applications CCOW Compatibility (Synchronize clinical Applications) ‐ Clinical Context Object Workgroup (CCOW) is an HL7 standard protocol that synchronizes clinical applications and allows them to share information at the point of care. When a clinician signs into one application within a CCOW environment and selects a patient, that same sign‐on is simultaneously executed on all other applications within the same environment, and the same patient is selected in every application, saving clinicians time and improving efficiency. CCOW is HIPAA‐compliant.

IDENTITY ENTERPRISE MASTER PATIENT INDEX (EMPI)




Identity (Enterprise Master Person Index) ‐ Identity is Epic's Enterprise Master Patient Index.

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CLARITY ADMINISTRATION




Clarity Administration ‐ The Clarity ETL process extracts data from your Chronicles environment and loads it into your Clarity database. This team will focus on the clarity database management.


Data Warehouse (Data Warehouse) ‐ The Cogito Data Warehouse brings together information from varied sources within and outside of your organization for improved data management and reporting.

DATA COURIER ADMINISTRATION



Data Courier (Data Migration) ‐ Epic tool which moves data from one environment to another.


EMFI/EMCI (General Terms) ‐ Covered under Data Courier

INTERFACES PROJECT MANAGER


IT Project Manager 1 IS&T



Interface analysts are the primary support contact for the interfaces they are assigned to. Interface analysts coordinate the analysis, technical design, and all issue triage necessary to implement and support their assigned interfaces. They work closely with the interface project manager, application teams, and technical teams to ensure that interfaces meet the needs of your end users.

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Bridges (Interface Management) ‐ Bridges is the name of Epic’s interface application, which is a collection of tools, utilities, reports, and background processes. It provides the infrastructure to allow interfaces to operate, and assist you in their configuration and maintenance.

CONVERSIONS



Conversions will coordinate and implement the transfer of patient historical clinical data into the Epic warehouse to allow for ongoing reporting and clinical use.

SECURITY COORDINATOR


Senior Infrastructure IT Analyst 1 IS&T The Security Lead will lead the development and design of standard security role. The security lead will also ensure the role base security is implemented correctly by providing expertise and Best Practices of Epic security implementation.


The security coordinator effectively oversees the management of the application analysts assigned to the integrated security workgroup along with the assistance of the integration architect. He or she understands Epic's security infrastructure, and provisions security for users as appropriate.

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INTEGRATED FUNCTIONALITY

In addition to the scope and functionality listed above by application team, analysts will have the opportunity to be involved in configuring and developing functionality owned by integrated teams consisting of members from multiple Epic application modules. Some examples of integrated teams, and the functionality they will work with, are listed below:

REPORTING

Reporting Workbench (Operational Reporting System) ‐ Reporting Workbench is one of the tools available to you for reporting on Epic data at your organization. Reporting Workbench is a part of Epic's Cogito ergo sum Enterprise Intelligence suite.

Radar Executive Information Desktop (Dashboard) ‐ Radar, part of Epic’s Cogito ergo sum Enterprise Intelligence suite, is an application for delivering personalized information. It can function as your organization's primary portal application, providing both Epic data and other enterprise information.

Radar (Dashboard) ‐ Radar, formerly known as MyEpic, provides a centralized location for important reporting tools and metrics inside Hyperspace. Using home workspaces called dashboards, Radar users from a variety of different applications can view, access, and manipulate reports. From these dashboards, they can jump to common Hyperspace activities or edit a Reporting Workbench report.

Slicer Dicer (Reporting Tool) ‐ SlicerDicer provides physicians with ready access to self‐service reporting and data exploration. This tool is an integrated part of Epic’s Cogito ergo sum Enterprise Intelligence Suite. Because physicians can use SlicerDicer for quick and customizable access to data, SlicerDicer can also help reduce the burden on your organization’s clinical report writers.

WEB PORTAL

MyChart Central (Aggregator) ‐ MyChartCentral aggregates MyChart accounts from multiple healthcare organizations, so a patient who receives care from more than one organization can log into a single Web site and gain access to all his MyChart accounts.

MyChart Bedside (Tablet based application for Inpatient) ‐ MyChart Bedside is a tablet‐based application that gives an admitted patient and their family more information about the patient’s stay in the hospital. Telemedicine with Epic (Telemedicine) ‐ Telemedicine workflows in Epic can enable clinicians at different sites in your organization or at home to connect and share clinical expertise, regardless of their physical location. By using audio and video feeds or media storage in conjunction with documentation and analysis tools, clinical decisions can be made to help facilitate patient care. There are four active areas of telemedicine within Epic today: video visits and MyChart video visits, remote monitoring, home monitoring, and telestroke.

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HEALTH INFORMATION EXCHANGE AND INTEROPERABILITY

Standards Based Health Info Exchange (Epic Guide to Managing Protected Health Information) ‐ The Epic Guide to Managing Protected Health Information takes an application‐by‐application approach to explaining the instances where protected health information (PHI) is created in your Epic system and how to secure PHI data to protect against breaches. PlanLink (Tapestry Outreach Module) ‐ PlanLink, Tapestry's affiliate outreach module, is part of the EpicCare Link application. You can configure much of PlanLink's functionality along with EpicCare Link using the EpicCare Link guides in your online documentation.

EpicCare Link (Read only application to facilitate business) ‐ Epic's web based application for connecting organizations to their community affiliates. Lucy (Free‐standing PHR for patients, interoperability) ‐ Lucy is Epic’s personal health record. Linked to MyChartCentral, Lucy allows patients to create permanent copies of the information you provide through MyChart, as well as managing other sources of health information. EpicWeb (Access to Patient Data) ‐ EpicWeb is an application that provides access to your patient data through a standard web browser. Care Everywhere (Continuity of care, interoperability) ‐ Care Everywhere™, Epic's interoperability platform, can be used to exchange patient data with other healthcare institutions. Healthy Planet (Population Health) ‐ Healthy Planet, Epic’s Population Health module, helps healthcare organizations define, understand, engage, and track patient populations, as well as measure and improve care processes and outcomes over time.

Epic Earth (Sharing Community) ‐ Epic Earth is a community where Epic users can build connections across organizations and leverage the power of shared wisdom. Any user of Hyperspace can join the Epic Earth community with one click.

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FAQ’S

Epic EHR Project New Positions

Q. What is the process for me to apply? A. 1. Go to Employee Self Services

2. Select “Careers” menu to view and apply for available positions. 3. Choose “Information Services” as the job family category or you may enter “Epic” in the Keyword

search field to view all Epic related positions. 4. Follow the prompts to complete your application. 5. You will be required to upload a current resume. 6. Select “submit application” to complete the application process.

You will receive an immediate notification that your application has been submitted successfully.

Q. Do I need to tell my manager that I am applying? A. We encourage employees to openly discuss opportunities with their current manager; however it is not

required. Note: Prior to hiring, Managers will be contacted for referencing purposes.

Q. Who can I talk to if I have additional questions? A. For questions regarding the application process, call 3‐HRSC (3‐4772), and select prompt #6 for an HR

Representative. You may also email questions to [email protected].

Q. I have to submit references, is there a template for me to use? A. As you move through the stages of the interview process, the Recruitment team will contact you for

specific references.

Q. Why should I apply for the Epic positions? A. Jefferson is making a considerable investment in Epic and needs committed, enthusiastic professionals

who want to be part of the implementation of Epic across our institution. If chosen to join the team, we will pay for your training and Epic certification for those positions requiring certification. Becoming Epic Certified will provide you with valuable and highly sought after knowledge that will help you advance your career with Jefferson and gain unique and significant experience.

Q. What does the “Buy, Borrow, and Beg” mean for Epic staffing? A. Buy: These staff members are full‐ or half‐time staff dedicated to the install.

Borrow: During the course of an install, there are major tasks that require additional resources. “Borrowed” staff members help complete these tasks. Because many of these tasks are a one‐time effort, organizations typically pull existing staff from other areas to assist with the effort and then return to their regular responsibilities. Beg: Certain activities and decisions involve occasional time and assistance from other members of your organization. The extent of involvement varies significantly throughout the implementation.

Q. What type of job position will this be hourly or salary? A. Most of the Epic positions will be exempt, salaried positions.

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Q. I am a temp staff, can I apply for a position? A. Yes, you may apply, however we do not anticipate these positions to be available on a temporary basis.

Should you be selected for a position, you would need to meet the requirements for becoming a regular full‐time Jefferson employee.

Q. Are contract staff eligible to apply? A. Yes, contract staff are eligible to apply for consideration of available positions however we do not

anticipate these positions to be available on a “contract” basis. Should you be selected for a position, you would need to meet the requirements for becoming a regular full‐time Jefferson employee.

Q. As a part of the Epic team, who will be my employer? A. As part of the EHR project team, you will remain an employee of Jefferson. You will be hired and placed

in an Epic position and will report up through the Information Services Division. The same will be true for external hires.

Q. As a part of the Epic team, who will be my supervisor? A. The organizational structure for the EHR project team is currently in the process of being finalized. Direct

reports and final organizational structure of the team will be communicated to you prior to any final job offers.

Q. As a part of the Epic team, what are the hours/shifts? A. All positions are full time, day shifts. Some positions may require employees to be on call.

Q. Where will the EHR Project Team be located? A. We are currently in the process of identifying space for the EHR project team. The desire is to locate

everyone together in one building. We will communicate location once arrangements have been finalized.

Q. If I leave my department, will I be replaced? A. Your manager will work with department leadership and Human Resources to determine a backfill

strategy.

Q. Will I have a job within Jefferson once the Epic implementation is complete? A. The transition to the EHR project team is intended to be a permanent move. Upon completing the Epic

install, a significant amount of work will be required to optimize, maintain, and upgrade the system. Jefferson views those employees that choose to move to the project as joining the Information Services and Technology Division team and intends to treat them in the same manner as current Information Services and Technologies employees.

While there is no guarantee of a job once the project has been completed, experience from past projects indicate that the expertise gained as part of the project team will provide the employee with value that is absorbed into the institution. These employees will have priority bidding rights for open positions for which they are qualified.

Q. Will there be other employment opportunities in the future for the Epic project, or are these the only positions?

A. While there is no guarantee that there will be other employment opportunities for the project in the future, we fully expect that additional positions will be required to support the project, especially around training resources. As the Epic project evolves, additional opportunities for employment will be posted to the Human Resources website.

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Q. What is the recruitment process? A. The key steps in the recruitment process will involve a screening, interview, assessment, and reference

check. Members of the Talent Acquisition team will work with those candidates identified as qualified in the screening, assessment and interview phases. Candidates that do not meet the requirements will be notified by Human Resources.

Q. What is involved in taking the assessment test? A. Jefferson will use the Epic assessments as one variable of many data points in selecting candidates.

The assessments focus on logic skills and on the ability to absorb and apply new information. Most applicants take about 2 hours to complete the exams. The following types of assessments are used:

General Skills. In this assessment, the candidate is presented with problem‐solving questions, analogies to complete, and logical puzzles to solve. These questions are divided into math and verbal sections.

The 20 Questions assessment. In this assessment, the candidate is introduced to programming concepts. He/she then must apply these concepts to answer questions that test both his/her ability to absorb new information and his/her ability to solve problems logically.

Programming experience is not necessary to complete this assessment.

Q. Will I be eliminated if I don’t pass the assessment? A. No

Q. What positions require taking an assessment test as part of the recruitment process? A. Candidates selected for interviews to the following positions will be required to take the assessments:

EHR Application Analyst

Senior EHR Application Analyst

Clinical Informatics Specialist

Infrastructure IT Analyst

Sr. Infrastructure IT Analyst

IT Training Specialist

Applying for an Epic EHR Project Position

Q. Based on my experience, what is the best Epic position for me? A. Employees interested in transitioning to the project should look for positions that relate to their current

organizational expertise, whether that is clinical, operations, or Information Technology experience. There are positions needed for nearly all domains of the organization (Patient Access, Revenue Cycle, Clinical Ancillaries, Ambulatory & Inpatient, & Technology). Please review the positions posted and apply for those positions for which you are interested and qualified. If you have any specific questions on the posting, our recruiters can assist you to find the right answer. Questions can also be directed to [email protected], if necessary.

Q. I see just a few Epic positions posted. Are multiple associates being hired into each job? A. Yes, we have multiple openings for each job posted. Please apply for those positions for which you are

interested in being considered as a potential candidate. Recruitment will be able to guide you through the process to more specific roles.

Q. What is the deadline for me to complete and submit my online application?

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A. Once positions are posted, employees are encouraged to apply as soon as possible. We are looking to have all interested internal candidates apply no later than February 28, 2015.

Q. Can I email my resume for consideration? A. Please do not email your resume. Instead, review the positions posted for Epic on our internal website

and apply through our online application for those positions for which you are interested and qualified. If you experience technical issues with the application process, contact 3‐HRSC for assistance.

Q. How will I know if I am a candidate? A. It will take approximately 10 business days for recruiters to review resumes. Positions will remain posted

to the employment website until they are filled. Please note that due to the volume of applications, we are unable to personally contact everyone. But if the recruiters desire additional information or need to schedule an interview, you will be contacted. If a delay in timeline occurs, we will communicate that to all internal applicants in a timely and efficient manner.

Applicants that do not meet the minimum qualifications for positions will be notified via email.

Q. How will HR communicate with me? A. The majority of communication with HR will be through telephone and email contact. Please be sure

your email and telephone number is up to date on your application and resume.

Q. I know someone outside of Jefferson that would be great for the Epic team. When can they apply? A. Because the most effective Epic teams are made up of people who possess knowledge of the

organization, we want to make sure internal associates are considered first. However, we expect some hires from outside of Jefferson and anticipate the remaining Epic jobs will be posted externally at recruit.jefferson.edu.

Q. Will alternate work arrangements be available for these positions? A. Because this is such a large scale project, we do not expect that employees will have the option for

alternate work arrangements (i.e. flex time).

Q. What if I can’t make it to the Epic training program? Should I still apply? A. Yes. Individual situations will be assessed should there be applicants who are deemed vital to the

success of the project.

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Epic Training and Certification

Q. Do all positions on the EHR project team require Epic certification? A. No. Positions that do not require certification include:

Project Director

Operational Project Leader

Product Director

Project Manager

Physician Champion

SMEs

Q. Why do I Have to attend Epic certified training? A. By choosing Epic, Jefferson has access to Epic’s training program. Epic’s training is thorough, detailed,

and rigorous. People who complete their program will be ready and able to succeed in the installation and maintenance of EPIC software.

Having each person on the project team successfully complete the training means the team will feel comfortable and confident in helping build the system. As the institution changes and grows, having trained members means the team will have the skills to configure and optimize usage of the software to meet the changing needs.

Q. What happens if I don’t pass certification? A. Requirements and timing for certification will be provided to those candidates that are extended an offer

to join the EHR project team. If the requirements are not met, the project team member can apply for another position on the project (if available) that does not require certification, or apply for another position outside of the project.

Q. Who covers the cost to complete Epic Training? A. Jefferson will cover all Epic training and training related costs including travel and lodging. Specific

details will be communicated at the time of preparing for training registration.

Q. Where Are the Epic Training Locations? A. All training sessions for Jefferson are held in Verona, WI at Epic’s campus, in a state‐of‐the‐art training

center, Voyager Hall. Experience shows that training at Epic is more productive than on‐site training due to the highly focused nature of the training experience and the specialized training facilities Epic has designed specifically for hands‐on instruction.

Q. What can I expect during training? A. Epic’s classes are designed to teach the functionality within each software application. Although the

training is detailed, the lessons assume trainees have no prior experience using the applications. The classroom typically contains trainees from various customer sites. Because of this, EPIC does not tailor the classes to a site’s individual needs.

Because Epic’s training program is so comprehensive, the pace is brisk and trainees receive a lot of information. Epic’s expectation is that trainees will apply themselves conscientiously during class time.

Typical start times and lunch information:

Classes that begin in the morning start at 8:30 a.m. (pastries and coffee are provided). Classes that begin in the afternoon start at 1:00 p.m.

Lunch is provided when your training session lasts a full day or is a half‐day session that ends at noon.

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Typically, lunch is from noon to 1 p.m. If your session begins at 1:00 p.m., lunch is not provided.

Breaks are offered during the day as needed.

Q. How do I officially become certified? A. Certification requires a demonstration of a high level of knowledge of the software. To become certified

in an application, you must do four things:

Attend training classes at Epic All of your certification training must be provided by an Epic trainer or other qualified Epic employee in the application in which you want to be certified.

Complete certification project(s) in a practice system

Many applications require completion of a certification project(s) after training. If your application has project(s), you must score a minimum or 80% on each project.

For the project(s), you will configure portions of the system that are relevant to your application. Because these projects are intended to help you learn the system and prepare for certification testing, it is recommended that you complete the certification projects before taking a comprehensive test.

Take one or more tests following training

Tests will be taken at Jefferson and will be taken under the supervision of a proctor.

For applications that include projects as part of the certification process, you must score a minimum of at least 80% on each test.

For applications that do not include projects, you must score a minimum of 85% on each test.

Achieve an overall score of 85% or higher

When you achieve an overall score of 85% for an application and have met the class attendance requirements, you are considered Certified in that application.

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