epic/infrastructure update · 2017-03-28 · technical freeze & technical dress rehearsal...
TRANSCRIPT
Epic/InfrastructureUpdateBaseDeck,March2017
EpicProjectGuidingPrinciples
! UMMHC’sClinical,Opera2onal&FinancialTeamMemberswillDesignWorkflows&Content
o Quality-&Outcomes-Driveno Pa2entExperience&Engagement
! EnterprisewideIntegra2ontoMaximizeWorkflowEfficiency
! ConvertAppropriateAmountofHistoricalDataintoEpic
! FacilitateExchangeofHealthInforma2on
! ImplementEpic’sFounda2onSystemandBestPrac2ces
! UserswillbeTrained&DemonstrateProficiencytoEarnEpicAccess
! EnableClinicalandTransla2onalResearch,Educa2onandQualityImprovement
! EstablishEffec2veandTransparentCommunica2ons
! InfrastructurewithHighAvailabilityandStability
EnableUMMHC’s2020Vision! PartnerwithUMMStobuildanITsystemthatintegratesallavailableclinicaldata,isfast,
dependable,secureandeasytousefromamobileplaMorm! PaNentandprovider-centricintegratedEHR
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WeAreHere!
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ExtensiveTesNngConNnues
TYPEOFTESTING TIMING
ApplicaNon
Round1:COMPLETERound2:COMPLETERound3:COMPLETERound4:COMPLETE
MappedRecord October24,2016–March31
Integrated January30–June23
End-UserAcceptanceTesNng(EUAT)
EUATApplicaNonTesNng:Round1:COMPLETE,Round2:May6-June2EUATIntegratedTesNng:May8–June23
ParallelRevenueCycleTesNng(PRCT) April17–June30
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EndUserAcceptanceTesNng(EUAT)! Applica2onphaseofEUATtookplace
March6-10atourEpicTes2ngLabinWorcester
! SubjectMa]erExperts(SMEs)wereaskedtovalidateworkflowswithineachapplica2on
! 373SMEspar2cipatedintes2ngmorethan680applica2onscripts
! 870totalhourstes2ngconducted
! SMEsfrommorethan35loca2onsacrossUMMHCpar2cipated
! NextroundofApplica2onEUAT:May8-June2
! VisitEpicCentral’sTesNngpagetolearnmoreabouttheextensivetes2ngeffort
ReadinessAssessmentTimeline
March2016
Sep-Oct2016
Jan2017
25%0%
June2017
50%
Oct2017
July2017
Aug2017
Sept2017
75% 90% 100%
ReadinessTargetExpecta2ons
30days60days90days120days270days
=Complete!
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6/5 7/10 8/14 9/4
TransformaNonReadinessAssessment#1
! Departmentleadershavecompletedtheirfirstreadinessassessmentstodeterminetheirdepartment’scurrentlevelofreadinessacrossvariousEpic-relatedmeasures
o Fiveassessmentsleadinguptogo-live
o Assessmentswillhelpdepartments/clinics/prac2cesprepareforourEpicgo-live
o CloselymonitoredbyEn2tyLeads
o ReadinessscoresofeachindividualdepartmentdeterminethestateofreadinessofUMassMemorialasawhole
o NextassessmentdistributedJune5
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TransformaNonReadinessAssessment#1Results
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SuperUserOverviewAsuperuserprovidessupportforendusersinhisorherdepartment/specialtybefore,during,andaiergo-livetoensurethecon2nuingsuccessoftheEpicimplementa2on.AsuperuserworkswithdepartmentleadersandIS,trainingandop2miza2onteamsto:
Providesupport,includingat-the-elbowduringgolive,toendusersintheirdaily
workflows
TestEpicapplica2onsandhelpwithworkflowadop2on
Increasecommunica2onbetweenendusersandprojectleaders
Educatestaffaboutupgrades
GuidestaffinmakingEpicarou2nepartoftheirday
SuperUserswillprovidededicatedgo-livesupportbefore,during
andagergo-live
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SuperUsers
! 1,600SuperUsersiden2fied! ListofSuperUserstobeannouncedviaInsightforLeadersandEpicTalkingPoints
! SeriesofSuperUserKick-OffsbeginninginLateMarch/earlyApril
! ProviderSuperUserstrategybeingfinalizedo An2cipateapproximately150UMMHCProviderSuperUserso DepartmentChairstoiden2fyProviderSuperUserso Nomineesaretypicallyresidents,physicians,LicensedIndependent
Prac22onersandnon-providersproficientinproviderworkflows
ProviderTraining
! Registra2onisopen
! Signupassoonaspossibletosecuredesireddays/2mes
! Provider=physicians,residents,nurseprac22onersandphysicianassistants
! Secondmailingtoproviderhomesthismonth
! e-LearningmodulesavailableJune1
! ClassroomtrainingbeginsAugust14
EpicTrainingTimeline
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DATESNUMBER
OFWEEKS
TRAININGEVENT
April1 EndUserRegistra2onOpen
May30–June17 3weeks
PilotTraining(Creden2aledTrainers,SuperUsers,SubjectMa]erExpertsandotherinterestedpar2esasscheduledperapplica2on)
June1 e-LearningModulesAvailable
June19–July29 6weeks Creden2aledTrainerTraining
June19–July29 6weeks SpecialistsTrainingSpecialists(STS)Training
July31-August12
2weeks
SuperUserTraining
August14-September23
6weeks
EndUserTraining–REQUIRED!! 100FrontStreet! 306BelmontStreet! 365Planta2onStreet! 367Planta2onStreet
September11-September30 3weeks ProviderPersonaliza2onLabs
October1 4weeks PostGo-LiveandNewHireTraining
! RequiredTrainingo Prerequisitee-
LearningModules
o In-classroomTraining
o ProviderPersonaliza2onLabs
! Hands-onPrac2ce/LearningLabs(e.g.,Prac2cePlayground)
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TransformaNonSummits
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! OnsiteandWebExdepartment/clinicmee2ngs
! ShowkeyEpicworkflowchangesandhowthosechangeswillimpactthedepartment’sday-to-daywork.
! Fordepartmentmanagersandselectstaffmembers
! Con2nuethroughMay2017
! ScheduleavailableonIS/EpicCentral
! Purposeo Demonstrateadmission,dischargeandtransferprocessinEpictoensurethe
effec2vemovementofthepa2entaiergo-liveo Familiarizethesupporttoolsanddocumentsavailable
! Audience
o Clinicalandadministra2veusersinvolved(fromorderstotransporta2on)inthemovementofapa2ent
! LocaNono Onsiteateachen2ty
! Timing
o July12–20o Lengthofeacheventvariesfromhalftoafullday(par2cipantsneednotstay
foren2reevent)
PaNentMovementDays
Workflow Walkthrough ! Aseriesofpa2entscenariosviaEpic
performedwithhumorbyyourpeers.o Orthopedics/Surgeryo Cardiologyo Pediatricso Obstetricso RevenueCycle
! March27-31atUniversity&Memorial(OBonly)Campuses
! Allprovidersandemployeesarestronglyencouragedtoaiend
! SessionsrecordedandpostedonIS/EpicCentral
! Livestreamingatselectloca2ons! Registerviae-Learning4U(UMMS
employeesemailEpicProject)o Notsurewhatsessiontoa]end?Email
VisitIS/EpicCentralfordetails
O365–OfficeProductUpgrade
! UpgradingWord,Excel,PowerPoint,OutlookandOneNotetothelatestversion(2016)
! MicrosoiExcelmacrouserswillneedtosavetheircurrentmacrospriortotheupgradetoensuretheyarenotlost.Instruc2onsonIS/EpicCentral(ummhcepiccentral.org)
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O365–OfficeProductUpgrade–TrainingAvailable
! Signupforwebinars
! Checkout
ComparisonGuides,QuickStartGuidesandmore!
ummhcepiccentral.org
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O365–OfficeProductUpgrade! RolloutscheduleavailableonIS/EpicCentral.
o ClickontheO365–OfficeProductUpgradeandEmailMigra2onRolloutScheduleunderISProjects,orusethelinkbelow
h]ps://www.ummhcepiccentral.org/projects/o365-office-product-upgrade-and-email-migra2on
! Datesandrolloutschedulearesubjecttochange
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O365–EmailMigraNon
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! DefiniNon:o MovingemailfromUMassMedicalSchool’semailsystemto
Microsoi’sCloudsolu2ono SeparatefromMicrosoiOutlookupgradetoversion2016
! Status:o Currentlyonholdpendingreviewofcurrentdesignfor
“dualdocs/dualpersona’andimpactedUMMHCpolicies
o CommunityHealthlinkandHealthAlliancehavemigratedfromeachoftheircurrentstand-aloneemailinstancestoUMMHCMicrosoi’sCloudsolu2on
NewFollowMeDesktop(FMD)ApplicaNon
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! RemovaloftheCitrixFMDicononMonday,March20at9a.m.
! CitrixFMDwillnotlongerbeavailableasofWednesday,March29at9a.m.
! VMwareHorizon=thenewFMDapplica2on
! AnewgreenFMDicon(picturedbelow)willreplacetheexis2ngFMDblueicon
! ExcepNons:WindowsXPworksta2onsintheOpera2ngRoomsandcoderswhoworkremote–theywillcon2nuetouseCitrixFMD
! Remoteaccessinstruc2onstoinstallthenewFMDbyMarch29canbefoundontheFollowMeDesktoppageonIS/EpicCentral
OldFMDIcon
NEW!FMDIcon
ISSelf-ServicePortal(ServiceNow)
! Enablesusersto:o Reportandtrackthestatusofatechnicalissueo Requestandtrackthestatusofaproductorserviceo Submitasecurityaccessrequesto Accesstoar2cles,how-to’s,etc.
! Submita2cket:o MedicalCenter/Clinton/Marlborough-ClicktheISSelf-Servicelinkon
therightsideoftheOurNethomepage,thenclickontheServiceNowlinkinthemiddleofthepage
o HealthAlliance-ClicktheISSelf-ServicelinkonHealthAllianceLink(HAL)underApplica2on.
o CommunityHealthlink-ClickontheISSelf-ServicelinkonStaffWeb.
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ISSelf-ServicePortal(ServiceNow)
! IMPORTANT:Staffneedtoensuretheircontactinforma2onisupdatedintheportaltoavoidservicedelays
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EndUserExperienceLab
! SeethedeviceswewillusewhenwegolivewithEpiconOctober1
! LocatedattheHahnemannCampus,Room204(oldpharmacyspace)
! ContactJoshPetroneatJoshua.Petrone@umassmemorial.orgtoscheduleavisit
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! Labelprinter! Mobilelabelprinter! Mobilelabelprintercharger! LargeHPstandardprinter! Desktopscanner! Barcodescanner! eSignaturepad! Monitor! Laptop! Worksta2ononWheels(WOW)! ThinClient(viewFMDdevice)! FullClient(non-FMDdevice/regularcomputer
MovingDevices
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! Asareminder,pleasedoNOTmovedevices(e.g.,worksta2ons,printers,phones,etc.)yourself
! Ifyouneedtomoveadevice,pleasevisitthesitebelowtoenteramoverequesthip://inside.umassmed.edu/campusplanning/UMMHC-Move-Management/
! Thisisessen2altothesuccessoftheEpicbuildasweprepareforTechnicalDressRehearsal(TDR)
! DeviceswillneedtoberemappedinEpicifmovedimproperly
TechnicalFreeze&TechnicalDressRehearsal
Technical Freeze – No moving of computers, printers, scanners etc. 7/1 – 12/31 Technical Dress Rehearsal (TDR): Computers mapped to printers, scanners, etc. 7/1 – 9/15 RISK of not freezing the technical environment:
! Additional dept. disruption ! Considerable re-testing time ! Significant risk to successful go-live
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Jul. Aug. Sept Oct. Dec.Nov.
TECHNICALFREEZE
2017
TDR
10/1/17EpicGo-live
StabilizaNon
RegularCommunicaNons
! EpicTalkingPoints
! Informa4onServicesTalkingPoints
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RegularEpicCommunicaNons
! EpicInsightforLeaders
! EpicInsightforProviders
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KeepinMind
! 9/2FreezeReminderAsofSeptember2,2016andrunningthroughJune2017,noupdatesorchangescanbemadetoapplica2onsthatinterfacewithEpic.Excep2onsdoapply.VisitIS/EpicCentraltolearnmore.
! VacaNonMindfulnessPleasebemindfuloftakingconsiderable2meaway(weeksata2me)August14-September23.Duringthis2me,providersandstaffwillberequiredtoa]endEpictrainingoneormoredays,dependingontheindividual’srole.
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