Epic Build Test Train Go Live

OneCare Epic Update May 6, 2013

Training Updates for Clinics and Hospitals

(Contact: epictraining@fhshealth.org or (253) 792-4800 or 152-4800)

Wave 2 staff and physician training enrollment is open and the course catalog is posted on the OneCare training site. Other clinic waves are not open for registration yet and their course catalogs have not been posted.
Hospital staff and inpatient physician registration for Epic classes is open and course catalogs are posted on the OneCare training site. Managers will register staff in LEARN. Physicians can register by calling the Epic training hotline (see above). End User/Physician training will be from June 17 – July 31.

What Patient Information will be in Epic at Clinic Go-Live?

Currently FHS patients may have multiple paper charts in various locations. In bringing historic patient information into Epic for the Wave 1 clinic go-live, it was determined that we would use patient information located in Primary Care charts as our one “source of truth” for abstraction. At go-live, staff will be able to see the following:

The “fundamental four” are being manually abstracted and loaded into Epic
- Medications
- Allergies
- Immunizations
- Problem list
6 months of past labs and diagnostic imaging are being electronically loaded into Epic
- This represents millions of records. Patient duplicates or “not found” files are currently being reviewed and corrected by HIM staff to eliminate errors.
- If physicians/providers do not see the lab/DI information they need, they can go to the Elysium Tab integrated into Epic and it will take them to all records stored in Elysium.
Up to 5 scanned documents from the patient’s paper chart, as determined by the physician/provider.

30-Day Go-Live Readiness Assessment Held for Clinics

Last week’s 30-Day GLRA for Wave 1 clinics demonstrated that we are complete or nearly complete on all the necessary elements for go-live, or that we have identified viable work-around strategies with the clinic stakeholders to ensure successful implementation. Tremendous progress has been made in the last few weeks with the clinic operational leaders closely engaged in the process. While there were still issues to be resolved, the consensus of the project team, operational leaders and Epic is that Wave 1 will be ready for June 3.

Technical Dress Rehearsals for Wave 1 Begin Next Week

Technical Dress Rehearsals (TDRs) will be held at all Wave 1 clinics over the next week. All devices will be tested to ensure they are properly connected and working prior to go-live. Dates for TDRs include:

May 14: Franciscan Medical Clinic - Gig Harbor; Franciscan Medical Clinic on Pt. Fosdick; St. Anthony Prompt Care
May 15: Franciscan Medical Clinic - Port Orchard
Franciscan Prompt Care – Bonney Lake; Franciscan Medical Clinic – Bonney Lake Internal Medicine; Franciscan Medical Clinic – Bonney Lake Family Medicine

Hospital Site Leads Introduced

Hospital site leads have been selected and introduced to their designated hospitals. These individuals will be the point people to coordinate tasks and information between the Epic project team and hospital leaders. Just a few of their responsibility include coordination of hospital requests with the OneCare Epic team and coordination of deployment activities at each hospital.

Jerry Tonkovich, Co-Site Lead, St. Joseph Medical Center
Shelley McDermott, Co-Site Lead, St. Joseph Medical Center
Kevin Meadows – St. Francis Hospital
David Gallagher – St. Clare Hospital
Krystin Ruschman – St. Anthony Hospital

Highline Medical Center Kicks Off OneCare Epic

OneCare Epic implementation work began recently at Highline Medical Center. Kathy Putler has joined the Epic project team as project manager for the Highline implementation. Kathy, who has many years of Epic experience, will be dividing her time between the project team headquarters in Tacoma and an office at Highline. An Executive Project Kick-Off is scheduled for May 17, with a Kick-Off for directors and managers planned for May 30.

To get more information on OneCare Epic or to ask a specific question of the project team, please go to the OneCare Epic portal on FHSConnect (You must be logged onto the Franciscan network) or contact our Inpatient Physician Champion, Barry Weled, MD, or our Ambulatory Physician Champion, Dean Field, MD.

Week of May 6, 2013

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