FEBRUARY 2019

“I’m excited to be a part of preparing our people with the knowledge they need to take full advantage of the new system for the benefit of our patients.”

BRIAN LAWSON ONE TRAINING LEAD • SAULT AREA HOSPITAL

Brian’s role is to develop the regional end user plan and then support each of the WAVE 1 sites in implementing that plan.

NEWSLETTERTHE ONE INITIATIVE

This monthly regional newsletter shares some of the many project accomplishments of the ONE Initiative with hospitals in the North East Local Health Integration Network (NE LHIN), to help you get to know the people behind this transformational work. Readers with questions, requests for more information, or submissions for future articles, are welcome to contact the ONE Initiative Communications Lead, at christina.marshall@necare.ca

Articles in this regional newsletter may be copied by NE LHIN hospitals, with or without acknowledging the ONE Initiative regional newsletter. Any external audiences interested in copying these articles, in whole or in part, are asked to send an email to christina.marshall@necare.ca to obtain permission to use the newsletter content.

WHAT’S INSIDE:Readiness Assessment ResultsPAGE 2

A Look at Workflow

PAGE 4

A Look at Training

PAGE 6

A Collateral Benefit to the ONE Initiative

PAGE 8

2 HIS NEWSLETTER FEBRUARY 2019

READINESS ASSESSMENT RESULTS

Your work day is full. Many important priorities are competing for your attention. And one more thing has been asked of you – to kindly complete a survey!

We do appreciate your time and are very grateful to the 439 people at West Parry Sound Health Centre (WPSHC) and Sault Area Hospital (SAH) who completed the Readiness Assessment Survey between January 28 and February 10. North Bay Regional Health Centre opted out of this survey as it is embarking on an organization-wide survey for accreditation and it participated in a previous readiness survey earlier in the initiative.

Thank you for sharing your thoughts with us. The feedback you have provided is essential to helping the project management team, site leads and front-end supervisors understand how to best support you through this transformational initiative.

Here is an overall summary of what you have communicated to us through the survey:

(The survey results will be reviewed in detail at your sites to understand and address hospital-specific feedback.)

COMMUNICATION AND ENGAGEMENT

• There is a very high level of commitment to ensuring the success of the ONE Initiative at SAH and WPSHC: 85% of respondents strongly agree or agree with the statement, “I am fully committed to ensuring the success of the ONE Initiative.”

• 74% strongly agree or agree the value of the ONE Initiative for patient care is communicated and well understood.

• 56% of you are receiving what you consider to be adequate information about the ONE Initiative and its progress.

• The four most important communication channels for you are email updates from the ONE Initiative, your hospital newsletter, face-to-face meetings and the new regional newsletter.

CHANGE IN WORKFLOW

• 80% of those who completed the survey strongly agree or agree that the ONE Initiative will bring about change in how they currently perform their work.

HIS NEWSLETTER FEBRUARY 2019 3

FEBRUARY 2019

• Less than half understand what will be changing, and what will not be changing, in their current state workflow.

• 86% strongly agree or agree that they are committed to adopting the changes associated with the ONE Initiative.

TECHNOLOGY

• 81% of you strongly agree or agree that you are aware that we are implementing MEDITECH Expanse with the ONE Initiative.

• Many of you are not familiar with the application (26% strongly agree or agree that you are familiar with the MEDITECH Expanse application).

YOUR SPECIFIC COMMENTS AT THE END OF THE SURVEY

• The last survey question asked that if the survey has not addressed what you would like to communicate, if you would please share your comments to help us support your work.

• 91 people completed this section. Of these, 30 people indicated they had nothing further to add, 6 requested more info about training, 15 wanted to understand how their workflow would be changing and 25 expressed the need for more communication.

Please continue to share your information needs, concerns, positive feedback and suggestions about the ONE Initiative with your team leads, supervisors, communication leads, the project management office and your CEO. We are all interested in what you have to say; your feedback helps us understand how we can better help you in your work to provide and support the delivery of safe quality patient care.

This survey will be repeated in May and post go-live, to assess the effectiveness of support to date and understand where additional focus and improvements could be made.

4 HIS NEWSLETTER FEBRUARY 2019

BEHIND THE SCENES: A LOOK AT WORKFLOW

FUTURE STATE WORKFLOW DEVELOPMENT

The MEDITECH system has been designed around optimizing physician, nursing, and allied health workflow. From not having to chase lab results, to closed loop medication management, the system will mean a more effective workflow for you and improved care and safety for patients.

These changes may seem both exciting and overwhelming for you. We are mindful of the impact of these changes on both end users and patients; extensive planning is going into assisting you through this adjustment.

Here is a look at the process of how your future workflow is being developed. (The next article in this newsletter provides an overview of the training plan.)

From December 2018 to January, there has been a series of consultations with subject matter experts to draft the future state workflow, in parallel with end user engagement and the building of the system. Site review and sign off will take place in May as shown in the diagram.

When sign-off is complete, stay tuned for details about a road show demonstrating the system to end users at each site. The road show will be one of the opportunities for end users to be exposed to the new system.

END USER ENGAGEMENT

BUILD

FUTURE STATE WORKFLOW DEVELOPMENT

Site review and

sign-off

DEC. 2018 TO MAY 2019 MAY 2019 MAY TO OCTOBER 2019

Road shows Training

Go-live support

Opportunities to be exposed to the new system,

at each site.

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FEBRUARY 2019

LOCAL CLINICAL SITE LEADSWPSHC

Deborah Randall-Wood Change Lead

Lacey MacEwen Clinical Lead

NBRHC

Rhonda Scarfone Clinical and Change Lead

Brenda Muto Site Lead

SAH

Julie McEachern Clinical Lead

Darlene Osborne Change Lead

PHYSICIAN CHANGE LEADSWPSHC

Wil Smith, CMIO

NBRHC

Kevin Gagne, CMIO

SAH

Derek Garniss, CMIO

You will receive specific information about changes to your role and/or workflow from your department supervisor. Before After Role Cards will be provided to staff whose roles will change, to help staff understand what will be different.

The training schedule to support your future workflow is outlined on page 6 of this newsletter. You will receive many more updates about workflow over the coming months.

Your success is the keystone of this project. There is a team of over 180 people working to support you, with expertise in building MEDITECH Expanse, training, implementation, IT, change management, human resources, finance, administration, privacy and security, and communication. Everyone is working to help you transform patient care at our hospitals.

Lacey McEwan, Clinical Lead, WPSHC; Julie McEachern, Core Team Lead Clinical Documentation, SAH; Alison Mahony, Surgical Services Consultant, Healthtech; Jennifer Ferguson, Core Team Lead Surgical Services, NBRHC; Rhonda Scarfone, Clinical Lead, NBRHC; Chantal Gagne, Core Team Lead Physician Systems, NBRHC; Adriana Jimenez, Physician Training Lead, Healthtech.

CLINICAL INTEGRATED WORKFLOW REVIEW MEETING FEBRUARY 2019

6 HIS NEWSLETTER FEBRUARY 2019

BEHIND THE SCENES: A LOOK AT TRAINING

A detailed training plan is being developed for each of the three sites. At WPSHC, training will be from August 19 to September 23, to prepare the hospital for the October 1 launch. Training for SAH and NBRHC will run from September 3 to October 21, to ensure these hospitals are ready for the October 29 launch.

There will be complete on-site support for at least two weeks at each hospital, immediately following go-live.

LEXICON

Trainers: Are experts (a mix of internal and external) who will be providing in-class training to prepare staff for the future state workflow. They will be on site to provide go-live support.

Go-live support: Refers to a two-week period that starts on the first day of go-live.

Post go-live: Support refers to the support provided after the two-week go-live support.

TRAINING PLANTRAINING AT WPSHC

TRAINING AT SAH AND NBRHC

YOUR SURVEY PARTICIPATION IS ESSENTIAL TO BEST SUPPORT YOU THROUGH THIS

TRANSFORMATIONAL INITIATIVE.

AUG. 19 TO

SEPT. 23

End user training

SEPT. 3 TO

OCT. 21

End user training

(simultaneously, at both sites)

OCT. 1 TO

OCT. 15

Go-live support

OCT. 29 TO

NOV. 12

Go-live support

ONGOING

Post go-live support

ONGOING

Post go-live support

GO-LIVE

GO-LIVE

WPSHC TIMCARD WINNERSFEBRUARY 2019

Left to Right: Maureen Willis (TimCard winner), Heidi Stephenson (Site Lead/ CFO/ CIO), Josey McCann (TimCard winner)

HIS NEWSLETTER FEBRUARY 2019 7

FEBRUARY 2019

TIMCARDS DRAW!345 people entered the draw for a TimCard valued at $50 each, to be drawn for two people at WPSHC and two people at SAH. The cards have been donated by Healthtech.

We’d like to congratulate:

Maureen Willis, Financial Services Clerk, Accounts Payable at WPSHC;

Josey McCann, People Services Advisor at WPSHC;

Becky Chiarotat, Occupation Health & Safety Officer at SAH;

Lyndsey Oesch, RN at SAH.

Training and go-live support will be provided. The training schedule is outlined on page 6.

Training will be mostly classroom, with some e-learning.

Training takeaways will include quick guides and tip sheets.

Physician training will be delivered by dedicated physician consultants, and the rest of the training will be provided by internal staff.

Training will address all roles that currently access a health information system.

The amount of training received depends on your role; nurses will receive three eight-hour classes and other roles will receive from a half-day to a full-day of classes.

Physicians will receive approved credits for medical education.

TRAINING QUICK FACTS

SAH TIMCARD WINNERFEBRUARY 2019

Becky Chiarot (TimCard winner)

8 HIS NEWSLETTER FEBRUARY 2019

A COLLATERAL BENEFIT TO THE ONE INITIATIVE:AVOIDING HOSPITAL-WIDE IT EQUIPMENT FAILURE

During the end of January, for most of the week, the electronic/digital systems at West Parry Sound Health Centre (WPSHC) had been on the verge of a catastrophic failure due to the slow and uncertain death of the health centre’s network core in our IT server room. On January 30, the network core began to show increasing signs of failure.

Because the ONE project has brought our IT teams together, WPSHC IT Manager Cory Brunatti was immediately in contact with his counterparts Chad Carter at Sault Area Hospital (SAH) and Tim Wells at North Bay Regional Health Centre (NBRHC). Both offered the necessary replacement parts (not available ‘off the shelf’ anywhere in Ontario), along with advice and support.

A decision was made to pick up the necessary parts from NBRHC and IT staff members Andrew and Steven Campeau (brothers and coworkers) drove through a winter blizzard to retrieve a replacement network core. As soon as the equipment arrived at WPSHC, IT team member Denis Lachance went to work configuring the new core to meet the system needs in Parry Sound.

The next day, on the night of January 31, WPSHC’s ailing piece of equipment reached the point of fatal collapse.

It was successfully replaced with the temporary network core that had been picked up the previous night from North Bay. Without that piece of equipment, all of WPSHC’s clinical and business electronic communication would have stopped.

Thank you, North Bay.

In promoting ONE to government and other partners, we should remember to include the collateral benefits of having the region’s health care professionals – IT, nursing, lab, pharmacy, physicians, finance, HR, purchasing, et al. – developing collegial relationships.

One cold winter night, that was really important to everyone at WPSHC.

“Thank you from West Parry Sound Health Centre to our ONE Partners,” said WPSHC CEO Donald Sanderson in an email to his WAVE 1 colleagues. “Both NBRHC and SAH were here to support us through some particularly challenging technical infrastructure issues this week. We wouldn’t have had as seamless and successful an outcome without your assistance and support.”

By Jim Hanna, Communications and Community Relations Officer, West Parry Sound Health Centre

HIS NEWSLETTER FEBRUARY 2019 9

FEBRUARY 2019

Left to right: WPSHC IT staff members Steven Campeau, Denis Lachance, and Andrew Campeau.

The Campeaus (brothers and coworkers) drove through a snowstorm to North Bay, and Denis configured the new ‘core’ in time for it to be installed when it became necessary. They are holding the old ‘core’ that has now been replaced.

STRENGTH OF WAVE ONE PARTNERSHIPEsprit de “core”

ONE INITIATIVE UPCOMING ACTIVITIES FROM FEBRUARY TO APRILFEBRUARY 19 TO 20: HR Finance Core Team Leads meeting.

FEBRUARY 22 AND 27: SAH is hosting a clinical skills fair at the Goulais Room (E3460/3461) where staff can learn more about new hospital initiatives. The fair will be held from 10:00 a.m. to 3:30 p.m. on both days. Learning opportunities include a ONE Demo.

FEBRUARY 26: Clinical Administrator face-to-face meeting.

FEBRUARY 27: Clinical Core Team Leads meeting.

APRIL 16 TO 18: Integrated scenario testing at SAH (The first time all the parts the core teams have been developing will be tested as a complete system.)

APRIL 22 TO 26 A superuser webinar is being hosted across all three WAVE 1 sites. Watch for more details in the next newsletter.

ABOUT THE ONE INITIATIVEThe ONE Initiative is a transformational project in the North East Local Health Integration Network (NE LHIN) to improve healthcare through the implementation of a single health information system across the region’s 24 acute care hospitals. The first phase underway is referred to as WAVE 1; it involves North Bay Regional Health Centre (NBRHC), West Parry Sound Health Centre (WPSHC) and the Sault Area Hospital (SAH). The remaining 21 hospitals—WAVE 2—will follow.

ONE stands for one person, one record, one system. The project enables the hospitals to share information with each other, and allows physicians, nurses, pharmacists and clinicians to access and share information with each other. The transition to a single health information system will ultimately benefit everyone who gives, receives or supports the delivery of care in ONE Initiative hospitals.

MAP OF THE 24 NE LHIN ACUTE CARE HOSPITALS IN THE ONE INITIATIVE

1 p.m. to 3 p.m.:

WAVE 1 hospitals

WAVE 2 hospitals

NORTH EAST ONTARIO