Project Steering CommitteeThursday, Sept 5, 2013

Co-Chairpersons: Clint HinmanMichelle Ziemba

AGENDA

• Communication• Communication with Patients and Families • Project Status• Superuser Program• Training• Beyond the Classroom Training• Cutover and Activation• Provider Schedules Templates• Vendor list hand-off

2

COMMUNICATION

• Importance of communicating Steering Committee items to staff

3

PATIENT AND FAMILY COMMUNICATIONS

• It is important as we are preparing ourselves to transition to our new EHR that we manage this process up to our patients and families– “We are making a large investment to improve our quality of care, the

delivery of care, and integration at UAHN”

– “We are transitioning to a system that will allow you as our patient to access your own records called My Chart which will allow you to have access and information regarding your healthcare like never before.”

• It is not appropriate to blame this project for patient access issues, or an excuse to provide sub standard care.

• I CARE values are expected.

4

PROJECT SNAPSHOT

5

• Prior Week

– Integrated testing round 2 fix

• Current Week

– Parallel revenue testing round 2

• Next Week/ Future Weeks

– Integrated testing round 3 test begins week of 9/16• Operations sign off and review (link to page to demonstrate hyperlink to a

script)

– Extended classroom training

– Beyond the classroom (BTC) training

UAHN SUPERUSER PROGRAM

• Registration for back-up support• http://www.uahealth.com/for-professionals/epic/training• Manager to help ensure they meet qualifications

– Complete training

– 2 hr superuser special training

– Assist in 4 classes

• Superuser preparation for BIG BANG!!– How many do you have?

– What is the schedule?

– Is there a gap between need and have?

6

SUPERUSERS NEED NAMES!!!!!

• Completed classroom training, passed the test, and facilitated 4 and assisted in four classroom training sessions (preferred)

• Alternative Pathways– SME’s who participated very actively in the workflow builds and or testing

process, and attended classroom training and passed the passed the exam

– SME’s who have completed training and passed they exam. The actively engaged people who helped out and demonstrated ideal skills in beyond the classroom training program

– SME’s who have completed training and passed they exam. They have been identified by project managers and or James as showing great superuser potential. These staff have helped with builds, validations, and or testing scripts.

• RIGHT ATTITUDE!!

7

SUPERUSER EXPECTATIONS

• Freed up from operational responsibility October and November• Attend specific superuser training sessions to prepare them for the

logistics and expectations of “go live”• Assist in Beyond the Classroom (BTC) training events and activities• Be trained in downtime procedures• Understanding of the issue identification, prioritization, and issue

logging• Understanding chain of communication and command during the “go

live” • Training in support of users who are having difficulty managing the

change process and being a support to de-escalate end users.

8

USER PREPAREDNESS

9

CLASSROOM TRAINING

• Need supervisor review of reports and data– Must validate their employees have gone through all necessary

classroom training

– Must validate they have passed the exam

– If staff are in need of training they need to get them into classroom training ASAP

• Classroom offerings extended into September

10

TRAINING REGISTRATION

• Tracking Training Compliance– Right people assigned to supervisor?

– Assigned the right courses based on their role?

– People registered for their courses?

– People have completed their courses?

1. HealthStream – always most up-to-date (real time)

2. Internet report – extracted once per day from HealthStream

3. http://www.uahealth.com/epic/training

• How to register for a course:1. Attend training registration lab

2. Call registration line 694-6732

11

TRAINING PLAYGROUND

• To access the Hyperspace– Click on PLY2 on a UAHN Desktop

– PLY2 on the citrix site: https://ctx.umcaz.edu

• PLY2 is set up to use the same log ins and patients used in training, so save the training materials from class.

• Access difficulties– If you have any trouble logging into Citrix, please contact the Help Desk.

– If you have lost your login and/or have trouble logging into the training environment itself, then you’ll need to contact the trainer who taught your class to request that information.

12

BEYOND THE CLASSROOM

• Activities

– Workflow preview sessions, walk-in labs, scheduled labs, peer-to-peer demos and Q&A sessions, customization/personalization labs

• Resources – beg, steal, borrow….buy

– Dedicated contractors (MD and other)

– Super users

– MITC physicians

– Unit based educators

– Clinic nurse managers

– Trainers and analysts

• Where

– Standing meetings and committees

– Ad hoc sessions, department sign-up

– Labs; dedicated physician resource center on both campuses

– Training rooms, auditorium, physician lounge, cafeteria…

13

GO LIVE STAFFING GUIDELINES

• Need to know the contracted labor for Go Live– Clinical support staff with Epic experience– All superusers on board out of staffing mix first 1-2 weeks – Resources decrease over time and weekly as staff become more

proficient

14

GO-LIVE SUPPORT

• Executive governance support• Operational leadership involvement• Determination of required support for successful activation (eg. 1:5-

8)• At-elbow support

– Superusers

– Application analysts

– Epic vendor support

– Consultant resources

• Issue management system• Command Centers and deployment teams

15

GO LIVE STAFFING GUIDELINES

• Ambulatory Scheduling guidelines

• Hospital Outpatient Departments, inpatient units, ED– Adjust staffing ratios staff are slower in the system

– Opportunities for customization and efficiency short cuts

– Need to maintain patient progression and forward flow

– Need to meet the patient and family needs

16

Day 1 Day 2 Day 3 Day 4 Day 5

Week 1 50% 33% 25% 20% 20%

Week 2 20% Full Schedule

CUTOVER PROCESS AND SUPPORT

• Need people in October to load provider schedules and abstract from legacy systems into new systems

• Appointment conversion weekend is October 19th & 20th • Inpatient unit cutover begins the morning of October 31st and will

extend into early morning 11/1• Staff needed to be assigned to this task and we need to train them

and educate them in the process.• Need 3 people from each inpatient unit.

17

PROVIDER SCHEDULE TEMPLATES

• We need to know and build the Provider Schedule Templates• Know which days who will be working and scheduled to see patients• They will begin to load the data so dual scheduling can proceed after

appointment conversion• Need participation so completion can be accomplished by 9/27/13

deadline

18

VENDOR LIST OWNERSHIP

• Need Steering Committee involvement in identification of vendors needing access into the system– Forward list of vendors and system need to Clint Hinman or Michelle

Ziemba

– Review by Corporate Security Officer

– Eventual formal request through CARS

19

PARKING LOT

20