Epic@Jeff

Monthly Project UpdateJanuary 2016

FY’16 FY’17

Key ActivitiesQ1

July- Sept

Q2

Oct- Dec

Q3

Jan-Mar

Q4

Apr-June

Q1

July- Sept

Q2

Oct- Dec

Q3

Jan-Mar

Q4

Apr-June

Project Kick-Off/ Site Visit 6/23-25

Workflow Validations 6/26- 10/8

Hardware Walkthroughs 10/12 4/1

Wave 1 (Ambulatory) Build Complete for Testing 10/12 4/8

Wave 1 Testing 5/2 10/28

Wave 1 Training 9/12 11/25

Wave 1 Go-Live 11/26

Wave 2 (Inpatient) Build Complete for Testing 10/12 5/20

Wave 2 Testing 6/13 2/17

Parallel Revenue Cycle Testing 7/18 2/25

Wave 2 Training 1/23-3/31

Wave 2 Go-Live 4/1

Optimization 5/1

High-level Project Timeline by Fiscal Year Quarter

We are here

Past 30 Days (December 2015)• Key Accomplishments/Deliverables:

• December: Ambulatory and Inpatient system build bucket 1 (out of 6) complete

• December 18: Specialty Validation Session Wave 1 completed

• December 31: Super User draft by department complete

• Concerns Encountered/Next Steps:

• Operational support needs/considerations for successful Ambulatory and Inpatient Go-Lives

• 3 critical operational staffing milestones:

1. Super Users (Recruitment and Engagement)

2. Training (Required for all End Users before accessing the Epic system)

3. Go-Lives (Ambulatory and Inpatient)

• Your responsibility is to plan for careful management of resources – including finances, staffing levels and time - in preparation for and during these activities.

• Lessons Learned for next 60 days:

• Continue to communicate expectations and timelines for Go-Live readiness

Next 60 Days (January – February 2016)

• Key Milestones/ Deliverables

• January- February: Hardware Walkthroughs continue to assess current devices and clinical tools

• January: Super User planning, recruitment by managers begins

• January 4- January 29: Specialty Validation Session 2

• February 26: Ambulatory and Inpatient system build bucket 2 (out of 6) complete

• What You Can Expect:

• SME Workgroups to continue meeting in small teams to focus on specific content with the Project Team (Application Specific, Clinical Content, Integrated Areas, Clinical & Access/Revenue Readiness)

• Communication regarding key project milestones and their anticipated operational impact, enabling managers to plan well in advance

• What We Need From You:

• Review your Super User, upstaffing, and backfill needs and begin planning for the FY’17 budget

• Support SMEs participating in workgroups. This is an essential process during the System Build Phase

• Notify the Epic Project Team of any operational changes that might affect workflows (current or future)

Operational Staffing Milestones for Management Planning

• Super User Recruitment :

• Recruitment begins January 11, 2016 and ends April 1, 2016

• Training for Jefferson Staff and Providers:

• All End Users will be required to attend training before they will be granted access to the new

system

• Specific number of training hours will vary by End User role and occur between the offered dates

below

• Wave 1 (Ambulatory) Training Courses Offered:

• Super User Training 09/12/16 – 10/2/16

• End User Training 10/03/16 – 11/25/16

• Wave 2 (Inpatient) Training Courses Offered:

• Super User Training 01/16/17 – 01/29/17

• End User Training 01/30/17 – 03/31/17

• Go-Lives:

• Wave 1 (Ambulatory sites): November 26, 2016

• Super User Support: 11/26/16-12/23/16

• Wave 2 (Inpatient): April 1, 2017

• Super User Support: 4/1/17-4/29/17

Super Users- Overview

• Comprised of Jefferson operational and clinical staff who will be selected by managers• Recruitment for both Waves begins January 11, 2016 and ends April 1, 2017

• Wave 1 more than 500 Super Users

• Wave 2 more than 1300 Super Users

• Given additional training and responsibilities in preparation for Go-Live- Serve as Epic@Jeff Project Team extension

• Provide support for Trainers as “assistants” during in-classroom End User training

• First line of defense for troubleshooting and managing workflow issues in real time for frontline staff

• Provide ‘at-the-elbow’ support (i.e., bedside, clinic, workstation) for End Users during and 4-weeks post Go-Live

Why Super Users?

• There are four primary ways organizations implementing

Epic typically rely on Super Users to be successful:

1. Change Management and End User Adoption

2. Implementation Activity Support

3. Go-Live Support

4. Long-Term Support

Super Users- Time Commitment Responsibility Commitment Details

Super User Training 2-4 hours Kick-off Meeting, 1-2 hrs Intro to Role, 1-2 hrs Art of being a Super User

Super User Meetings 1-2 hours Pre go-live meetings

End User Training for

Super Users (occurs 3

weeks before end user

training)

12-28 hours Depending on specialty and application

End User Training Support 12-28 hours At least 1 full round of classes per role, time dependent on application

Usability Testing

(as needed)

Up to 8 hours Variable testing meetings over 3 month period

Super User Refresher (pre

go-live)

1-2 hours Pre go-live preparation

Go-live Support Duration of Super

User work shift

(variable by role)

• Occurs weeks 1-4 post go-live (including day of go-live):

Wave 1 (Ambulatory sites): 11/26/16-12/23/16

Wave 2 (Inpatient): 4/1/17-4/29/17

• Dedicated support shifts during the go-live period

• Super User shifts are not in addition to a clinical assignment or

operational responsibilities. During the Super User shift, the

individual ONLY providers Super User support for the unit/

department.

• Most Super Users will not be 100% support for the full 4 weeks

(individuals will also need to work some clinical shifts to be able to

learn as an end use)

Super Users- FAQs

• How are we determining the number of Super Users each work area needs?

• Epic provides ratios for each application and roles as a guideline

• In total, we plan to identify more than 1,800 Super Users (Wave 1- 500, Wave 2- 1,300). Specific numbers

by location have been provided by the Epic@Jeff Project Team

• Why are being asked to identify so many Super Users?

• Best practice to develop internal proficiency with our own resources (pays for itself in the long run)

• Epic customers confirm this role is a priority for successful implementations

• Are the Super Users from my work area going to be sent to other work areas to help?

• No, the priority of each Super User to assist their co-workers and colleagues within their own work area.

However we will have some Super Users that float to locations as needed and will be assigned as such.

• Can Super Users get clinical assignments or operational responsibilities while serving as a Super User?

• No, Super Users are dedicated support during their shifts – they will not take on a clinical/ operational

responsibility in addition to supporting end users during go-live

• Is there any monetary reimbursement for being a Super User?

• There is no additional reimbursement to Super Users in addition to regular hourly/salaried rates

• How will departments budget for their Super Users?

• Finance Dept will provide a worksheet to accompany the FY’17 budgeting process. There will be a

dedicated area to allocate resources for Super Users, Upstaffing, and Backfill

APPENDIX: Contact info and

Timeline & Expectations of Project

Milestones

Key Contact Information

• Ambulatory: Leslie Kinkler, 5-2465

• Ancillary: Renee Marino, 5-9042

• Reporting & Analytics: Brian Glynn, 5-2442

• Access & Revenue: Joe Galdi, 5-2306

• Training: Jennifer Cappetta, 5-2286

• Technology: Jordan Wise, 3-9458

• Inpatient: Mark Laspada, 5-2438

• Implementation: Greg Kim, 3-9428

• Executive Project Director: Dennis R. Delisle, 5-7165

Questions and comments are always welcome at: Epic@jefferson.edu

For news and information, visit Jefferson.edu/Epic

Milestone Description Purpose Timeline SME and/ or Operational Commitment:

Hardware

Walkthroughs

A literal walkthrough of

the Ambulatory Practices

and the IP departments by

Project Team

To document the

workstation placement,

area layout, access needs,

equipment deficits,

infrastructure concerns,

etc.

10/12/15 – 04/01/16 • One (1) manager level person (SME) to touch base with prior

to, and possibly during, the walkthrough

• Estimated 1 to 4 hours of time in the department and time

for the SME’s involvement (time will vary based on the size

and operational complexity of the department)

• Note: the department will be contacted in advance to

identify the Project Team’s key contact during the visit and

schedule an appropriate, least intrusive time for the

walkthrough of the area

Specialty

Validation

Sessions

Meeting between Subject

Matter Experts, from a

specific Ambulatory area

of practice, and the

Project Team

To validate content and/or

the intended Epic

workflows for their area

Round 1: 11/23/15 –12/18/15

Round 2: 01/04/16 – 2/5/16

Round 3: 02/01/16 – 3/4/16

Round 4: 02/29/16 – 4/1/16

Round 5: 03/28/16 – 4/28/16

• The number of SMEs involved will vary based on Specialty

• 2 hours per week are estimated to be required of each SME

System Build

Wave 1

(Ambulatory) &

Wave 2

(Inpatient)

Actual creation of the Epic

records by the Project

Team

To translate all validated

workflows, orders, lists,

documentation, dx tests,

schedules, etc. from

validation sessions into the

Epic EHR

Wave 1: 10/12/15 – 07/22/16

Wave 2: 10/12/15 – 09/30/16

• Hundreds of SMEs will be involved in the Build process.

Contributions range from a minimal touch base for

clarification purposes only to gathering and sharing

department data to review and validation of the final Build

• Required hours vary by session

Super User

Program

Super Users will serve as

an extension to the

Epic@Jeff Project Team.

The Super User role will be

comprised of operational

and clinical staff who have

additional training and

responsibilities in

preparation for Go-Live.

Provide “at-the-elbow”

support (i.e. at the

bedside, clinic,

workstation) during and

post Go-Live. They are the

first line of defense for

troubleshooting and

managing any Epic

workflow issues in real

time for frontline staff.

• Recruitment begins January

2016

Super User Training:

• Wave 1: 09/12/16 – 10/2/16

• Wave 2: 01/16/17 – 1/29/17

Go-live Support:

• Wave 1: 11/26/16 – 12/23/16

• Wave 2: 04/01/17 – 04/28/17

• Go-Live Support: At-the-elbow with end users for 2 to 4

weeks after Go-live

• Total number of hours will be determined based on the

Super User’s area of coverage (final schedule based on

number of end users, super users available and hours of

operation)

• Total number of days and hours of commitment will be

dependent on the success of end user adoption and

proficiency in the Super User’s area

Data

Conversions

Electronic transfer of

specific items from

previous systems into Epic

EHR completed by Project

Team, and validated by

Operations

To capture unique data

elements from legacy

system files that will be

needed for future patient

care

Wave 1: 10/03/16 - 11/26/16

Wave 2: 02/06/17 - 04/01/17

• Approximately 3-5 hours are required depending on each

SMEs area(s) of expertise, authority for approval and

quantity / type of data each will be assigned to review

Milestone Description Purpose Timeline SME and/ or Operational Commitment:

Parallel Revenue

Cycle Testing

A simultaneous test of old and new

systems for confirmation of

revenue capture, completed by

Operations and Application teams

To ensure the effectiveness

of the Revenue strategy and

build

Wave 1: 07/18/16 - 09/23/16

Wave 2: 10/31/16 - 02/17/17

• Approximately 4-6 hours for test data entry and

result validation

Training All End Users will be required to

attend training before they will be

granted access to the new

Epic@Jeff system

Ensure staff are adequately

trained to use the system in

order to return to normal

operating levels as soon as

possible

Wave 1: 10/03/16 – 11/25/16

Wave 2: 01/30/17 – 03/31/17

• Specific number of training hours will vary by

End User role

• Classroom Training Times: Provider 8-12 hrs,

Support Staff 4-20 hrs

End User Testing Coordinated testing of the Epic

build by Operational resources

To ensure, from end user

perspectives, that the design

reflects intent, validation

points, and intended usage

Wave 1: 09/05/16 - 09/30/16

Wave 2: 01/09/17 - 02/10/17

• 4 to 16 hours for test data entry and result

validation

Technical Dress

Rehearsals

Application and technical teams

complete integrated technology

and application test of the

availability, access, hardware,

connectivity, and printing build in

the “live” environment

To ensure that the

technology and device design

integrates and performs as

designed

Wave 1: 10/17/16 – 11/25/16

Wave 2: 02/20/17 – 03/31/17

• 1 area specific manager level resource to touch

base with prior to, and possibly during, the

rehearsal

Go-live Readiness

Assessments

Meetings with Operations and

Project team that are scheduled

30, 60, 90, and 120 days prior to

Go-Live

Strategically scheduled to

assess readiness before Go-

Live

Wave 1: 09/01/16, 09/29/16 and

10/27/16

Wave 2: 01/05/17, 02/02/17, and

03/02/17

• 4 to 16 hours of preparation for session report

outs

• Three, 1 day sessions will review readiness for

Go-live requiring 4 to 8 hours for Operational

representatives

Cutover Activities Preloading of specific information

into the Epic system by application

and operations resources

Information is needed for

clinical patient care, to

maintain previously

scheduled appts, to maintain

established workflows like

provider schedules,

treatment plans, etc.

Wave 1: 11/14/16 – 11/25/16

Wave 2: 03/20/17 – 03/31/17

• 4 to 16 hours dependent on quantity of data,

number of interfaced systems / Operations

owned 3rd Party systems, and vendor staff

Go-Lives Official date that we turn on the

new system

Established date allows for

proper timing and sequencing

of events that are needed for

successful implementation

and function

Wave 1 Go-Live: November 26, 2016

Wave 2 Go-Live: April 1, 2017

• EVERYONE!!