February Newsletter: Epic Implementation Ambulatory Clinics and Ancillary Services

Days to Go-Live: 166 Baptist Health

166

Epic Implementation Ambulatory Clinics and Ancillary Services February 14, 2022

Caring for the Consumer: My Baptist Chart Healthcare teams today must respond to an ever-changing technology ecosystem and the critical need to ensure consumer-friendly access to health information, providers and services. The implementation of Epic brings many exciting new tools that will enable us to provide improved experiences for both patients and their care teams. Among these tools is the best-in-class patient portal, MyChart.

Appropriately named My Baptist Chart, the futurestate patient portal will offer self-service capabilities such as managing appointments and online scheduling, viewing test results, requesting prescription refills, securely messaging providers and care teams, paying bills and connecting to virtual visits, all from any smart device.

In addition, My Baptist Chart will also offer capabilities such as allowing patients to alert emergency departments that they are on the way, performing electronic check-in and automating wait lists to offer patients more timely appointments right away, when they become available.

Would you like more information or do you have questions about My Baptist Chart, the Together project or Epic implementation? Email us at Together@bmcjax.com or visit us on the intranet here.

From Decision-Making to Launch October 2020 - July 2021

August 2021- July 2022

Phase 0 & Phase 1         

Scope of implementation defined Legacy data and groundwork collected Charge Master finalized (HB + PB) Workflow Walkthroughs performed SME workgroups launched Build and configuration commenced Interface Testing initiated End User Device Assessments launched Clinical System Design (CSD) Phase 1

Go Live!

Phase 2 & Phase 3         

Application and Integrated Testing Clinical System Design (CSD) Phase 2 Super User Training (Begins May 2022) Interface Testing continues End User Training Readiness Assessments and Dress Rehearsals Technical Dress Rehearsals Provider Personalization Charge Testing & Parallel Revenue Cycle Testing

Days to Go-Live: 166

Did You Know?

DID YOU KNOW? The EpicCare Ambulatory Application features distinct fields for diagnoses that should be tethered to the problem list versus diagnoses that are actually the reason for visit. Users can manually interchange the lists but otherwise they are independent of each other which is different from current state. This will allow providers and support staff to greatly refine the problem list in future state of Epic. Tito Balbino, MD, Associate Chief Medical Information Officer for Ambulatory Informatics and Medical Director of AgeWell Center for Senior Health, explains, “It will be important to prepare for this new future state advantage by performing problem list cleanup today, before Epic go-live.” According to Dr. Balbino, “The more we clean up our problem lists now, the easier and faster it will be to step into the new reality with Epic so that we can easily reconcile and validate the converted data.”

DID YOU KNOW? Epic Ambulatory and Ancillary Implementation team members donned their best red on Friday, February 4 in honor of National Wear Red Day as a show of unity for the movement to end the #1 killer of women, heart disease.

DID YOU KNOW? 45% of the U.S. population have their medical records in Epic.

DID YOU KNOW? The majority of all EHR implementations today are replacements of other systems.

Going Red for Women! Members of the Epic Ambulatory and Ancillary Implementation team wore red on National Wear Red Day.

Technical Dress Rehearsal (TDR): What you need to know Technical Dress Rehearsal is a highly coordinated activity to test every single workstation, printer and peripheral device at each Baptist Health location to ensure all devices needed to effectively complete workflows in Epic are deployed and working as expected at go-live. This collaborative effort involves both the technical and application teams working with every unique site to configure and test more than 16,000 workstations in preparation for go-live.

CAUTION - DO NOT MOVE! TDR Timeline for Ambulatory: April 4 - June 10th

At this time, we ask that you do not move any end user devices to a different location to ensure connectivity and system configuration can maintain a smooth transition. Should you need to move a piece of equipment, please utilize the following instructions to submit an ESM ticket: Intranet > Apps & Tools > “Information Services – Service Desk (202.7565)” > ESM Tool > “New Product or Service” and scroll down to select “Standard Move Request” and then click “Move Request – New Request”. If you need to dispose of any equipment click “Disposal Request”.

Epic Implementation

Application Spotlight: EpicCare Link

EpicCare Link provides web-based, secure access to patient information and results for non-employed providers and support staff who are part of a patient’s care team. The application provides a single, unified point of access across Baptist Health inpatient and outpatient services and features.

Using EpicCare link, providers and support staff will be able to: 

    

Securely view real-time clinical information in patient charts including: PAMI data, past encounters, lab and imaging results, procedural information, hospital admissions, discharge summaries, PACS images and scanned files, consultation notes, orders placed by Baptist physicians, scheduled appointments and much more Receive automated customized alerts when there is new information available on shared patients Send messages to Baptist providers and teams Refer to Baptist Health specialists and services Order diagnostic labs and outpatient imaging Upload external documents for review by HIM

Epic Translations The transition to Epic brings a whole new vocabulary.

Check out a few of the application names you will be hearing and their associated translations!

Application Name

Translation

Welcome

Self-service touchscreen (iPad) provided to patients at check-in

Prelude

Patient registration; inperson or phone call

EpicCare Everywhere

Epic health data exchange

ASAP

ER visit management

Healthy Planet

Population health management

Hot Topics: Readying For Go-Live Counting down the days until go-live, there are many hot topics that are fired up. Check out these quick definitions of terms you will be hearing soon.  Appointment Conversion is a tightly-organized process that takes all appointments scheduled in our legacy system and recreates them in Epic. A hybrid approach is required as some conversions can automated, but others must be performed manually.

Conversion weekend is scheduled for July 16-17.

More details to follow in upcoming operational leader forums.  Online Scheduling allows patients to manage their Baptist Health appointments conveniently, day or night, from any smart device or computer. In addition, scheduling support features will enable patients to electronically complete many of the steps required at check-in in advance of their appointments. This includes document collection, co -payments and questionnaires. Breakout sessions with each specialty group are underway to determine scope for implementation.

Ambulatory & Ancillary Operational Leadership Forums To socialize key Epic implementation topics and to optimize clinical and operational readiness, the Ambulatory and Ancillary Implementation team has established forums with ambulatory clinic operational leaders for information sharing and partnering together on the path to go-live.

Clinic Managers: First Monday of every month 12pm—1:30pm Administrators and Operational Directors: Bi-weekly on Wednesdays 11am—12pm

Epic Implementation

Training & Important Dates Epic go-live is right around the corner and that means it is time for teams to engage in training! The Epic Implementation Training Team has set up several opportunities to ensure every team member receives the appropriate exposure to the upcoming training roadmap, as well as unique training to their role.

Check out the below graphic for the roadmap of Epic training and how we ensure proficiency by go-live.

Additionally, please review the upcoming events that are pertinent to your role.

Staff Training Registration Purpose: Managers to enroll staff in their classes for Epic training.

Affected Leaders: Practice Managers Dates: Kick-Off—February 14 *Best practice recommendation: Please make sure to register as soon as possible as classes will fill up.

Physician Training Registration Purpose: Physicians to enroll in their classes for Epic training.

Affected Leaders: Physicians & Practice Managers Dates: Kick-Off—March 1 Cornerstone Training Release Purpose: Training material and pre-class elearning will be made available.

Affected Leaders: All End Users Date: March 1

Questions about Epic Training?

Visit us here or contact: EpicSuperUserFAQ@bmcjax.com – Super User questions EpicTraining@bmcjax.com – General Epic Training EpicProviderTraining@bmcjax.com – Provider Training

All Epic Training information and resources can be found by clicking on the Epic Training SharePoint Icon located on your desktop. If the icon is not on the desktop, please call the service desk.