EPR Change Agent Welcome Pack

EPR CHANGE AGENT WELCOME PACK

A WARM WELCOME FROM US

WelcometotheEPRProgramme!

You have received this pack because you have expressed an interest in becomingoneofourvaluedChangeAgents.

Change Agents play a critical role in the work we carry out, so we would liketosaythankyouforconsideringtherole.

This pack will explain the background of the EPR Programme, what a ChangeAgentisandtheexpectationsthataccompanytherole.

We have also included some “FAQs” regarding the role. However, if you haveanyquestionsatallpleasegetintouch.

You can email us at sath.askepr@nhs.net, or watch demos and find out moreonourintranetpagesandwebsite-digital.sath.nhs.uk.

Welookforwardtoworkingwithyou!

EPR PROGRAMME BACKGROUND

SaTH is embarking on an exciting journey of change and improvement. One of the most significant changes is a review of our digital systems and how we use them to capture, record,storeandshareclinicalandnon-clinicalpatientinformation.

As a Trust, our aspiration is to provide care excellence to all our patients and the communities we serve. That is why we have launched our EPR Programme (Electronic Patient Record), a programme which will review how we deliver our services through digital innovationandclinicalsystemchange.

Our transformation journey to an EPR is one of the biggest changes we shall have undertaken as a Trust. It will improve everyone’s experience at SaTH patients, staff and visitors. Making these changes to how we access patient information is vital to improving ourpatientcareandisintegraltoourcorevaluesandstrategicambitions.

The team is focused on delivering digital system improvements for Patient Administration (PAS),TheatremanagementandinourEmergencyDepartments.

TheEPRProgrammeisbuiltontheSystemCsuiteofproducts,someofwhichhavealready been implemented. BadgerNet Maternity and Bluespier Theatres were introduced during 2021 and 2022, and by the end of 2023 other System C products will have replaced outgoingapplicationsSemaHelix,WardvisionandEDWhiteboard.

The products being implemented in 2023 (CareFlow) represent the first phase of the EPR Programme'swork,whichispartoftheTrust'sdigitaltransformationthatwillcontinueuntil 2025.

What is a Change Agent?

Change Agents play a key role in the planning, monitoring and management of clinical system implementations.

As a Change Agent, you will help ensure that your area is ready to go live and is capable of a successful transition to and running of the new system.

You will communicate and disseminate key messages to staff, engage with your team to maximise the benefits of the new system and collaborate with the Digital Team to support colleagues with the change.

You will act as a representative for your team, giving a consensus view and have an input into the future-state design of the system, processes, and accompanying Standard Operating Procedures (SOPs).

A new system implementation will need management of key operations in the area, working with management to ensure that changes are implemented, adopted, sustained and revised.

What is expected of a Change Agent?

We appreciate that change can be challenging. Therefore, as a Change Agent you are expected to act as a positive role model and provide leadership.

You will need to be a focal point for promoting the new system and managing the change, liaising with, and supporting colleagues, and facilitating decision making You will have clear communication channels with the Digital Team should you need to resolve issues or raise risks

The EPR Programme team will give support, including training, to those who volunteer to become a Change Agent with regular communications and meetings and a point of contact for you to link in with and raise any concerns or queries.

It is anticipated that Change Agents will work as volunteers, undertaking duties around their usual 'day jobs'.

That is why we recommend that you discuss becoming a Change Agent with your line manager or ensure you have capacity to undertake the role before agreeing to do so.

Change Agents summarised

Change Agents will:

Provide a sustained, two-way engagement with the Digital Team highlighting any concerns and challenges

Be a positive role model for system implementation, raising awareness of the programme's activity and championing change

Attend training sessions, demonstrations and other system-related events and encouraging colleagues to do so where appropriate

Communicate messages to colleagues in a timely and organised manner and provide them with the support they need as new systems are brought into the Trust

Give input and feedback with respect to system set-up, future-state process creation and operational impacts (how the changes will affect you)

Raise any risks through the advised channels

Ensure the system is used based on training guidance and Standard Operating Procedures (SOPs)

Thank you for joining us, for getting involved and helping to make a difference to our Trust's future by becoming a Change Agent.

My colleague has registered as a Change Agent – what does this mean?

Change Agents within the EPR Programme are our local experts who are team-based staff members. The role of the Change Agent is interesting and varied and provides a wonderful opportunity for you to get involved in some key EPR planning decisions, while bringing a ‘voice’ of your department / role into our wider EPR team.

What skills are required to be a Change Agent?

No special ‘IT’ skills are required. Training to use the new systems will be provided as part of the process of bringing you in to the team as a Change Agent. The only real skills you require is a good knowledge of your role and a willingness to be the ‘phone a friend’ contact for colleagues in the run up to, during, and after go live of the new system.

What sorts of tasks and activities will I be expected to contribute towards?

Change Agents will help identify key actions that need to be completed to ensure their area/team is ready for system functionality ‘switch on’ (or go-live); and they will offer support to their colleagues in using the new systems from the date that the new system goes live.

Change Agents will also be expected to act as an intermediary between their local teams / colleagues and the EPR Programme Team – by contributing to discussions around EPR planning activities and supporting department/team colleagues in preparing for any process or business changes which the EPR may introduce.

Is the Change Agent role a secondment? Is this a paid role?

No, the Change Agent role is not a secondment, nor is it a paid role. Change Agent responsibilities are voluntary activities that are undertaken whilst you continue to perform your ‘day job.'

A release from your usual role will be required to support training sessions, but once training has been completed you will be expected to return to your usual role, but with the additional skills and knowledge to support your colleagues and team-mates.

Do I need line management approval before registering my interest to become a Change Agent?

Approval by your line manager to register your interest to be a Change Agent is not required. However, dependent on your role, service or department area, the level of engagement required may vary.

The EPR Programme team is actively reviewing all expressions of interest, and once it has been established how many individuals of the same role / able to support a particular department area are available we shall be better placed to confirm the amount of personal time commitment which will be required.

It is at this point we would recommend you having a conversation with your line manager to ensure you are both agreeable to the release of time from your usual role to engage in the various training and Change Agent activities.

However, the earlier you start any conversation with your line manager better – even if this is just advising them out of courtesy that you have registered your interest to join the Change Agent team.

How much of my time do you think being a Change Agent will consume?

This is a difficult question to answer, as it will very much depend on how much capacity you have, what aspects of your role are specific to the functionality being implemented, what interests you and how much you want to be involved.

Your line manager may also have a view on how much time they can release you from your usual role into the Change Agent team.

We have lots of exciting change coming now, soon and in the medium term – so it is a great time to get involved.