Partnership for Epic Preparedness
(PEP)
Why Epic?
• Patient Safety
• Meaningful Use funding through better
reporting
• Improved Documentation
• Integrated Communication
• Continuity of Care
• Evidence-based practice
• Efficient operations
• Health Information exchange
History
Issue: Struggled to effectively engage operational leadership
during the install. The result post go-live:
• System worked, but operations was not prepared to use it
• System set-up was not as expected
• Management was not prepared for what to expect at go-live
Solution: Created clinical readiness program
PEP Program
Result:
▫ Formalizes communication with operational management
▫ Establishes owners for monitoring key metrics
▫ Ensures strong operational involvement during
implementation
How:
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Accountable individual owners
Education as appropriate
Participate in key events throughout the install
Appropriate expectations set for Go Live and after
Proposed Roles and Activities
Roles
• Clinical Readiness Lead –Andrea Coyle, RN
• Clinical Readiness Owners
Activities
• Readiness Owner Kickoff*
• Regular Clinical Readiness Owner meetings
• Clinical Readiness Day
PEP Owner
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Monitors needs and successes of department
Attend regular meetings
Participate in applicable project milestones
Understand high risk workflows and key
metrics pertinent to area of accountability
• Ensure staff attend training
• Manage expectations
• Monitor adoption and usage
Clinical Readiness Milestones
Introduction
to Clinical
Readiness
Clinical
Readiness
Day
Readiness
Owner KickOff
Between Now and Go-Live
• The organization as a whole will be
increasingly anxious, excited, confused, and
hopefully, ready!
– Be a steadying presence
– Always remain calm
– Understand the install plans and the
controversial issues
– Be careful to not overpromise – going live with
new software is challenging
Between Now and Go-Live
• Some individuals will oppose the project
and express severe doubts.
• Confront resistance early and strongly, yet be a
positive presence during this time of change
• Be an advocate, know why we are doing this
project
• Follow up on issues that cannot be resolved on the
spot
Between Now and Go-Live
• The Project Team will be busy
• Acknowledge their efforts
• Help them prioritize issues if they come to you
with questions
Implementation Oversight
Committees
Project Workgroups
“In the Weeds” work
Pre-existing
Committees/
Workgroups
Epic Inpatient Governance
Structure
EHR Development and Operations Council
eCareNet
EDOC
R. Freeman
Inpatient
Clinicals
K. Burke
Steering
Committee
Stork
IOC
Beacon
IOC
Willow
IOC
Project Workgroups
“In the Weeds” work
ClinDoc/
Orders
IOC
Radiant
IOC
Pre-existing
Committees/
Workgroups
Lab
IOC
eCareNet
Committee
Executive VP
Group
EHR Development &
Operations Council
Enterprise
Executive Sponsor
Dr. Bob Warren
Epic Program Administrator
Melissa Forinash
PMO, Dan Furlong
Revenue
Cycle
Steering
Committee
Inpatient
Steering
Committee
Communications,
Megan Fink
Periop
Steering & ED
IT Steering
Committee
Analytics
Development
& Operations
Council
Ambulatory
Steering
Committee
C. Carr
S. Russell
S. Harvey
K.Weaver
Gail
ScarboroHrtiz
R. Freeman
K. Davis
S. Miller
J. Kratz
C. Liddy
Revenue
Cycle
Inpatient
Clinicals
Ambulatory
EMR
Training &
Support
K. Burke
T.Walsh
N. Whichard
Enterprise
Reporting &
Analytics
Infrastructure &
Technical
Support
Emergency,
OR, &
Anesthesia
M. Daniels
K.Nendorf
B.Seyfried
J.Dell
M.Balassone
13
Legend
Advisory &
Steering Groups
Admins &
Clinical Leads
OCIO/IT
Leads