EPIC IMPLEMENTATION
ORGANIZATION STRUCTURE
Lisa Buller
Mount Auburn Hospital
OVERVIEW OF AN EPIC TEAM
Most success with dedicated staff. This leads to
implementations that are on-time and overall
will create a team that is able to support the
system long-term.
 Want to find enthusiastic leaders who
understand the organization and enjoy working
in a focused and intense atmosphere.

PROJECT SPONSORS
Member of executive team
 Provides vision and reinforces project’s
relationship to the organization’s goals and
strategic initiatives

PROJECT DIRECTOR
Ensures the project is on the right path and has
the visibility it requires
 Guides the project team through the
implementation and is the central point of
communication
 Manages the scope, cost, schedule and quality of
the project
 Manages staff and resource allocation
 Is familiar with all aspects of the implementation
 Communicates regularly with business leaders in
the hospitals, clinics and billing offices.
 Sets proper expectations for all members of
business community

CLINICAL CHAMPIONS
Clinical Representatives who participate in
system design and configuration
 Support and promote the implementation project
to clinicians and administrators
 Encourage other clinicians to participate in the
design and validation of the system so a sense of
community and ownership can be established
 Serve as a liaison between clinicians, project
governance, sponsors and the project team
 Develop and chair clinician committees tasked
with validating clinical content and developing
new content

ACCESS AND REVENUE CYCLE LEADS
Key operational staff members who remain in
their roles while helping the project team assess
implementation strategies and the impact on
workflows and operations
 Work closely with the application analysts on
issues and install decisions
 Areas needed include: Patient Access, Bed
Planning, Environmental Services, Case
Management, Front Desk, Scheduling, Referrals,
HIM, Coding, Charge Capture, Billing, Claims,
Payment Posting, Insurance Follow-up, Self-pay
Follow-up, Finance, Home Health Billing

APPLICATION MANAGERS/PROJECT MANAGERS
Maintain scope, schedule and quality of project in
a specific application area, specialized team or
focus area
 Work closely with the project director and other
project managers to coordinate activities
 Ensure that the business community is engaged
in the project
 Assist the Application Analysts in their
respective areas
 Staff Management if appropriate

TRAINING MANAGER








Manage the scope and risk of the training delivery
Develop an overall training schedule
Find training rooms and necessary hardware for
classroom training
Manage training schedule and course registration
Determine curriculum delivery method
Ensure training materials are completed on time and
accurately
Coordinate training environment tasks and
milestones
Develop and Execute Credentialed Training Program
TECHNICAL MANAGER
Manage technical team
 Act as liaison between the technical team and
application team
 Coordinate Epic and 3rd Party production and
non-prod hardware and software support for the
Epic Infrastructure.
 Track technical integration issues

APPLICATION ANALYSTS
Primary support contact for the application
 Coordinate all issues that arise in their
application
 Understand choices involved in application
configuration
 Perform in-depth analysis of workflows, data
collection, report details associated with the Epic
software
 Populate databases during initial system build
 Review and test build and workflows
 Serve as liaison between end users and Epic staff
 No Epic experience necessary

REPORT DEVELOPERS
Analyze, create specifications, write and test
individual reports
 Identify and validate the appropriate
technological solution for the various reporting
needs
 Build Universes/Cubes, Extracts, SlicerDicer,
QlikView, Reports to query the Cogito Data
Warehouse

PRINCIPAL TRAINERS/INSTRUCTIONAL DESIGNERS
Work with the training manager and application
teams to develop and maintain the training
program for their application
 Build, test and maintain the training
environment
 Train and credential additional classroom
trainers to assist with end-user training

CREDENTIALED TRAINERS
Train the bulk of the end users
 Generally only brought on for short period of the
project (long enough for them to be trained up
and deliver the end user training prior to go live)
 Must complete a 6 week credentialing course to
be considered credentialed

SUBJECT MATTER EXPERTS
Participate in validation sessions
 Communicate decisions and information to end
users
 Provide operational expertise to application and
training teams
 Participate in workflow walk-throughs, dress
rehearsals, testing, usability labs and
department readiness

SUPER USERS
Experts in specific departments and areas
 During training, they provide secondary
classroom support
 During go live, they provide one on one support to
the end users. They are the front line for users
reporting issues and working through workflow
questions

QUESTIONS?