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• Introductions
• Key Responsibilities
• Review of Key Information
• Major Project Steps – Review
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7 Steps to a Successful Implementation
Please refer to the task document that accompanied your invitation
1) Determining Go Live Method
2) Workbook and Paperwork
3) Preparation of Patient Records Options
4) Customization
5) Training
6) Go Live
7) Post Go Live Review and Support
This process is designed to help you complete all tasks necessary for a successful and prompt Sevocity implementation.
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Step 1 - Choosing Your Go Live Method – Options to Consider:
• Big Bang – Document 100% of patients using Sevocity as of your go live date
• Faster to 100%
• Should reduce patient load initially
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Step 1 - cont.
• Gradual by Patient or Visit Type – Document only some patients (such as only New or only Well) in the beginning and work up to 100% of patients slowly
• Slow Ramp Up – Document x patients a Day and ramp-up to all patients by x date.
• Slower to 100% use
• Requires Goals, Dates and Management to These Goals
• May be easier on providers and other staff
• Easy to get stuck, not move forward or give up
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Step 2 – Getting Ready for Go Live
Web link for downloading documents: http://www.sevocity.com/implementation-forms
HARDWARE PREPARATION
The right equipment (PCs, Scanner, etc.)
Purchase all equipment, begin installation prior to setting training dates.
Refer to www.sevocity.com/ehr-system-requirements
• This link includes a link to our Dell premier page – special pricing on commercial grade Dell equipment
Load the Sevocity Download icon, Sfax drivers according to directions.
Form for Sfax download
Form for Sevocity download
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Step 2. cont.
PAPERWORK COMPLETION
Complete your workbook, return with all requested clinic forms to Sevocity within
1 week
Send a copy of your logo in .jpg format
Copy of your super bill
Referral forms you use, if your own documents
Lab routing sheets
Complete and Return 2 Excel Spread sheets
Referrals listing
Users
Web link for downloading documents: http://www.sevocity.com/implementation-forms
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Step 2. cont.
PAPERWORK COMPLETION ePrescribing Set-up (separate email in the next week)
Provider license copy
Provider signature sheets
Provider agent forms
Surescripts documentation
SET WEEKLY MEETING SCHEDULE:
Agenda’s to complete
Workbook and documentation
Administration and security
Set Workflow and Planning meeting
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Step 3 – Preparation of patient records
Meet among staff members and carefully consider those documents you want incorporated into the patient records:
Scanning options/suggestions:
• Scanning all patient records into the EHR
• Chart Sections only – Can be done prior to the visit based upon the appointment schedule or provider can flag during initial EHR visit
Labs
Visit notes
Reports
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Step 3 cont.
Transferring records from another EHR system (if applicable)
• Convert medical records in the previous program into PDF format
• Import that record into the Sevocity Chart
• Interface must be connected with the PMS system to allow patients to cross and populate into Sevocity
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Step 2. cont.
INTERFACING OPTIONS:
Interfaces required by practice:
1. Practice Management System
2. Lab
3. HIE/HL7
4. State Immunization
Contact vendors with whom you would like to interface.
Provide a copy of the Interface Request Form to each Vendor.
(Refer to your contract interfacing request and guidelines)
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Step 4- Customization Sessions with key provider(s)
Customization session number 1:
After trainer completes customization of your database the trainer will work with provider to understand those areas completed.
Your providers won’t really know what they want until the start using it – so we complete initial customizations and then have a second session after go-live:
Customization session number 2:
Approximately 10 days post live with Sevocity your trainer will set a time and date to work again with the provider to further customize, make changes as identified after using the EHR for a number of days.
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Step 5- Training Sessions
Session 1: (1 hour)
Historical Encounters
Entering historical data, meds, allergy and past history
Scanning and importing
Fax training
Can be combined with front office (optional)
Session 2: (1.5 hours)
Front office staff
Demographics
Telephone calls
Medical records letters
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Step 5 cont.
Session 3 (2 hours)
Clinical Staff
Patient chart, vitals, flow sheets, past history
Completing orders
Rooming the patient
Additional option 1 combined Nurse and Provider training
Session 4 (2 hours)
Provider
Documentation and charting
Orders
Referrals ePrescribing
E&M Coding
Templating
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Step 6 – Go Live
Go Live Date You Made it!!!
Post GLD
Review and Customization help
Weekly contact with client by Project team to get progress update
Support hand off, contact and support options
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Step 7 – Beyond Go Live
Completion of interfacing
• Lab training
• Hospital
• Radiology
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NEXT STEPS:
• Setup weekly conference calls
• Client to Download documents from link provided
(workbooks and documents)
• Email a welcome letter containing all Project Lead information.
• Rcopia documentation for Dr’s First registration (separate email)
• Workbook and forms are returned within 1 weeks
• Administrative setup and security at 2 weeks
• Workflow and Planning meeting at 3 rd week
• Training schedule one week before go live date
• Live date with goal of the live date as stated on contract
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