07/07/15 Epic Combined EPAC:

Key TakeawaysFor Executives/SMEs/Workgroups/Application

Teams

1

Epic Project Team Accomplishments• A very successful and ambitious Workflow Walkthrough• Upgraded to Epic 2015 code• Completed a Phase 4 testing deep dive with the project team• Successful dry run of mass migration from proof of concept to test

environment • Completed first Epic independent application • Review (vendor audit of our build)

Downtime Planning – Business Continuity Access (BCA)• Support Read Only is Epic Hyperspace frozen in a Read Only mode• BCA PC is a PC with an independent power source connected to a local

printer with the BCA PC application installed. When we’re on emergency power, you can print critical patient reports.

• BCA Web allows specific users to log in and view downtime reports from a non-BCA PC.

• BCA Web Data Entry allows access services users to keep admissions, discharges and transfers up to date during downtime to speed up the downtime recovery process. Providers can still write notes.

• Forms Standardization work in progress

07/07/15 Combined EPAC ─ Key Takeaways

2

Testing: High-Level Timeline• Overall status: Outstanding barriers exist as third party agreements and

test server installation continues to impact the project team’s ability to complete connectivity, field-by-field and functional testing, all of which should have been completed by 6/5 for Wave 1. Wave 2 milestone is 8/21.

• Contingency: o Moved outstanding community hospital interfaces not required for

Ambulatory and HMH Go-Lives into new Waves 3 & 4o Weekly barriers call to review progress and next steps

• Preparation: o Critical connectivity, field-by-field and functional testing are sequential

and required to start integrated testing and should be completed by 8/21

o Delays will have adverse impact to the project timeline• Scripts:

o 2014 baseline script development will continue with test script changes for 2015 upgrade

• Upgrade:o 2015 upgrade, mass migration and Test (TST) environment on target

07/07/15 Combined EPAC ─ Key Takeaways

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Testing: Next Steps• Attend weekly barrier calls• Monitor dates and progress of interfaces• Work with leadership to add ETA’s to barriers• Continue to monitor 2015 application script development• Monitor environment set up progress:

o 2015 Epic Software Upgradeo Super Users o Mass Migration

Track and Workgroup UpdatesReporting: • Working towards several completion dates from the first to mid-week in

August for Reporting Workbench/Clarity Reports, Radar Home Pages and Extract Build

• Staff training scheduled in July; build to begin in August• Developing additional custom reports as determined from gap analysis,

reviewing Radar Home Page changes/updates based on the Epic 2015 upgrade, onboarding a new consultant and coordinating demands of Extract and Clarity build with Universe/Cube build

07/07/15 Combined EPAC ─ Key Takeaways

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07/07/15 Combined EPAC ─ Key TakeawaysInPatient/Hospital Clinical

Decision Support: Identifying Go-Live Best Practice Advisories (BPA)• What’s a BPA?

o A triggered notice based on defined criteria alerting a specific user role at a specified time in the employee’s workflow to assist in decision making.

o Examples of BPAs clinicians will see: • “The prior to admission medication list has not been verified and

completed during this encounter.”• “Allergies have not been verified during this encounter.”

• Intent of the BPA by categoryo Care Supporto Health Maintenanceo Quality Measureo Workflow Support

• 529 foundation BPAs were in the initial review by Epic analysts and grouped by intended target audience alert

• 293 were scored by 26 different meetings/groups, who scored and identified these Foundation BPAs as Go-Live critical

• 142 BPAs scored as Go-Live critical were reviewed by leadership to prioritize current quality measure focus and the most important clinical measures to Go-Live first

5

Q4 14 Q1 15 Q2 15 Q3 15 Q4 15 Q1 16 Q2 16 Q3 16

Primary Design Complete

System Build Complete

WFWT

Upgrade

Testing StartsSPG/PCG Content Build Complete

IP Content Build Complete

SPG/PCG 1st Go-Live HMH Training

HMH Go-Live (5/21)

Key Milestone EventsProject and Go-Live Events 2016-2017

Q4 16 Q1 17 Q2 17 Q3 17

West Houston, St Catherine, St. John, Woodland Go-Lives

SPG/PCG 3rd Go-Live

Willowbrook, San Jac, Sugar Land Go-Live

4 HospitalTraining

SPG/PCG Training

3 HospTraining

SPG/PCG 2nd Go-Live Hospital Go-live

Project

SPG/PCG Go-Live

6