Transcript Epic Executive Committee Meeting

Epic and Research
Research Advisory Forum
12/11/2014
Agenda
• UCHealth, Epic, 2014
• Epic Optimization Strategy
• Epic version 2014
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UCHealth/Epic/2014
UCHealth Epic Recap
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February 2011: Initial Go-Live in Ambulatory at University of Colorado
Hospital (UCH)
September 2011: Hospital Go-Live at UCH
May 2012: Upgrade to Version 2010
July 2013: Implementation of Epic at Poudre Valley Hospital and Medical
Center of the Rockies, and many ambulatory areas
September 2013, January 2014, March 2014, April 2014: Implementation
of Epic at Colorado Health Medical Group (CHMG) clinics
November 2013: Implementation of Epic at Memorial Hospitals
Community Connect (hosted EMR for community providers) – Live with 7
practices
June 2014: Implementation for remaining current UCHealth ambulatory
practices and additional MSO practices
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UCHealth Epic Recap
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Epic Optimization Strategy
Epic Optimization - Definitions
Support/Training
Functionality/build exists in production; additional
support or training is needed for end-users to use
functionality effectively
Optimization
Functionality/build does not exist in production, and
must be designed, validated, and built into
production
Upgrade-based
Optimization
Functionality/build does not exist in production, and
must be designed, validated, and built into
production using next version of Epic software
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Epic Optimization - Approach/Focus
• Important to align Optimization with GPS including System
goals, regional goals, and operational/clinical area goals
• We should be using the System-based incentive goals and Critical
Success Factors as an initial prioritization lens
• We should be linking Epic/IT and Process Improvement
prioritization, focus, efforts, and accountability to maximize our
delivery success
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Optimization/Go Live Strategy
• Optimization/Go lives waves are aligned and occur 4 times/year
(every 90 days)
– First Tuesday in Feb, May, Aug, Nov
– Encourage other initiatives involving Epic to align with these dates to
take advantage of the organizational focus, resources, command center,
etc.
• 2015 dates: Feb 7, May 5, Aug 4, Nov 10
• 2016 dates: Feb 2, May 3, Aug 2, Nov 1
• 2017 dates: Feb 7, May 2, Aug 1, Nov 7
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Epic Optimization – The Process
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Optimization items will be evaluated against:
– Implementation Effort including change readiness
– Benefit as measured against impact on UCHealth strategic objectives
– Build Effort
Use a Sharepoint list to capture/document optimization items
Use end-user groups to capture/document top priority items
Reconcile Sharepoint items with end-user group feedback
The input for each Optimization request will produce a score for the request
Use Informatics groups (Clinical and Physician) to get input and perform initial prioritization of
optimization lists sorted by the score
Use online input process (vote, request for comment, etc.) to gather input from end-users (future)
Reconcile Sharepoint items with input from online input process (future)
Bring prioritized list to the escalation groups for discussion, re-prioritization, and decisions
Bring the final prioritized list to the EEC for final discussion and decisions (future)
Produce optimization package list and communicate to organization what is included and what
will be deferred until next optimization cycle.
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Research and Epic v2014
• Epic version 2014 will go live everywhere Feb 7, 2015
• v2014 is the most recent Epic software released, with large improvements
planned across all areas
• As part of the larger project plan, last Spring we reviewed 2014 Researchrelated enhancements and agreed on a scope for the upgrade, including some
back-end workflow improvements related to billing and new study type setup
functionality to help Research Administration
• A Research Integrated Team leads the efforts to improve Epic Research
functionality and helps pull the various different Epic applications involved
and impacted together
• Research Administration leads this team and will continue to solicit feedback
from the larger Research community on future enhancements, prioritization,
etc.
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Questions?
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