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April 2014PM: Arsenio Toledo

CTG Update:Enterprise Content Management (ECM)

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Agenda

Phase 1a Go-live Readiness – 10 minDate and ScopeCommunicationTrainingGo-live Support

Current Status and Next Steps – 5 min

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Phase 1a Scope and Dates

Phase 1a User Go-live: May 13th for following areas: • HIMS• Inpatient Reg/Admission and Transfer Ctr• Radiology• Non-Invasive Cardiology• Emergency Department• Inpatient Peds Nursing 7L• Inpatient Adult Nursing 11L

Technical Go-live: May 6th

• Activate Perceptive ImageNow• Load Conversion Data (Advance Directive and POLST)• No users active

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Communication

Update

Provided earlier communication to Nurse leadership, Physician Advisory Group and OCMIO

Updated Physician Advisory GroupUpdated PCS Manager’s Weekly Newsletter distributedWeekly Stakeholders Operational Readiness MeetingsApex Patient Access Committee - May 7th

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Training

Super User Training Complete for: HIMS Radiology Non-Invasive Cardiology ED Inpatient Admission/Registration

Next Steps:• Super Users to train department staff • Super User “Learning Labs”

HOD, Arrival, Registration on April 28th week HIMS on May 6th week

Schedule and location (possible Go-to Meetings) to be determined

• Inpatient Pilot Units (11L and 7L) on May 6th week Schedule and location to be determined

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Go-live Support

• Command Center at Parnassus (Room TBD)• 24/7 bridge line support for 3 days (will adjust accordingly)• Roaming resources at all three sites (Parnassus, Mt Zion and China Basin)• Hours of regular roaming support:

Parnassus areas: 7am - 11pm HIMS Admission/Registration/Transfer Inpatient Pilot Sites (7L and 11L) ED Radiology scanning Non-Invasive Cardiology

China Basin areas: 7am - 8pm HIMS

Mt. Zion: 7am - 6pm HIMS Radiology Admission/Transfer

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Phase 1b• Super User Training• Communication of new Non-UCSF Doc Types• Go-live Prep

Mobile Photo Capture• Define workflow• Configure integration and Test• Determine Go-live Date

Mission Bay • Determine potential workflow modifications• Determine Scanning locations• Validate ECM Live Departments

Next Steps

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60/120 Day Timeline

Enterprise Content Management (Perceptive) Project – 120 day timeline

3/1/2014 4/1/2014 5/1/2014 6/1/2014

Phase 1 ONLY

6/23/2014

Phase 1b Go-liveGen Med, Derm and

Surg CenterPre-Reg/Schedplus Rightfax

6/23/2014 - 7/22/2014

Phase 1b Go-live Support

1/5/2014 - 3/11/2014

Testing· Integrated Testing· Performance and Scalability· Conversion Validation· User Acceptance

2/24/2014 - 3/7/2014

Rightfax Pilot

3/11/2014 - 4/1/2014

Training Prep· Planning· Prep

5/21/2014 - 6/21/2014

User Training Phase 1b· Amb/HOD· Pre-reg/Sched· Downtime· Quality Assurance

6/11/2014 - 6/22/2014

Cutover Prep Phase 1b5/13/2014

Phase 1a User Go-liveAdmission, HIMS, Rad, Non-Invasive Card and Pilot for Urgent Workflow (7L & 11L)

5/17/2014 - 6/11/2014

Develop Cutover & Go-live Plan Phase 1b· Create Cutover Plan· Communications to Operational areas· Schedule UCSF and Perceptive resources

5/14/2014 - 5/31/2014

Phase 1a Go-live Support

4/13/2014 - 4/30/2014

Cutover Prep Phase 1a

4/1/2014 - 5/8/2014

User Training Phase 1a· Inpatient/ HIMS· Downtime· Viewing· Correction

3/7/2014 - 4/16/2014

Develop Cutover & Go-live Plan Phase 1a· Create Cutover Plan· Communications to Operational areas· Schedule UCSF and Perceptive resources

5/6/2014

Phase 1a Tech Go-live

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Questions/Answers

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Job Aids

Link to Job Aids:http://myapex.ucsf.edu/Scanning_Documents.htm

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Real Time “Urgent” Document List

Implement for Phase 1a – May 13th

Primarily Clinical or Business

Document

Perceptive Document TypeScanned Document Type (DCS 100)

to map in Apex

Full Time vs Downtime vs

Non-UCSF

Indexing Urgency for Documents Acquired

During Inpatient Stays

Clinical Advance Directive and Power of Attorney NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Code Event Record (UCSF) Code Event Record Full time Real time - # hours TBD

Clinical Consent - Not Elsewhere Specified NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Consent - Hysterectomy Consent Hysterectomy‐ Full time Real time - # hours TBD

Clinical Consent - Research Consent Research‐ Full time Real time - # hours TBD

ClinicalConsent - Sterilization (pending additional discovery - Legal/Risk)

NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Consent - Surgical & Procedural NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Legal Document Legal Document Full time Real time - # hours TBD

Clinical Orders NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Patient Contracts Patient Contracts Full time Real time - # hours TBD

Clinical POLST POLST Full time Real time - # hours TBD

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New Document List

Implement for Phase 1a – May 13th

Primarily Clinical or Business

Document

Perceptive Document TypeScanned Document Type (DCS 100)

to map in Apex

Full Time vs Downtime vs

Non-UCSF

Indexing Urgency for Documents Acquired

During Inpatient Stays

Clinical Advance Directive and Power of Attorney NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Blood transfusion records NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Clinical history forms/questionaires NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Consent - Not Elsewhere Specified NONE EXISTS- CREATE Full time Real time - # hours TBD

ClinicalConsent - Sterilization (pending additional discovery - Legal/Risk)

NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Consent - Surgical & Procedural NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Discharge Paperwork NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical EEGs NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Insulin and Glucose Data NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Orders NONE EXISTS- CREATE Full time Real time - # hours TBD

Clinical Procedures (UCSF) NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Sedation Documentation (UCSF) NONE EXISTS- CREATE Full time After Discharge - # days TBD

Clinical Teaching Documentation NONE EXISTS- CREATE Full time After Discharge - # days TBD

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Non-UCSF Document List

Primarily

Clinical Perceptive Document Type

Scanned Document Type (DCS 100)to map in Apex

Note Type (INP 5010)to map in Apex,

or other Apex LocationAssociated Name in APeX

Full Time Use or Downtime only (for UCSF doc

ClinicalAdvance Directive and Power of Attorney (Non-UCSF)

NONE EXISTS- CREATE INP5010-100002 Code Status and Advance Directives (Non-UCSF)

ClinicalAnesthesia Notes and Sedation Records (Non-UCSF)

NONE EXISTS- CREATE INP5010-10001 Sedation Documentation (Non-UCSF)

Clinical Cardiology diagnostics (Non-UCSF) NONE EXISTS- CREATE Cardiology tab, Chart Review Cardiology tab, Chart Review (Non-UCSF)

Clinical Imaging Reports (Non-UCSF) NONE EXISTS- CREATE Imaging tab, Chart Review Imaging tab, Chart Review (Non-UCSF)

Clinical Code Event Record (Non-UCSF) NONE EXISTS- CREATE INP5010-10000 Code Documentation (Non-UCSF)

Clinical Delivery Note (Non-UCSF) NONE EXISTS- CREATE INP5010-35 L&D Delivery Note (Non-UCSF)

Clinical Discharge Summaries (Non-UCSF) NONE EXISTS- CREATE INP5010-5 Discharge Summaries (Non-UCSF)

Clinical ED Documentation (Non-UCSF) NONE EXISTS- CREATE INP5010-19 ED Provider Notes (Non-UCSF)

Clinical Lab Results (Non-UCSF) NONE EXISTS- CREATE Labs tab, Chart Review Labs tab, Chart Review (Non-UCSF)

Clinical H&P (Non-UCSF) NONE EXISTS- CREATE INP5010-4 H&P (Non-UCSF)

Clinical Pathology Report (Non-UCSF) NONE EXISTS- CREATE Pathology tab, Chart Review Pathology tab, Chart Review (Non-UCSF)

Clinical Inpatient Consults (Non-UCSF) NONE EXISTS- CREATE INP5010-10000010 Provider Consult (Non-UCSF)

ClinicalOperative Report & Brief Op Notes (Non-UCSF)

NONE EXISTS- CREATE INP5010-1000004 Operative Report (Non-UCSF)

Clinical Procedure Notes (Non-UCSF) NONE EXISTS- CREATE INP5010-3 Procedures (Non-UCSF)

Clinical Procedures (Non-UCSF) NONE EXISTS- CREATE Procedures tab, Chart Review Procedures tab, Chart Review (Non-UCSF)

Clinical Progress Notes (Non-UCSF) NONE EXISTS- CREATE INP5010-1 Progress Notes (Non-UCSF)

Clinical Psychotherapy Note (Non-UCSF) NONE EXISTS- CREATE INP5010-100000 Psych (Non-UCSF)

Clinical Summary of Care (Non-UCSF) NONE EXISTS- CREATE INP5010-1 Progress Notes (Non-UCSF)

Implement for Phase 1b - June

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Downtime Document List

Implementation schedule - TBDPrimarily Clinical or Business

Document

Perceptive Document TypeScanned Document Type

(DCS 100)to map in Apex

Full Time vs Downtime vs Non-UCSF

Clinical Anesthesia Pre-Op Evaluation (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Brief Op Note (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Delivery Note (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Discharge Summaries (UCSF) NONE EXISTS- CREATE Downtime onlyClinical ED Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical ED Provider Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical H&P (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Inpatient Consults - Non-provider (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Letter (UCSF) NONE EXISTS- CREATE Downtime only

Clinical Multidisciplinary Rounds Documentation Multidisciplinary Rounds Documentation

Downtime only

Clinical Nursing Flowsheets (UCSF) Flowsheets Downtime onlyClinical Operative Report (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Patient Instructions NONE EXISTS- CREATE Downtime onlyClinical Post-Op Anesthesia Documentation (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Procedure Notes (UCSF) Procedure Documents Downtime onlyClinical Progress Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Provider Consult (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Psychotherapy Note (UCSF) Psychotherapy Note Downtime onlyClinical RN Note NONE EXISTS- CREATE Downtime onlyClinical Significant Event NONE EXISTS- CREATE Downtime onlyClinical Telephone Documentation NONE EXISTS- CREATE Downtime only