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Epic Enterprise Implementation Kick-off Meeting September 19, 2012 1 Slide 2 Todays Agenda Welcome and Opening Remarks Meet Epic Organization and Charter Application Project Teams Timelines Program Scope Key Performance Indicators What to Expect in the Short Term Adjourn 2 Slide 3 Robert Warren, MD, PhD, MPH Chief Medical Information Officer 3 Slide 4 Health Care in Transition Health Care in Transition Engagement Competition Regulation Reimbursement Care Delivery Factories OLD MEDICINE Home Sweet Medical Homes NEW MEDICINE Patient as DiseasePatient as Partner Disconnected care; limited accessFacilitated access to care Real-time connection with patients and community physicians and services Isolated experts; care varianceEvidence-based care Real-time clinical decision support Unrelated Clinical ResearchIntegrated Research Driving Best Care $$ for service No Margin, No Mission $$ for outcomes No Outcome, No Income PriceWaterhouseCoopers (adapted) 4 Slide 5 MUSC Health Strategic Plan Patient-engaged, evidence-based best care Responsive to community needs and regulatory requirements Efficiently provided and reported Informing health care education and research Integrated electronic patient record expanding our outpatient success: Epic Enterprise: July 1, 2014 5 Slide 6 A New Record a cultural shift from adoption to ownership 6 Slide 7 7 Slide 8 A Few Words from our Sponsor(s) Etta Pisano, MD VP Medical Affairs & Dean, COM W. Stuart Smith VP Clinical Operations & Executive Director, Medical Center Stephen Valerio CEO MUSC Physicians & Associate Dean for Finance, COM Frank Clark, PhD VP Information Technology & CIO 8 Slide 9 9 Slide 10 Meet our Representatives Jim Pfleger, Implementation Manager Ryan Marshall, Implementation Coordinator 10 Slide 11 Who is ? Founded in 1979 Located in Verona, Wisconsin Private & employee owned 275 customers 70 academic medical centers 6200 employees Almost all employees engaged in R&D or customer support Named # 1 overall software vendor for 2011 by KLAS > 40% of the U.S. population is cared for using Epic software. 11 Slide 12 12 Slide 13 13 Slide 14 Timelines August September 2012 Phases 0 & 1: Discovery and Planning October November 2012 Phase 2: Workflow validation December 2012 August 2013 Phase 3: System Build and Preparation September 2013 June 2014 Phase 4: Testing and Training July 2014 August 2014 Phase 5: Go-Live / Support 14 Slide 15 Executive VP Group Executive Sponsor Dr. Bob Warren Revenue Cycle J.Dell M.Balassone Revenue Cycle J.Dell M.Balassone eCareNet Committee Inpatient Steering Committee Inpatient Steering Committee Revenue Cycle Steering Committee Revenue Cycle Steering Committee Enterprise Epic Program Administrator Melissa Forinash Inpatient Clinicals D.Northrup Inpatient Clinicals D.Northrup Training & Support N. Whichard Training & Support N. Whichard Enterprise Reporting & Analytics M. Daniels Enterprise Reporting & Analytics M. Daniels Emergency, OR, & Anesthesia B.Seyfried Emergency, OR, & Anesthesia B.Seyfried Infrastructure & Technical Support K.Nendorf Infrastructure & Technical Support K.Nendorf Gail Scarboro- Hrtiz R. Freeman J. Kratz C. Liddy OCIO/IT Leads Admins & Clinical Leads Legend EHR Development & Operations Council PMO, Dan Furlong Communications Ambulatory EMR T.Walsh Ambulatory EMR T.Walsh K. Davis S. Miller C. Carr S. Russell S. Harvey K.Weaver Analytics Development & Operations Council Periop Steering & ED IT Steering Committee Advisory & Steering Groups 15 Slide 16 Application Project Teams Approximately 150 people assigned full or part time ~ 40 additional people hired within OCIO to staff project teams 33 people currently certified in one or more Epic modules >80 people currently in training / certification process 16 Slide 17 The Charter Overall Governing Document for Epic Enterprise Program Defines overall scope & timelines Defines activities at various phases Establishes Key Performance Indicators for program success Approved by eCareNet Committee 8/13 Sign-off by Executive Leadership 17 Slide 18 Program Scope Enterprise-Wide Patient Access & Revenue Cycle Inpatient clinical systems Enterprise-wide Analytics & Research Continued enhancement of Ambulatory clinical systems 18 Slide 19 Enhancement of Ambulatory EHR and integration with Enterprise 6/1/13 6/15/13 19 Slide 20 Patient Access & Revenue Cycle Welcome Cadence Prelude Identity Resolute HIM BedTime Patient Kiosk Scheduling Enterprise Registration and ADT Enterprise MPI Professional & Hospital Billing ROI Deficiency Tracking Bed Management 20 Slide 21 Inpatient Clinicals EpicCare Clinical Documentation & Stork EpicCare Physician Order Entry Willow Radiant Beacon ASAP OpTime & Anesthesia ClinDoc and L&D CPOE Inpatient Pharmacy Radiology Oncology Emergency OR & Anesthesia 21 Slide 22 Analytics and Research Administration over all reporting platforms: Workbench reporting at the application level MyEpic/Radar Dashboard Clarity analytic reporting Other 3 rd party platforms Reporting Analysts write Crystal Reports (Clarity) and collaborate with SMEs for all reporting needs Manage Enterprise Information Request process (formerly Hospital Data Request) Coordination with the Research community regarding resources for research build and reporting 22 Slide 23 Other Modules Licensed (currently not in scope) Cupid Cardiology Info System Willow Ambulatory Retail Pharmacy BeakerLaboratory Cogito data warehouseEnterprise Data Warehouse TapestryClaims Management 23 Slide 24 Existing departmental systems not expected to be replaced Diagnostic Image Archives PACS in Radiology, Cardiology, OB, GI, etc. Document scanning (McKesson HPF) Niche specialty systems EKG, Sleep Lab, Fetal Monitoring, Ped Card, Vascular Lab, Meducare, RescueNet, PaceArt, Radiology systems such as PenRad, PeerVue, TeraRecon, etc. HR, General Accounting, General Financials 24 Slide 25 KPIs Ten for Overall Program Determined by eCareNet Committee Examples Implementation by 7/1/14 Average weekly cash posted for hospital and professional billing Utilization of Epic by external stakeholders (MyChart, EpicCare Link) Percent of new patients seen within 1 to 5 days of initial contact Successful attestation Stage 2 Meaningful Use Examples 25 Slide 26 KPIs Application Specific Each team will identify KPIs specific to their application as a measure of success by September 30 Examples: Days in AR for hospital / professional billing % of regulatory requirements reportable through Epic OR prophylactic antibiotic medication compliance Admission medication reconciliation compliance 26 Slide 27 Measuring Success MUSC Health leadership support and active participation Ownership by the project teams and operations Interdisciplinary Teamwork and Workflow Engagement and empowerment of physician and nurse super users as well as departmental SMEs Timeline Management Set go-live dates and stick to them Control scope closely Stick closely to Epics Model System Expect post-live adjustments 27 Slide 28 Whats Next? Kick-off and Site Visits This Week Validation Sessions October 16-18 November 6-8 November 27-29 Reengineering Sessions December 18-20 January 8-10 28 Slide 29 What can you do? 29 Slide 30 Growing Pains Change, Change, Change Super-user and SME time commitment Training: 10-15 + hours of physician and nurse training/competency testing Standardizing workflows where possible Electronic and paper workflows Backup / downtime procedures 30 Slide 31 Realizing the Benefits Volumes of discrete data for reporting Easy access to patient data in a single database Interdisciplinary Record Better charts lead to Better care Better reimbursement Increased patient satisfaction Improved quality of care 31 Slide 32 Questions??? 32