Thesis
HCIN 500:Healthcare Informatics
PROJECT 2: EMR(EPIC) Implementation Plan
Epic Implementation
EPIC EHR Overview
EPIC is an Electronic Health record System that helps physicians, doctors , hospitals and other healthcare providers to add, update, store and view patients medical records.
Epic works with community hospitals, academic facilities, children’s organizations, safety net providers, and multi-hospital systems.
It helps in improving patient experience, quality of healthcare and achieve financial health
Epic can be implemented within a single hospitals or access multiple hospitals.
For smooth implementation of EPIC EMR, operational risks must be reviewed and managed within the IT program.
Steps in Epic Implementation
Establishment of effective Implementation team
Implementation team is a very critical resource which ensures long term EHR implementation success.
The team includes:
Project manager
Nurse representative
Physician representative
Super users i.e. early adopters for training programs
Application developer
2. Establishment and communication of EPIC EHR goals and priorities.
The objective of the epic implementation should be well communicated.
These includes:
Both immediate
Long term goals.
3. Establishment of EPIC implementation strategies
Implementation strategies includes:
The phases of implementation
Creation of implementation timeline
budget stating, and
scope definition.
4. Epic implementation plan document
Implementation plan document should have detailed implementation phases which should be followed for the successful implementation.
Project Schedule and Time line
Engagement
Go Live Weekend
Post- Implementation
Deployment
Assessment
Preparation and planning
Risk Management
Risk Analysis
Risks response
Back up and downtimes
Privacy and identity management
Develop best practices and legal boundaries
SWOT Analysis
Strength
Weakness
Opportunities
Threats
Communication Management
Communication Matrix
Awareness Champaign
Feedback channels
Constant information of changes
Create communication materials for patients
Communicate change to community and patients.
Epic Implementation Resources
Human Resources
Trainers
Super Users
Project Champions
Hardware and Software Resources
Computers and Tablets
IT requirements
Training manuals
EPIC Services
1. EPIC Training
Implementation will be successful if proper training is done to the users of the EHR system.
Epic implementation team offers customized peer to peer training and resource for go live and beyond. This ensures that the users become confident enough in using the system.
2. Technical Support
Epic offers 24 our support, regular checkups and monitoring to ensure that the EHR system achieves long term success and improvement.
3. Ongoing Services
Epic does not stop at the implementation stage. After the system goes live, the implementation team keeps a close look out to ensure that the clients satisfied when using the system and can benefit maximumly from it.
4. Continuous improvement
Epic staff keeps on providing assistance and advice on performance improvement, monitoring, value from data and regulatory support to their clients.
Data Audit and Migration
In a healthcare setup, there exists wide varieties of data. Auditing data before data transfer in an Epic EHR system is very important.
The data records should be up to data and accurate to avoid transferring errors into the system.
Data Audit also ensures that the data being migrated is compliant to set data regulations hence reducing the likelihood of errors occurring.
Key stages in Data migration:
Data conversions i.e. paper work to Electronic records
Data cleansing and verification
Legacy data mapping
Testing and verification of new data inputs.
Data Audit and Migration
Defining Go live activities
Plan on the go live activities is very important for both the Epic team and the client.
The roadmap can include:
Patient communication module
Modification of appointments and scheduling
Staff scheduling
Network speed and reliability checks
System reports
Data backup processes
Method to Evaluate the Implementation
Perform return on invest (ROI) calculations
to assess profitability
Record patient throughput
to assess efficiency
Survey patient satisfaction
to assess quality of care
Survey physician satisfaction
to assess user adoption and training
Analyze data error rates
to assess data input and quality
Pitfalls & Roadblocks
Lack of Champions
Organization resistance to change
Inadequate resources
Incompetent trainers/support staff
Poor Testing
Poor Adaptability to new methods
Increases physicians workload.
Multiple ways to perform one task. Excessive “Extra clicking” adds hours of extra work
Delays and errors because physicians wait until end of day to finish documentation.
Too many Updates
Cost of set up and maintenance
References
Epic Implementation Services | Healthcare IT | The HCI Group. (2019). Retrieved from https://www.thehcigroup.com/vendors/epic-consulting-services/epic-implementation
Beeson, K. (2017). EHR Implementation Plan: Your 8-Step Checklist. Retrieved from https://www.ehrinpractice.com/ehr-implementation-plan.html
Green, J. (2018). A template for your EHR project implementation timeline. Retrieved from https://www.ehrinpractice.com/a-template-for-ehr-project-timeline-627.html
Stasik S. (2019). How Electronic Medical Records can improve patient safety retrieved from https://www.travelnursing.com/news/nurse-news/how-electronic-medical-records-can-improve-patient-safety/
Thank you Bolade Yusuf