Epic FHR News

August Hospital Staff Newsletter

 

   

We are now under the 60 day mark until our Epic Go Live!
Change can sometimes be scary. Keep in mind as we get closer to our Epic Go Live that your feelings of being overwhelmed or stressed are very much a normal part of the change process. Change is uncomfortable. It is critical, however, that we all maintain a professional and calm manner not only for our patients comfort and healing but also for the comfort of ourselves and our colleagues. When challenges arise, and frustrations get high, remember that all staff and Physicians are novice to the Epic system. We must continue to demonstrate patience, understanding and compassionate concern with one another as outlined by Franciscan values.
 
Epic will bring great opportunities to improve the efficiency of the care we give our patients. Many improvements will be seen immediately while others will take time as we become more familiar and skilled with Epic. Our success will be greater when we are kind and supportive of one another. We are a team, and only together we will succeed!  
 
What are the next steps?
  • Attend training.
  • After you attend training you will receive your log on information for the Epic practice environment called the "Playground."
  • Practice, Practice, Practice!
Training Information
Attendance:
It is expected that you attend your training class just as you would a normal work day. If you are unable to attend a class it is extremely important that you notify your manager as soon as possible. Training is a requirement for access to the system at Go Live.

Tardiness:
Students who show up for class more than 15 minutes late, will be excused from class as it would be disruptive to the other students to get caught up. This would include coming back late from breaks. Managers will be notified.
 
Epic Practice is Key
One of the keys to success for an Epic Implementation is to Practice, Practice, Practice!
  • For this reason, proctored practice labs will be made available to all Epic users AFTER they have taken their training.
  • All end users are required to practice three hours in the Epic playground prior to Go Live while.
  • Super users are required to practice 10 hours.
  • Staff are expected to bring their practice exercises that they get in class with them to the practice session. We will not be printing out extra exercises to keep in the practice rooms.
  • These sessions are not being scheduled by applications. The role of the proctor is to monitor the room, make sure that staff who enrolled show up, report issues and questions.
Practice session dates and times:
DATE LOCATION TIME (CDT)
Thursday, Sept. 8 Yellow PC Lab 8 - 10 a.m. and 
2 - 4 p.m.
Friday, Sept. 9 OB 241 6 - 8 p.m.
Monday, Sept. 12 OB 239 7 - 9 a.m.
Tuesday, Sept. 13 OB 241 6 - 8 p.m.
Wednesday, Sept. 14 OB 241 3 - 5 p.m.
Thursday, Sept. 15 OB 241 7 - 9 a.m. and
11 a.m. - 1 p.m.
Friday, Sept. 16 OB 239 9 - 11 a.m. and
8 - 10 p.m.
Saturday, Sept. 17 OB 239 7 - 9 a.m.
4 - 6 p.m.
Monday, Sept. 19 OB 241 9 - 11 a.m.
7 - 9 p.m.
Tuesday, Sept. 20 OB 241 7 - 9 a.m.
Noon - 2 p.m.
4 - 6 p.m.
Wednesday, Sept. 21 OB 241 11 a.m. - 1 p.m.
7 - 9 p.m.
Thursday, Sept. 22 OB 241 7 - 9 a.m.
Noon - 2 p.m.
4 - 6 p.m.
Friday, Sept. 23 OB 241 7 - 9 a.m.
Noon - 2 p.m.
4 - 6 p.m.
7 - 9 p.m.

You can walk in during the above times without an appointment. However, we encourage you to register for practice sessions via the Learning Compass, especially as we get closer to go live to ensure you have a computer reserved. In Learning Compass, search for "FHR 2016 EPIC Playground Practice Session." If you wish to change training times you have to cancel your scheduled time first and then reschedule.
 
Super users are required to practice 10 hours and end users are required to practice three hours. All staff are responsible for tracking their total practice time and reporting it to your manager. The practice hours log sheet will help you track your time if needed.
 
 
FHR EPIC Website
Are you interested in learning more about Epic? Check out the FHR Epic Website where you can find helpful tools and resources as well as archived Epic articles. Navigate this website to get yourself more familiar with the upcoming changes. If you have website suggestions or questions about the Epic implementation, please email:  This email address is being protected from spambots. You need JavaScript enabled to view it.

You can find the FHR Website via Franc 
à Find It Fast à Search and Select "FHR Epic Website."

Why you are receiving e-mails from Franciscan No Reply regarding your Epic Training Classes?
As you or your managers enroll into classes in Learning Compass you will receive a notification via your outlook e-mail from "Franciscan No Reply". If any changes are made to the class (instructor, location, time) you will receive another automated notification informing you of the update. In Learning Compass, classes are not easily modified therefore, you may see a cancellation and a recreation of the course with the updated information.
Once you select "accept" to the changes in the e-mail it will populate your outlook calendar with the most current information. You can also see the your current class information once you log into Learning Compass.
To see where the notice lives after you have "accepted it" access your outlook calendar by  selecting "calendar" in the bottom left of your screen. See screen shot below. 
 
You can modify your view of your outlook calendar by selected "Day" , "Week", "Month". You can also search for a meeting or event using the search field.
 
 
Epic Appointment Conversion  
The ol' saying, "if I had a nickel every time I heard the word EPIC, Icould retire." Before we can count our change, each day we are closer to signteificant events occurring, such as training staff, updating procedures, and converting data. The word EPIC means ex

nding beyond the usual or ordinary, especially in size or scope. All of us kno w, this is not a normal daily activity in converting a single hospital department to a new software, so replacing an entire Hospital's operations to an integrated software is a taxing activity, which will have many improved pay offs, as to what we have today. An electronic medical record is epic.  

We are in the final phases of go live preparedness. One of the events that will occur is called Appointment Conversion. Our Rensselaer departments schedule hundreds ofappointments each month. When you include all the departments who scheduled their own patients, such as PT/OT/Speech, Outpatient Oncology and a few other outpatient service lines, we schedule thousands of patients each year. Our existing appointments are days out, even weeks, and we do have some appointments which are scheduled months away.  

One of the vital sequence of events that will happen for EPIC to go live with no or minimal disruption to our patients and customers, is to convert the existing scheduled patients into EPIC. The entry of all scheduled patients from current systems into EPIC will occur on Saturday, Sept. and Sept. 18. From that moment, scheduling for patients will be on a dual system until the entire EPIC go live occurs on Saturday Oct. 1.
- Sarah Timmons, WIR Patient Access Director
Computer Hardware Update
As noted in our June newsletter, we are modifying the "client workstations" now used at the hospital and MOB by installing Franciscan "PC workstations" where a "zero client terminal" is currently installed, and some new locations as well for Epic workflow.
 
Once installed, the "Horizon View" program on the desktop allows access to the "Virtual Desktop" you are accustomed to logging into using your traditional account login, like "SJONES". FHR Workstations in private area may require a Franciscan 6 digit login like "195043". 
 
Tip: 
If you select "logout" you will have to login again, taking more than a few seconds!  But if you click "disconnect", you can return to that computer or another and after restarting the "Horizon View" software, you will not have to wait for the initial longer login all over.
 
Refer to the back page of the "tip sheet" as this walks you through the difference process for when you are changing or stepping away from a computer vs. logging off a the end of your shift.

We are continuing to deploy these PC workstations to nearly all locations in the hospital and nearby building (MOB) by the end of August. During the same period, laser (page) printers will be moved from the old network to the new Franciscan network but will work with MEDITECH and other applications on "View". These may include extra paper trays to work with Epic. 
 
Tip: 
Many new workstations will "automatically" start the "Horizon View" software but allow Internet Explorer and other programs to be run on the desktop and give some direct access to other Franciscan applications such as FRANC, Kronos and others. Nearly all PCs are set up already of a printer, while the remainder will be connected when the laser printers are remapped.

The only devices that we will not "move" until 10/1/16 when we go on Epic are the stations used by physicians for dictation that have "speech microphones now installed, some label printers, and some "full size" PCs.
If you have any issues with the new workstation, also note that we are starting to use the Franciscan Support Center at (800) 346-2322. Please watch this newsletter for further details.
 
 - Kirby Reed, Director of Information Technology

What do you mean by PTs, CTs, and SUs?

What do you mean by PTs, CTs, SUs?
 
What is a Principal Trainer?
Principal Trainers (PTs) are Epic team members who help create the training materials and "train the trainers."

What is a Credentialed Trainer?
Credentialed Trainers (CTs) are hospital staff members who serve as the Epic expert in their assigned application. After receiving specialized training and becoming credentialed to lead Epic training, they conduct end-user training for other employees and physicians. CTs document class attendance, maintain training rooms, materials and environment and provide support to end-users during and after go-live.

What is a Super User?
Super Users (SUs) are hospital staff members who become the "go-to" people for the Epic launch. They assist the Credentialed Trainers during end-user training.   SUs also serve as department experts during and after go-live.
Both Credentialed Trainers and Super Users serve as their department's experts on Epic, and assist coworkers and physicians with any questions on the Epic system.

How are Credentialed Trainers and Super Users selected?
Maria Vought, FSEH Facility Project Manager, is working with department managers and directors in selecting employees to become Credentialed Trainers. Super Users are selected by department managers at each hospital. If you're interested in being a Super User,  please contact your department manager.

Have a question?

Your question could be included in our next update. E-mail This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..">Gaye Clodfelder