What's Changing?

What Will Change With Epic?

Work has been underway for months to prepare South Shore Health System for the changes our Epic implementation will bring. Implementing a new electronic health record (EHR) means transformation for a health system on all levels, not just technology. In fact, the impact is greater in an operational and cultural sense. As we implement Epic, change is happening throughout South Shore Health System. Rather than seeing change as a challenge to the way we do things, we should view it as an opportunity to improve the quality of care across our Health System.

A leadership group – known as the Operational Engagement Team – is focused on keeping colleagues and Medical Staff members informed about Epic-related workflow and other process changes.

Content on this page is updated frequently. Please visit often for the latest news.

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Epic Change Videos

Posted on April 20, 2017 by The Operational Engagement Team.
Updated as of June 12, 2017.

Epic is bringing dozens of changes in the way we do our work, but six of these changes will have a broad reach across our Health System. Please take a look at these short videos to find out why we need to make these changes and what to expect with Epic.

Fast Log In

MyChart

Revenue Integrity

Business Continuity Access

Patient Movement

Best Practice Advisories


Operational Changes

Posted on April 4, 2017 by The Operational Engagement Team.
Updated as of May 12, 2017.

Operational areas where we are implementing change are listed below. For details about a specific area, click the link to read about what we do today, what will change with Epic, why the change is necessary, and where to find more information.


Achieving Revenue Integrity

White Paper - Achieving Revenue Integrity
The steps we’re taking to ensure accurate and timely charge capture and reimbursement

Posted on April 25, 2017 by The Operational Engagement Team.

Our new EHR platform, with Epic at the center, will provide the tools our organization needs to ensure revenue integrity.

It could not come at a better time, as we face yet another round of regulatory and reimbursement changes in the healthcare industry.

To view the PDF and read the full story, please click here.


Epic Policy Review

Updated bi-weekly.

Posted on May 8, 2017 by The Operational Engagement Team.

View the latest update on Epic’s operational policy reviews.


High Clinical Risks and Mitigation

The steps we’re taking now to ensure success at Epic Go-Live and beyond

Posted on March 3, 2017 by The Operational Engagement Team.

White Paper - Clinical Summit

A Clinical Risk Summit was held last month with an assembly of clinical leaders and colleagues focused on emerging areas of risk in our adoption of Epic EHR. Transparency was key with this open and candid forum to ensure we correctly identify, audit, and address operational areas at risk for an unsuccessful adoption of Epic technology and workflows, and to formulate mitigation strategies and put plans into place.

Areas of high concern include:

  • Wound Center
  • Blood Ordering
  • Medication Reconciliation
  • Face-to-Face Orders
  • Sign & Held Orders

To view the PDF and read the full story, please click here.


Bed Management / Patient Movement

Posted on December 9, 2016.

Bed management is the processing of bed requests for patient admissions. These requests are made from many different departments, such as the Emergency Department (ED), and are processed via Epic's "Grand Central" module.

Patient movement is the actual transfer of a patient from one location to another —for example, a patient in the ED that is admitted could be transferred to a room or to the Operating Room, depending on the need. Although the concept of patient movement is simple, it becomes very complex very quickly with the design and coordination of workflows within a 24 / 7 full-service hospital. South Shore Hospital currently employs 44 different patient movement scenarios.

Impacting

ED, inpatient, and other clinical / provider teams at South Shore Hospital; revenue cycle teams.

Issue

Optimizing bed management and patient movement workflows are recognized as one of the biggest challenges that South Shore Health System faces during our Epic Implementation. A detailed strategy is required to ensure patient movement and bed management workflows and tools will effectively support the persistent high-census environment at South Shore Hospital.

Mitigation

The following mitigation strategies are currently in action, starting in August of 2016:

  1. Expanding physician, clinical, and revenue cycle leadership involvement in the Patient Movement Integrated Workgroup. Leaders are facilitating the plans to address build and workflow challenges between clinical / provider teams and operational owners.
  2. Auditing patient trackers throughout the facility to ensure they are compatible and effective.
  3. Designing improved workflows and devices for transportation and environmental services that support patient movement, most of which were defined during Direction and Adoption sessions.
  4. Adopting best practices, lessons learned, and win strategies as advised by local Epic clients as well as Epic and Impact Advisors clients. We visited local sites to survey their workflows and best practices.
  5. Project leadership attending the 2016 Epic User Group Conference to collect information on patient movement and bed management; Also meeting with related Epic user groups and subject matter experts.
  6. Hosting a Lean session in early 2017 on patient movement and bed management to better document processes and educate users.
  7. Expanding reporting and training to support patient movement.

An extensive number of hours have been dedicated to meeting bed management and patient movement challenges. A Clinical Risk Summit is scheduled for January 10, 2017 where mitigation plans and actions will be presented. The goal is to ensure our user community is onboard and comfortable with our approach.

For more on Patient Movement, see our latest blog post or download for offline reading.


Legacy Accounts Receivable (AR) Management

Posted on December 9, 2016.

Impacting

Revenue Cycle: Accounting, Accounts Receivable, Charge Capture, Collections, Remittance, Claims, Posting, Statements, Eligibility

Issue

There is a need for South Shore Health System to establish a ?comprehensive plan to:

  • Manage and clean up legacy AR
  • Eliminate current bottlenecks that prevent efficient revenue cycle operations

Reducing the outstanding AR prior to Go-Live will reduce costs and implementation timeline. Legacy AR includes any posted and unposted charges, as well as billed and unbilled claims within the various systems – Optum, athenahealth, MEDITECH, Wound Care, etc.

Mitigation

We have recruited a full-time AR Manager consultant, Elizabeth Ward. She will work with key revenue cycle colleagues throughout South Shore Health System to clean up current legacy AR. The contract will run through Go-Live. The goals are to:

  1. Reduce AR substantially by Go-Live.
  2. Improve AR processes by Go-Live.
  3. Develop a plan with specific due dates to transition off legacy revenue cycle systems, such as Optum, athenahealth, and MEDITECH.

WDL (Within Defined Limits)

Posted on December 9, 2016.

Impacting

ED, inpatient, and other clinical / provider teams at South Shore Health System.

Issue

Within Defined Limits (WDL) charting will be a part of clinical documentation with our Epic implementation. WDLs are standard and normal patient vitals and assessment readings for each functional area within the hospital, such as inpatient, recovery, & ED — each department has different standards for what "normal" readings should be and WDLs are documented accordingly.

WDL charting simplifies the charting process. Exceptions will be documented.

Mitigation

The Epic team, led by Gregory Ondera, is working with leaders and users within all functional areas across the Health System continuum to set WDL parameters for vitals and assessments.