Posted on June 22, 2017.
With the upcoming Epic Go-Live, we will be introducing a new Patient Portal called South Shore MyChart. For more information, and an in-depth look into the new patient portal, watch our full-length South Shore MyChart Tutorial on the MyChart page.
Posted on June 22, 2017.
As we approach Cutover Downtime on July 1, it is important all outstanding dictation be completed and documents in Meditech are electronically signed. This will help ensure documents are properly filed in the Meditech System, prior to our 12-4am Cutover Downtime the morning of July 1. During the cutover, providers will follow Downtime procedures, including the use of M Modal. Once Epic is live, providers will begin documenting directly in Epic, using templates.
Posted on June 19, 2017.
More than 170 colleagues worked during the weekend of June 16-18 to manually enter more than 33,000 future outpatient appointments into Epic Cadence so the information is available at Go-Live. South Shore Medical Center also converted about 50,000 appointments from the practice's current version of Epic (provided through Atrius Health) primarily by using an electronic process.
Colleagues worked approximately 1,100, four-hour shifts to input the appointments, validate them for accuracy, and then pre-register our patients for their visits. Most appointments were for mammograms; others were for different diagnostic imaging procedures; cardiac, pulmonary, and outpatient rehabilitation care; and for visits to our maternal/fetal medicine, surgical, wound, and other specialty clinics.
Sincerest thanks go to all who converted and validated the appointments, as well as those who kept our colleagues nourished during their shifts!
Posted on June 16, 2017.
Numerous meetings have been scheduled each day throughout July 2017 to support a successful Epic implementation.
Visit For Leaders for details.
Posted on June 16, 2017 by the Training Team.
Two helpful videos are available for those who scan documents into Epic:
Please visit Training for more information.
Posted on June 16, 2017 by Human Resources.
Here is guidance regarding Epic training for colleagues who:
Before returning to work, colleagues must contact Paula DiBiase, Leave and Disability Liaison/South Shore Health System, at 781-792-4151 and/or Employee Health Services at 781-624-8218.
We are committed to providing Epic training to colleagues currently on leave; however, the next series of training modules begin the week of Monday, July 24. There may be a gap between when they return from leave and training availability. Colleagues will be offered a few options during the gap period. They may choose to:
These options will be offered only on a temporary basis and will be coordinated among the colleague, the colleague’s leader and Paula. Paula will handle on a one-to-one basis with the colleague. Colleagues returning from Workers' Compensation will be provided with different options.
You are encouraged to direct questions to Paula, Deborah Hoffman, Director/Employee Health Services, or Karen Vinciguerra, Director/Human Resources.
Posted on June 15, 2017 by Human Resources.
There will be a temporary change in the recording of time and API/Kronos coding practices during our upcoming Epic implementation.
Our current pay process requires that colleagues must use a PTO day for any day in which they do not have hours for a scheduled work day. During our Epic transition, schedules may be outside of the norm and may change in order for colleagues to fulfill responsibilities. Most exempt colleagues will be working many hours to fulfil their responsibilities. These responsibilities and schedule changes will be managed by leaders at the local level.
From the Current Pay Period through Pay Period Ending August 5, exempt colleagues will not be required to use PTO time for any day without any hours worked as long as they meet their budgeted hours per pay period.
The only exception would be for an unanticipated unscheduled day off (PTO-U. PTO-M, jury duty, or bereavement) or exceptions that have been made for pre-approved scheduled PTO-S. (Please contact HR for coding purposes if an exempt colleague does not meet budgeted hours during this time).
In August, exempt colleagues should revert back to their regular schedules and our standard PTO practices will apply.
Posted on June 14, 2017.
Please have enough label stock on hand to manage potential extra printing during Go-Live! Our Epic Go-Live is just a few weeks away and we are doing whatever it takes to get it right, down to the last detail. Label printing is no exception!
In recent months, the IT team replaced and also installed additional printers in many areas throughout South Shore Health System to prepare for our Epic implementation. Please make sure that you have enough label stock on hand to manage extra printing that may occur during Go-Live and the weeks immediately afterward. Your department may do a lot more printing than usual —including misprints and printing multiple copies— as your team adjusts to the new system and workflows.
In other words, check your inventory and order your label stock if it’s needed and no other departments across the system have what you need.
Follow your existing ordering process for label supplies. Please contact the Print Shop or Materials Management if you have questions.
Posted on June 8, 2017.
To support our colleagues in their communications with patients and families during and after Go-Live, we put together a “Words That Work” Quick Guide and lighthearted video. As we feel the crunch of trying to do our jobs with an unfamiliar tool, we must be aware of how we communicate. The Guide and Video will give you some advice and direction. Please visit the Go-Live Readiness page for more information as we near closer to July 1!
Posted on June 7, 2017.
Cutover is the process of moving active ED patients, Inpatients and scheduled Ambulatory patients off of the existing Meditech legacy system and the current South Shor Medical Center Epic system and into the new Epic production system. Additionally, the activation of interfaces, resyncing of barcode scanners, application activation and census balancing occur during the cutover period.
Learn more by viewing our 30 Day GLRA Cutover Update.
Posted on June 6, 2017.
The fragmentation of revenue information across our organization has been a major challenge in recent years, including disparate clinical and revenue cycle applications that do not "talk to each other." With Epic, our new electronic health record, that challenge will soon be a distant memory. Our new EHR platform will provide the tools our organization needs to ensure revenue integrity throughout our entire revenue cycle.
This transition could not come at a better time, as we face yet another round of regulatory and reimbursement changes in the healthcare industry. As Epic Go-Live on July 1st approaches, the Revenue Cycle Team will host a number of workshops to prepare South Shore Health System for our new Revenue Cycle tools and workflows.
Read the full story on the For Leaders page.
Posted on June 5, 2017.
MyChart provides new ways for patients to interact with their South Shore Health System providers, medical record, and medical bills. These features can save time for our staff, reduce costs, and increase revenue.
Check out our new MyChart page for tips and information.
More than 250 South Shore Health System leaders gathered on June 1, 2017 at Lantana in Randolph to prepare for a successful Epic implementation.
Visit For Leaders for more details and materials.
Posted on May 31, 2017.
Colleagues across our Health System - including geographically dispersed ambulatory and satellite locations – can count on Super User and At-the-Elbow resources to provide support during the first four weeks of go live (July 1 – July 29).
To learn more, please visit Super Users.
Posted on May 30, 2017 by The Revenue Integrity Team.
On July 1, 2017, South Shore Health System is going live with Epic, the nation’s leading electronic health record (EHR) system, throughout the entire organization. Every major clinical and business system will be updated. Epic will allow patient data to be shared across every level of care, from routine family practice and pediatric visits, to emergency, hospital, and home care services. Patients will have a single record that can follow them to any South Shore Health System provider or entity.
To better serve our patients, South Shore Health System is taking advantage of this shared patient record by standardizing and consolidating many of our business operations.
Although we are maintaining our existing Hospital and Home Care business offices, we are consolidating our four physician billing units into one Central Billing Office (CBO). More importantly, we are in the process of hiring additional internal resources. This ends the practice of outsourcing physician billing to outside vendors.
Some of the advantages of the new CBO for patients and colleagues include:
South Shore Health System is actively looking to hire 10 to 12 new colleagues to fill insurance billing, customer service, and professional coding roles. Epic and workflow training will be provided to all new hires to help ensure success in their roles.
If you have an interest in the new health care billing or coding opportunities, the jobs are posted on the Careers page.
If you are a provider or practice manager with questions about the Physician CBO, please contact BettyAnn Carroll.
Posted on May 25, 2017 by The Network Team.
As part of the Epic Go-Live preparation, our colleagues on the Network Team have been making upgrades to our wiring. With almost 4,000 total hours worked and an average of 88-107 hours per week, they have successfully pulled over 100,000 feet of cable! Watch to see what they've been up to.
Posted on May 23, 2017 by The EpicCare Link Team.
EpicCare Link is our web-based portal that affiliated community providers and their staff can use to connect with South Shore Health System’s Epic electronic health record. It provides community users with secure access to select patient information in our Epic data repository.
EpicCare Link is a view-only application with some service-oriented features that we will configure to facilitate business with community users. Users include those offsite who might need to review the clinical and administrative information of patients seen, such as:
The first of two webinars was presented today at noon to Community Providers who have signed up for EpicCare Link or are considering. The second is scheduled for Thursday at noon for Skilled and Visiting Nursing groups.
We had a great showing – over 80 providers and administrators attended,” said Courtney Magruder, Analyst for EpicCare Link. “We covered the functionality, step-by-step, explaining the features and the benefits. Overall it was a success.”
EpicCare Link is replacing our current MyWorkSpace solution for MEDITECH. When we go live with Epic on July 1, 2017, MEDITECH data will immediately become static historical data that will still be accessible, but no longer updated. Updates will occur in Epic only and updated “live” data will be accessible only through EpicCare Link.
Check out our new EpicCare Link page where you can view more information and download our EpicCare Link Q&A and Quick Start Guide. The recorded webinars will be posted for viewing as soon they are available.
Posted on May 22, 2017 by The Training Team.
Personalization labs are an important part of Epic training for our Medical Staff. They consist of two-hour “hands on” sessions designed to help providers customize Epic to meet your needs.
Two-hour sessions are scheduled each day:
Walk-ins are perfectly fine as long as the session is not full and please be there at the start of the lab. Registrations can also be made directly into HealthStream to reserve a session.
Please note: Providers must complete assigned training prior to attending a personalization lab. To ensure a seamless transition for you at go-live, it is highly recommended that you complete your personalization prior to July 1.
Posted on May 19, 2017 by The Training Team.
Colleagues from our Epic project and Information Systems teams are deeply ensconced in a major Epic implementation initiative called the Technical Dress Rehearsal (TDR). The TDR, which runs through June 1, gives our technical team the chance to test all configured devices Medical Staff members and other colleagues will use to complete their workflows in Epic. Testing allows us to address hardware and other potentially complicated technical issues before our Epic launch on July 1.
Technical Dress Rehearsals do not include direct participation from all colleagues, but you will see testers in work areas during weekday hours. The testers will need access to workstations and hardware to complete their work.
Everyday users will have the “right-of-way” during the TDR so patient care remains uninterrupted. Most testing can be completed without causing workflow disruptions.
The Epic project team fully understands that some departments have a limited number of workstations and many are especially busy at certain times of the day, so TDR visits may be scheduled during less busy times to minimize disruption caused by testing.
The devices and technical configurations to be tested include:
Posted on May 19, 2017 by The Training Team.
Don’t let her quiet ways around the office fool you! Cyndi knows her stuff and runs a tight ship! Here she is leading a RPT100 course.
Today is the first day of Epic Reporting Classes at South Shore Health System! Big milestone day for our Epic project. Many thanks to Terrie Lewis, Jim Percival, and Cyndi!
Posted on May 10, 2017 by The Training Team.
Before attending classroom training, students must review eLearnings in HealthStream. To find your eLearnings in HealthStream, review the courses listed on your To Do list tab. Click on a course to drill down and find the required eLearnings that must be completed before attending classroom training.
HealthStream - our new learning management system - is available via an internet browser.
549 Columbian Street
Most Epic training classes will be held in our new Epic training center, located at 549 Columbian Street, Weymouth, about one mile from the hospital. Shuttle service will be available.
Snell Conference Rooms, 55 Fogg Road
Physician and specialist training will be held on-site at SSH.
Home Care Division, 30 Reservoir Drive, Rockland
Home Care colleagues will attend training at their main work location.
141 Longwater Drive, Norwell
Previously Trained Epic Users will attend training classes at South Shore Medical Center.
Please direct questions to email@example.com and be sure to visit the Training section of South Shore’s Epic Web for more information. Thank you!
Posted on April 26, 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.
Posted on April 26, 2017 by The Training Team.
Playground (PLY) is our Epic practice environment. It will be used by end users after they attend training, but prior to going live. The clinical content in this environment may not match exactly what is in the Production environment.
Please be patient; as the build is completed. It will be moved into PLY so it will mirror what is in PRD.
To view the PDF and read access instructions, please click here.
Posted on April 17, 2017 by The Operational Engagement Team.
Epic Training Manager Karen Harhen announced last week that 100% of our Credentialed Trainer (CT) candidates have been officially credentialed by Epic.
Credentialed trainers play a critical role in our training program by leading end-user training courses using the curriculum designed by our certified instructional designers. This includes preparing for class, setting up the classroom, facilitating the class, and following up on any outstanding questions that arise in the classroom.
Principal trainers and instructional designers have worked closely with their CT candidates over the last few weeks and now we look forward to kicking off super user and end user training very soon. “This is a ton of internal talent that will make the organization successful during our Go-Live and far beyond,” said Mary Dolan, Epic Project Director, upon hearing the news.
Please congratulate all our newly credentialed Epic CTs!
Home Health and Hospice Clinical
Mary Beth Goldman
Prelude / Grand Central
Resolute Hospital Billing
Resolute Professional Billing
Previously Trained Epic Users
Posted on March 3, 2017 by The Operational Engagement Team.
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:
Want to learn more? Please click the button below to view the full story.
Posted on February 7, 2017 by Mary Dolan.
Epic End User Testing (EUT) just concluded at 55 Fogg, where close to 200 of our fellow colleagues dug deep into the system to make sure it works how it supposed work for you, our fellow colleagues!
Testing through hundreds of scenarios, EUT ensures nothing big is missed. Here’s why: EUT is not about testing the details such as individual fields and functions or integrations with third party applications. Instead, it is an opportunity for colleagues to review Epic functionality as a whole, back and forth across the many different Epic modules, testing South Shore Health’s hundreds of workflows.
The Epic project team has been diligently identifying and fixing major issues ahead of EUT. Therefore, in lieu of finding defects or uncovering any major flaws, EUT serves as a tool for collecting feedback and documenting system optimization observations and requests. Of course if any technical issues are found during EUT, they will be corrected before Go-Live in July.
Each application was allotted one four-hour block of time for the EUT team of experts to review functionality. During testing, our analysts were alongside users helping to navigate the test scenarios provided.
If you didn’t get a chance to participate in EUT but are interested in getting your hands on the system before go-live, no worries, there will be many other opportunities—especially as we get closer to July!
Patient movement is the flow of patients through our care community, particularly getting the patient through and discharged from the hospital at 55 Fogg. Although the concept is simple, building a well-oiled patient flow process is complex. However, we know it is very important to get it right to ensure patient flow is not impeded.
Patient Movement Days are coming soon. As a month-long event, we will meet with colleagues around the health system and plan operationally for the best patient movement system we can provide. Official dates for the event will be provided soon.
Check out our latest blog on patient movement.
The Epic Showcase is a theatric production in which South Shore Health System leaders—including Dr. Green—will show off their fine acting skills in a play about the patient care experience with Epic in place. The showcase will be recorded and available on our Epic website so we all can view our (probably not) Broadway-bound stars in action!
Not as fun as the showcase, but right before go-live we will conduct Epic Workflow Dress Rehearsals. During the walkthroughs, we will follow pretend patients through various areas of the hospital, clinics, and homecare. These exercises ensure, one final time, that everything works great.
We continue to consider other opportunities to get colleagues involved with the system more and more frequently as we get closer to Go-Live. If you have ideas on ways to engage and educate your peers get involved and drop us a line at firstname.lastname@example.org.
Posted on February 7, 2017 by The Operational Engagement Team. Download for offline reading.
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 throughout South Shore Health System is imminent. Rather than seeing change as a daunting threat to the way we do things, we should view it as an opportunity to improve the quality of care across our Health System.
We established an Operational Engagement team to ensure our operational areas are fully engaged and ready for the changes ahead. The Operational Engagement team works side-by-side with operational leaders, Epic, and the project team to identify the risks and opportunities our Epic implementation presents. These risks and opportunities impact all areas of the organization.
Patient movement is a common operational risk and improvement opportunity when implementing a new EHR.
Think of patient movement as a hospital’s circulatory system. It is both the physical and application flow of patients through our care continuum. If the system or workflows are flawed, we impact our patients, our staff, and the quality of care delivery.
On good days, things can seem to flow smoothly. But when the census spikes—as it recently did to the highest level ever—a poorly designed process can break down. As a result, Patient Movement has been given extra attention by South Shore Health System to assure we design and implement the best patient movement workflows possible.
Effective patient movement workflows ensure clinicians and providers can:
Efficient patient flow equals faster patient throughput, and can reduce cost, improve utilization management and reduce insurance denials.
The Operational Engagement team has been focused on Patient Movement since the start of the Epic implementation and we're making great progress:
Please visit the Operational Engagement page for more information about our initiatives.
Thank you for your interest and support! Please direct questions to PMO@sshosp.org.