Latest News

First of Two EpicCare Link Training Webinars Presented Today

Have you heard about EpicCare Link?

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:

  • Referring physicians
  • Contracted physicians
  • Referred-to physicians and other post-acute care
  • Facilities
  • Physician and support staff delegates.

Webinar for Community Providers

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Epic on July 1, 2017, MEDITECH data will immediately become static historical data that will still be accessible, but no longer updated.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.


Epic Personalization Labs Start Today

May 22 through July 14 — Medical Staff library at South Shore Hospital
Medical Staff: Save time by personalizing your workflows!

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.

  • Create rounding lists and consult lists
  • Add filters for your frequently ordered procedures, labs and tests
  • Create, name and save versions of your favorite order sets
  • Customize your default view for reviewing results
  • Create SmartPhrases to save time when charting
  • Provider Personalization Labs will be available beginning today, May 22 and will continue on weekdays through July 14.

Two-hour sessions are scheduled each day:

  • 6 AM to 8 AM
  • 8 AM to 10 AM
  • 11:30 AM to 1:30 PM
  • 5 PM to 7 PM (excluding Fridays)

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.


Epic Technical Dress Rehearsals Run Through June 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:

  • Epic access and wireless connectivity
  • Workstations
    • Automatic logins on shared public workstations
    • Pass-through configuration on private workstations
    • Single Sign On (SSO) and multiple system integration with Epic
  • Printing configuration and workflows, including:
    • Server- and client-side printing
    • Client printer default setup
    • Multi-tray printing and label printing
  • All peripheral integration, including:
    • Barcode scanners
    • Paper scanners
    • Cameras
    • Microphones and dictation devices
  • Any special displays, including:
    • Multiple monitor setups
    • ED track boards
    • OR and procedural department status boards
    • Epic Monitor
  • Any external system links, including:
    • Clinical Data Repository or archived data access
    • Clinical reference materials
    • Business Continuity Access (BCA)
  • Mobile devices, including:
    • All devices running Rover
    • Laptops
    • Tablet PCs and iPads
    • Smartphones


Professor Harrington Takes Charge!

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!


End User Training Begins

Posted on May 10, 2017 by The Training Team.

Epic Training Guidlines

  • All required e-learnings are available in HealthStream and must be completed prior to classroom training.
  • Classroom training will begin on time. If students are 15+ minutes late - or have not completed all of their required e-learnings - they will be turned away and will need to reschedule.
  • Managers will be notified when a member of their team is late or does not show up.
  • Students must pass an “End User Proficiency Assessment” upon the completion of each training track.

Prerequisite eLearnings

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.

Please Note:
  • All assigned eLearnings must be completed prior to the start of your classroom training.
  • If not complete, you cannot attend training and will need to reschedule.
  • Non-exempt staff: eLearnings must be completed during normal work hours and cannot be done remotely or from home.
  • Computers are available across the South Shore Health System to access HealthStream. New training rooms are now open at 65 Columbian Street, located on the second floor. Email epictraining@sshosp.org (or call xEPIC) to confirm room availability.
  • eLearnings use audio and video. Make sure you have your personal headphones handy.

HealthStream LMS: Logging on

HealthStream - our new learning management system - is available via an internet browser.

  • To log in for the first time, enter your work email as both User ID and Password.
  • Note: If you do not have a South Shore Hospital (sshosp.org) email address, please use your primary work email address.
  • The system will then walk you through setting up your own unique password. If you are unable to log in, you can reset your password by clicking on “Reset” located on the sign in screen.
  • Questions? Please email epictraining@sshosp.org or call xEPIC.

Training Locations

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.

Questions?

Please direct questions to epictraining@sshosp.org and be sure to visit the Training section of South Shore’s Epic Web for more information. Thank you!


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 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.

 


This Playground is Epic!

Training - Accessing the Playground
The Playground (PLY) environment is a way for you to spend additional time outside of the classroom practicing in the system

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.


100% Credentialing Success!

All South Shore Health System Trainer Candidates Officially Earn Epic’s “Credentialed” Status

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!

Ambulatory

Janice Hagman

ASAP

Michelle Brooks
Nicole Howley
Kathleen Shubitowski

Beaker

Heather Bell
Eileen Green
Deb Huntress
Evan Maloof

Cadence Scheduling

Timothy Brazer
Bernadette Dieso
Michelle Roth

Clin Doc

Jennifer Deneault
Pamela Evans
Kelly Fitzpatrick
Patrick Gerrish
Paula Lynch-Ritchie
Lisa Schultz

HIM/Coding

Lynne Hession

Home Health and Hospice Clinical

Susana Budiyanto

OpTime

Karen Gurnick
Kathleen Williams

Orders (Providers)

Kelly Berthiaume
Mary Beth Goldman
Kelly Mattar
Jewel Mendoza
Sarah Mildrum

Prelude / Grand Central

Andrea McNamee
Michelle Shea

Resolute Hospital Billing

Mark McCue
Vandna Bhambri

Resolute Professional Billing

Suzanne Carroll
Tinesha Taylor

Previously Trained Epic Users

Virginia Coughlin
Liza Dicosimo

Stork

Patricia Hensley
Pamela Patterson
Marcia Dalton


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

Want to learn more? Please click the button below to view the full story.

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End User Testing - EUT It Up!

Posted on February 7, 2017 by Mary Dolan.

WebCling_Mary-Dolan.jpg

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.

EUT ran from January 16 through February 3

End User Testing

End User Testing

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!

Upcoming Events and Activities

Patient Movement Days

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.

Epic Showcase

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!

Epic Workflow Dress Rehearsals (WDR)

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 epicnews@sshosp.org.


The Importance of Patient Movement Across Our Health System

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.

Managing Operational Change: Risks and Opportunity

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

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.

Clinical and revenue impact

Effective patient movement workflows ensure clinicians and providers can:

  • Efficiently locate and track their patients
  • Keep families and visitors well informed
  • Send medications, results, and supplies to the correct unit
  • Provide better, more efficient patient care across departments

Efficient patient flow equals faster patient throughput, and can reduce cost, improve utilization management and reduce insurance denials.

Progress to Date

The Operational Engagement team has been focused on Patient Movement since the start of the Epic implementation and we're making great progress:

  • Review: During the Direction phase last year, patient movement Subject Matter Experts (SMEs) across South Shore Health System reviewed current patient movement workflows, such as Admission, Transfer, and Transport. The workflows were then integrated with Epic’s “foundation” recommendations—ensuring an optimized system.
  • Design: Application build teams then worked with SMEs to reach decisions during design sessions. The workflows were reviewed, adjusted, and eventually approved during the Adoption phase.
  • Building and Testing: Analysts and SMEs are currently testing patient movement areas and processes within the system as they are built. The teams are in close collaboration to ensure consistency and alignment of patient movement workflows across the application.
  • Operational Review: Operational teams convened frequently in December and January, reviewing integrated patient movement workflows to determine accuracy and making final recommendations.

What’s Next?

  • Testing of Final Approved Build: Analysts and SMEs will test final patient movement builds (approximately 80% complete) to ensure they operate as designed, making adjustments and recommendations as needed.
  • Patient Movement Days: Patient Movement Days are a series of events to socialize and plan operational readiness related to patient movement. Traditionally, Epic recommends two sessions to cover these workflows. Due to the high census environment and busy Emergency Department at SSHS, additional days were added:
February 28 - Patient Movement Day 1
March 22 - Discharge Workflows
March 15 - Patient Movement Day 2
Date TBD - High Census Bed Management
  • Training: Patient movement will be included in all training for clinical and operational areas impacted.

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.