Visit our new Epic Validation site on MassNet and NIC for the latest information about the validation process, schedules and updates.

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Jacob Fields
10 years ago
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1 Epic Validation

2 Table of contents Topic Slide Number Welcome & Introductions 1 Announcements 3 Ground rules 4 The Epic EHR project life-cycle 5 Guiding Principles for the EHR Program 6 The validation approach 7 Validation roles 8 Validation voting considerations 9 Validation scoring 10 Next steps 11 2

Guiding Principles for the EHR Program 6 The validation approach 7

3 Announcements Visit our new Epic Validation site on MassNet and NIC for the latest information about the validation process, schedules and updates. If anyone has parked at 29 Mall Road, please move your car as soon as possible. This is a restricted lot and cars parked there are subject to towing at owners expense. Please make sure you have signed in for each validation session. This information will be used in determining post validation follow-up. Questions? Visit our EHR Program Information booth located adjacent to the 41 Mall Road main information desk. 3

This is a restricted lot and cars parked there are subject to towing at owners expense.

4 Ground Rules If you are an active participant in the workflow and/or validation point being discussed, we encourage you to ask questions, raise concerns, and participate in voting. Decisions in one session can impact other sessions Not every workflow will be addressed during validation The validation sessions are not training sessions. Please do not expect to remember every step in a given workflow When completing the evaluation form, please write legibly and provide your contact information If you have any questions or concerns about validation session logistics, please ask a program team member for assistance 4

Decisions in one session can impact other sessions Not every workflow will be addressed during validation The validation sessions are not training

5 The Epic EHR Project Life-cycle Listen and learn current state workflows Discovery Validation Review Epic Foundation workflows and collect SME and leadership input 3 Validation waves Workgroup sessions will resolve validation items with a final vote of yellow or red Build, configure and test modifications based on feedback, & workgroup sessions Build & Testing Training & Go-live Provide training to end-users and begin using Epic 5

validation items with a final vote of yellow or red Build, configure and test modifications based on

6 Guiding Principles for the EHR Program Category Quality & Safety Quality & Safety Design Patient Experience Standardization EHR Adoption Decision-making Efficiency Colleague Engagement Colleague Engagement System Availability Care Collaboration Principle A primary driver for decisions regarding the EHR will be to advance the quality and safety of patient care. Lahey established patient safety standards and industry-specific benchmarks will be used to inform decisions. Future state models for care delivery, including the supporting data definitions, content and workflows, will be built on new and common approaches that are based on the Epic Foundation (formerly Model) System. Available EHR functionality will be leveraged to enhance the patient and family experience. Lahey s ability to deliver the highest quality of care will be optimized by reducing unnecessary variation in clinical practice and workflow processes. The EHR and its functionality, including CPOE, will be universally adopted by clinicians at Lahey and will be used as designed consistent with Meaningful Use and other regulatory requirements. Decisions regarding the EHR will be made within the EHR governance structure, in a swift and timely manner, that supports both enterprise-wide and multi-specialty perspectives; the decision process will be transparent and have clearly delineated lines of communication. The system will be optimized to make sure the right people are doing the right work, supported with the right resources enabling Lahey Health to meet its business imperatives. Lahey will support EHR activation through providing adequate resources, training and support for colleagues. Colleagues will be involved throughout the implementation including the design process as appropriate. Lahey will commit the necessary resources to deliver the highest levels of EHR system performance and availability. The EHR will support care collaboration among clinicians, across Lahey affiliates and partners, as well as other external organizations. 6

Lahey established patient safety standards and industry-specific benchmarks will be used to inform decisions.

7 The Validation Approach Review Epic Foundation System workflows Epic will highlight specific design configuration implications in validation sessions Do not focus on the content, focus on the presented workflows Not every workflow in every department will need to be validated Use Epic s Foundation System to minimize variation in clinical practice and support streamlined, integrated workflow processes Identify validations items that cannot be resolved in the validation session and move them to the parking lot Decide/vote on Epic Foundation System workflows while upholding Lahey Health EHR Guiding Principles Discussion time for each validation item will be limited to help ensure that all decision points are evaluated Document any concerns related to the validation workflow decision on the evaluation form 7

workflow processes Identify validations items that cannot be resolved in the validation session and move them to the parking lot Decide/vote on Epic Foundation System workflows while upholding Lahey

8 Validation Roles Project Team Members Facilitators: Lead the session (Epic, Lahey and Encore Analysts) Scribe: Captures discussion and comments related to workflows and decision points Other Program Team Roles: Time Keeper, Instructional Designers, other Subject Matter Experts (SMEs) Experts in patient care, clinical operations & business operations Help validate Epic Foundation workflows Participate in discussions and decisions on workflow Take information back to colleagues Deciders Leaders who assist Facilitators in keeping the validation discussions on track and assist with consensus building and parking lot decisions 8

clinical operations & business operations Help validate Epic Foundation workflows Participate in discussions and decisions on workflow Take information back

9 Validation Voting Considerations Please refrain from voting if a workflow does not directly impact you Scope decisions, guiding principles and Lahey Health goals should guide your voting decisions What should not affect your voting decision Role change Policy and process changes Current state Training needs Assuming the demonstrated workflow is adequate, concerns related to current state, role change, process change, or training needs should be documented on the feedback form for resolution by workgroups but should not result in yellow or red vote 9

changes Current state Training needs Assuming the demonstrated workflow is adequate, concerns related to current state, role change,

10 Validation Scoring I agree the decision point as presented is a viable solution I need clarification on the process and/or recommend a minor change I recommend a change from the Epic Foundation System and will discuss and document my concerns on the form provided N/A Does not relate to my job role, department or area 10

a change from the Epic Foundation System and will discuss and document my

11 Next Steps Voting scores from each validation session will be collected and analyzed Workflows with Red or Yellow final scores will be reviewed with the Operational and Clinical Deciders from the appropriate workgroup Please provide detailed comments on the Stoplight Evaluation form for each workflow decision point that has a final score of red or yellow. Feedback will be provided to you after workflow decisions are recommended, so please include your name and other contact information on the form Workflow diagrams will be updated to reflect Validation outcomes 11

Evaluation form for each workflow decision point that has a final score of red or yellow.

Data Conversion Best Practices

WHITE PAPER Data Conversion Best Practices Thomas Maher and Laura Bloemer Senior Healthcare Consultants Hayes Management WHITE PAPER: Data Conversion Best Practices Background Many healthcare organizations