Our Epic Prject Frequently Asked Questins What is EPIC? EPIC is a state-f-the art integrated infrmatin system that cmbines all available patient infrmatin in a single database t imprve all caregivers ability t review infrmatin and treat patients. When fully implemented in 2014, prviders frm thrughut the Yale New Haven Health System will be able t seamlessly integrate patient infrmatin. What are the benefits t ur patients? Patients will receive care frm physicians and ther clinicians wh have access t their data in a cmplete way that has never been available befre. The patient s medical histry, allergies, current medicatins, and all results entered int Epic will be available t help guide the care they receive. Thrugh MyChart, a persnal health recrd, patients have cntrlled access t their medical recrds. With MyChart, patients will be able t view test results, view upcming and past appintments, schedule rutine appintments, pay bills securely, and get autmated health maintenance reminders. What are the benefits t physicians? Cmmunity, hspital based, and university physicians wh practice in Yale New Haven Health System Hspitals and clinics, private practice, r Yale Medical Grup practices will have a way t see patient data in a way they have never dne s befre. In the hspital r remtely thrugh a secure cmputer, the physician can access all f a patient s infrmatin, see results as sn as they are available, cmmunicate directly with ther physicians abut a patient, and even place rders remtely 24x7. And all f this can be dne in the cntext f a single, integrated medical recrd via the Epic applicatins. Hw will this benefit ur delivery netwrks and medical grups? Imprve patient safety and quality f care with a single secure electrnic recrd Prvide a cmprehensive apprach t the cmplex issues f safe and effective medicatin use Rute diagnstic testing results t the apprpriate caregivers in a timely manner
Allw fr secure cmmunicatin with patients t include lab results, nn-emergent asynchrnus cmmunicatin(i.e. medicatin refills) and facilitate scheduling f appintments Imprve cmmunicatin within ffices and between envirnments f care ( ie ffice t ffice and hspital t ffice) Help nurses rganize their tasks t ensure that patient care activities are cvered acrss all disciplines and shifts Assist the hspital with registering patients, managing the inpatient stay and billing fr their services Wh will be invlved in ur Epic prject? The three hspitals in the Yale New Haven Health System Bridgeprt, Greenwich and Yale-New Haven Hspital, the Yale Medical Grup, Nrtheast Medical Grup and cmmunity physicians affiliated with the three hspitals. Hw much des the system cst? The five-year estimate fr capital and perating expenses t build and maintain the system is $250 millin. The funding will cme frm peratins, capital and philanthrpy. Hw will the implementatin be achieved? Under the directin f Daniel Barchi, CIO, Steven Schlssberg, CMIO and Lisa Stump, Vice President, Epic Prject Directr, ur Epic team has been assembled and is being hused in ur prject headquarters in Stratfrd. Over 100 peple have been recruited t ur Epic team frm acrss the health system and the external market. The team is cmpsed f applicatin specialists, trainers, reprt writers, technical supprt, managers, and leaders. Additinal psitins are actively being recruited t bring ur full cmplement t apprximately 140 team members. The team will receive extensive training and certificatin at the vendr s headquarters in Verna, Wiscnsin. The cre team, with supprt frm the vendr, will partner with physicians, clinical and peratinal staff and leaders frm acrss the health system, the schl f medicine, and the cmmunity practices in a cllabrative effrt t design and build ur Epic installatin. When will the prject begin? A team f ver 100 clinicians and leaders participated in an extensive perid f due diligence in early 2010. This allwed ur health system t visit and cnfer with Epic clients acrss the cuntry. During the summer mnths, an interim leadership team f six representatives frm the health system hspitals and the Yale Schl f Medicine cmpleted extensive pre-wrk t set the fundatin fr the prject. Participants frm acrss ur rganizatins will begin t participate actively in the prject n Nvember 30.
Imprtant Upcming Prject Dates include: Emplyee and Physician Prject Kick-Off Events- Bridgeprt Hspital- Nvember 29-30 Physician Kick-Off, 11/29 DuPnt Bard Rm 6pm-8pm Emplyee Kick-Off, 11/30 Hspital Lbby 9am-11am Yale-New Haven Hspital & Yale Schl f Medicine- December 1 Emplyee Kick-Off, EP-Cafeteria Special Events Area 2:30pm-4:30pm Physician Kick-Off, EP-Cafeteria Special Events Area 6pm-8pm Greenwich Hspital- December 2 Emplyee Kick-Off, Nble Cnference Rm 1pm-4pm and Cafeteria Atrium 8:30pm- 9:30pm Physician Kick-Off, Nble Cnference Rm 5:30pm-8pm Site Visits & Discvery Sessins- Prject team members will cnduct walk thrughs f varius hspital and clinic lcatins and cnduct grup discussins t understand current state. Greenwich Hspital- December 7 Bridgeprt Hspital December 8 Yale-New Haven Hspital & Yale Schl f Medicine December 9-10 Cllabrative Build and Validatin Sessins- Prject team and subject matter experts (SMEs) frm all rganizatins will participate in ver 200 structured sessins t actively review and validate the Epic mdel system cntent, cme t decisin n system wrkflw cnfiguratin and specificatins. Week 1: January 4-6 Week 2: January 25-27 Week 3: February 15-17 Week 4: March 8-10 Week 5: March 29-31 Details n these events are frthcming
Hw are Subject Matter Experts being selected? Our Epic prject leaders are wrking with leaders and managers frm all f ur rganizatins t identify physicians, clinical and peratinal staff members with the experience and cntent expertise needed t advance ur implementatin effrts. SMEs will dedicate several hurs f their time during the Cllabrative Build and Validatin sessins and will drive the fundatinal decisins f ur implementatin. SMEs will participate in subsequent cntent validatin and testing effrts. The list f SMEs will be made available t facilitate brad and pen cmmunicatin t the prject thrugh these designated participants. In additin, we are wrking with all the lcal delivery netwrks, t identify physician champins wh can prvide mre cncentrated and cntinuus input thrugh all the phases f the prject. When will we implement Epic? We plan t g-live in the first Yale Medical Grup practice in Octber 2011 and fllw with all YMG and NEMG practices and cmmunity physician practices which chse t participate. Our first hspital Greenwich Hspital, will g-live in July 2012 and Yale-New Haven Hspital and Bridgeprt Hspital will fllw in February and September f 2013, respectively. Key Participant Rles in Our Epic Prject Subject Matter Experts Subject matter experts (SMEs) play an integral rle in the design, validatin, and re-engineering sessins that will ccur during ur Epic implementatin. Each SME must have in-depth knwledge and experience with ur rganizatin s peratinal flws, plicies and prcedures, and business plans. Fr clinical applicatins, physicians and ther clinicians will be included in the SME grup. SMEs are expected t: Participate in design sessins, in which the prject team asks questins abut wrkflws and peratinal decisins that drive system build. Participate in validatin sessins, in which the prject team demnstrates a wrkflw r reviews decisins with the stakehlders t ensure that the system is built apprpriately and will supprt the rganizatin s needs. Prvide peratinal expertise t the training team t ensure the training prgram is relevant t the staff. Act as secndary trainers during end user training t prvide learners with peratinal insight and a familiar, respected face. Prvide g-live supprt in departments in which they are experts. In additin t participating in design, validatin, and re-engineering sessins, SMEs assist with ther implementatin prcesses that are fundamental t a successful g-live. This can include, wrkflw walk thrugh, testing, usability labs, dress rehearsal, department readiness, pst-live supprt, and
ptimizatin. SMEs als attend training prir t g-live and if selected might als attend super user training.
Clinical and Physician Champins and Champin Chairs Clinical and physician champins will be a valuable resurce fr ur prject team. These individuals will be heavily invlved in wrking with ur prject leadership team and applicatin specialists thrughut the prject serving t supprt and prmte the prject t clinicians and administratrs in their respective areas and t partner with ur applicatin teams t ensure decisins are actualized in the build and validatin prcess. Our Epic Prject Leader Cntact Infrmatin Daniel Barchi CIO Daniel.Barchi@ynhh.rg 203-688-4100 Steven Schlssberg CMIO Steven.Schlssberg@ynhh.rg 203-688-4100 Lisa Stump Epic Prject Directr Lisa.Stump@ynhh.rg 203-502-4810 Richard Lisitan Inpatient Clinical Systems Richard.Lisitan@ynhh.rg 203-688-3354 David Smith Ambulatry Clinical Systems David.Smith@ynhh.rg 203.737.5529 Jhn Skelly Revenue Cycle & Access Jhn.Skelly@ynhh.rg 203-688-2253