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An Epic Update for IS/Epic Quarterly Staff Meeting April 1, 2011. Our system vision. Together, as people of Providence, we will answer the call of every person we serve: “Know me, care for me, ease my way.”. One ministry committed to excellence. The goal. We want …

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An Epic Update

for IS/Epic Quarterly Staff Meeting

April 1, 2011

our system vision
Our system vision

Together, as people of Providence, we will answer the call of every person we serve:

“Know me, care for me,ease my way.”

One ministry committed to excellence

the goal
The goal

We want …

  • Safer, more reliable care
  • A connected, compassionate experience for patients
  • Consistent workflows for caregivers
  • Streamlined administrative processes
  • Consistent, seamless, compassionate care
what is epic
What is Epic?

An integrated suite of health care software that supports all the functions related to patient care, including:

  • Registration and scheduling
  • Ambulatory and acute clinical systems
  • Ancillary systems for lab, pharmacy, radiology
  • Billing and financial information
  • Patient portals for medical record access
the power of epic
The power of Epic
  • All Epic applications leverage the same central database
  • Creates a single medical record for each patient across all care settings
  • Connects patient information between our clinics and hospitals
an integrated software system
An integrated software system

Epic and Non-Epic Users Everywhere

  • Personal health records and portals
  • Clinical
    • Ambulatory
    • Inpatient
    • Departmental, specialty and ancillary services
    • Health information management
  • Access
  • Revenue
  • Reporting and analytics
  • Enterprise systems

Patients On-the-go

Providence Hospitals

Patients At Home

Community Physicians

Physicians On-the-go

Providence Medical Group

we are doing this together
We are doing this together

This is a Providence wide implementation, involving all four of our regions:

  • Allowing us to share information across Providence in new ways
  • Spread knowledge faster for the benefit of our patients
  • Speak the same language and use common metrics

To improve health outcomes and the patient experience

what this means
What this means
  • We must have Providence wide agreement on administrative and clinical standards and workflows
  • We will need input from people across Providence, both clinicians and business operations experts

We will implement best practices

guiding principles
Guiding principles
  • We will center our work on the patient to ensure positive quality outcomes and a compassionate patient experience.
  • We will work together as one ministry committed to excellence as we engage in this Mission-critical systemwide effort.
  • We will value simplicity as we strive for “good” and not “perfect.”
guiding principles1
Guiding principles
  • We will reduce unnecessary clinical and administrative variation.
  • We will ensure that decisions affecting clinical care will be made by clinicians.
  • We will set realistic schedules and will resource this initiative appropriately.
  • We will make project decisions respecting both excellence and stewardship.
epic phases
Epic phases

Phase 3:

Localized build, testing and end-user training

Phase 4:

Go live, support and stabilization

Phase 5:


Phase 0-1:

Foundation, planning and team training

Phase 2:

Collaborative build, validation and adoption


Integrated testing conducted

Super users, managers, and end users trained

Go live readiness assessed

Go live planning and dress rehearsal completed

Help desk resources and support procedures prepared

Post live review and user proficiency assessed

Transition to long-term support model initiated

Preparation for rollout underway

Ongoing measurement of benefits realization conducted

Rollout planning, engagement and training

Networks and hardware prepared

Additional build and testing conducted

Dress rehearsals completed

Go live support, transition to support and optimization with each site provided

Guiding principles and scope defined

Current workflows and needs discussed

Model system adapted

Project team formed; roles and accountability defined

Project team certified

Interfaces designed

Integrated validation sessions conducted

Additional design and build completed

Workflows approved

Master filed data gathered and loaded

Training plan and materials created

Super users and training staff identified

building epic together
Building Epic together

Three key tasks:

  • Clinical content development
  • Collaborative workflow validation and build process
  • Third-party vendor and scope discernments

Champions and Readiness Owners

  • Physician
  • Other clinical
  • Non-clinical

Subject matter experts

  • Physician
  • Other clinical
  • Access and revenue


Super users and trainers

oregon region champions
Oregon Region Champions
  • 37 Physicians in 24 specialties
  • Nursing
    • Med/Surg, ED, Surgical Services, Critical Care, L&D,/PP, Newborn, Pediatrics, Behavioral Health, Informatics
  • Other disciplines:
    • Lab, Rehab, Pharmacy, Respiratory Therapy, Nutrition Services, Diagnostic Imaging, Spiritual Care, Care/Case Management
  • Readiness Owners
    • Access/Scheduling
    • Revenue Cycle

Clinical Advisory Council

CAT Teams

Work Groups



Safe Medication Formulary Workgroup

Interdisciplinary Content Review Workgroup

32 specialty Clinical Advancement Teams



Physician Content Review Workgroup



Clinical Decision Support Workgroup



Clinical ROI Workgroup

a mountain of experts
A “mountain” of experts

Translates clinical input from many subject matter experts




This is where the real work is:

How will we engage the rest of the organization?

We will use existing structures and relationships, only creating new ones where necessary. We will “cast a wide net” for feedback.

Regional and Ministry Review

casting a wide net

Resource Councils

Casting a wide net
  • CAT Team
  • Local Clinicians
  • Service LineGroups
collaborative build goals
Collaborative build goals
  • Incorporate the best clinical, revenue and operational practices
  • Reduce unnecessary variation in patient care across system
  • Increase ability to leverage reporting and outcomes across Providence
  • Minimize long-term maintenance and costs


This looks good.


The workflow has a few issues but I could live with this. It could work.


I can’t move forward with this.


= Go live







Project planning, staffing, governance

Clinical content



1st clinic

1st hospital


1st clinic


1st PMG clinic

Local build, testing and training


PPMC and






1st clinic

1st hospital