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Implementation Timeline

The following is the most up-to-date implementation timeline. Key events that require attendance or involvement of the operational team are defined below.

Implementation Timeline Image

Note: The boxes without dates are still being finalized and will be updated accordingly

Key Activity Descriptions

InfoBooks

Provides information, readiness resources, and FAQs about Epic implementation.

Change Impact Validation Sessions

Validates deviations (and associated impacts) between the current state and future state operations due to the implementation. Each department will have its own document outlining deviations from current state to support go-live readiness. Operational team will be present at these sessions as participants.

Change Readiness Surveys

Asses and measures progress, effectiveness, and end user readiness towards key EHR implementation activities.

Go-Live Readiness Assessments (GLRA)

Evaluates factors contributing to CCHC’s Epic go-live readiness and preparation in order to increase transparency and alignment across organization. Conducted at 120, 90, 60, and 30 day intervals prior to go-live. Operational team members will be present at sessions either as presenters or participants.

Super User Playbook

Serves as a reference for all activities and to-dos required of Super Users in preparation for go-live, including: a role-specific timeline, specialized checklist, and overviews of key activities warranting Super User participation.

Technical Dress Rehearsals (TDR)

Tests each workstation, printer, and the peripheral devices attached to the workstation to verify both technical and workflow readiness.

Access and Revenue Cycle Readiness (ARCR) Summit

Presents mitigation plans for top risks within ARCR division, with ARCR leads representing their departments. Operational team members will be present at sessions as presenters.

Technical Dry Runs/Abstracting

Prepares for deactivation of legacy systems through a detailed, iterative sequence of technical tasks necessary to bring Epic into production, including executing workflows and utilizing a new system. Operational team members will be required to assist in completing tasks during these dry runs.

Townhalls

Presents updates and information on Epic implementation to end users. Participants will be able to submit questions prior to session. This is open to all end users.

Leadership Video Production – Epic Go-Live Update

Delivers updates, information, and learning resources about the Epic implementation to end users. Leadership will provide their updates in individual segments of a recorded video, and the video link will be available to all end users upon publication.

Road Shows & eDemos

Demonstrates key activities for high-impact areas within EHR implementation, including workflow reviews and e-learning demonstrations for end users. Operational members will be present to participate in Road Shows & eDemos.

Patient Movement Day

Documents and shares Patient Movement Day scenarios to prepare workflow transition in the patient movement matrix.

Conversion Process

Validates data set transfer from current systems into Epic. This activity is carried out by technical operations to check and make sure that the data sets were transferred accurately and the expected fields populated correctly.

Command Center Support & Preparation

Organizes operations for Go-Live Command Center and establishes processes for issue tracking, report outs, etc.

Mock Go Live

Simulate go-live activities prior to go-live, aligning and running through command center operations and processes.

Scheduling Go Live

Acts as “scheduling” go-live, allowing users to schedule appointments in Epic that will occur post official go-live.

Clinical Operational (CORe) Summit

Presents mitigation plans for top risks within Clinical division, with Clinical leads representing their departments.

Anesthesia Shadow Charting

Allows anesthesia staff an opportunity to chart in an actual work setting after completing training.

User Settings Lab

Allows clinicians the opportunity to personalize their profiles in Epic, i.e. note templates, preference list.

Ambulatory Chart Prep

Prepares a subset of patient data elements in Epic charts for appointments during go-live. The operational team members will be involved.

Cutover & Patient Backload

Completes backloading remaining data into Epic systems through manual means to prepare for go-live readiness. The operational team members will be involved.