As the sultry days of summer begin to wind down, plans for implementing Epic at Yale-New Haven are decidedly heating up.
In April, Greenwich Hospital — the first YNHHS hospital to go live with Epic — successfully implemented the comprehensive package of patient care and business software that connects patients with the hospital and the community practices that have signed on to Epic. Ultimately, the same EMR will connect those patients who require care at a YNHHS hospital or a Yale Medical Group or NEMG practice. Epic is set to go live at Yale-New Haven after midnight on Friday, February 1.
"Our first Epic implementation went well at Greenwich Hospital because employees jumped in early and took their training seriously," said Lisa Stump, vice president, Epic project. "Yale-New Haven is larger and more complex than Greenwich so while our experience at Greenwich will be very valuable, preparation at YNHH and building on the platform we've built with SCM will be key to our success with this conversion."
Earlier this month, Epic trainers met with YNHH managers to familiarize them with the training timeline. The first employees who will be trained are the super users, who will receive additional training in order to serve as project advocates and ease the actual transition. Initial training for super users will begin in mid-October. They will complete it in late January so they will be fully prepared for the go-live during which they will be assigned to patient care units, clinics and departments using the Epic applications.
Important dates for Epic preparation include:
• Staff will register for Epic training using Skillport, a site similar to HealthStream. The link to the Skillport registration page is on the YNHH In- tranet page under applications "Epic training: Skillport registration." Managers will inform employees that they should register and for what courses
• Mid-October: super user kick-off meetings
• November 5-25: super user training classes
• November 26-January 20: all staff training classes;
managers will stagger timing of training for their employees
• End of January: personalization session and super user go-live preparation classes
• Employees will not be able to take vacation during the PTO black-out: Sunday, January 27-Saturday, February 16, 2013
"For more than two years, employees and physicians from throughout the Yale New Haven Health System have been fine-tuning Epic so it works well for patients in our three hospitals and the physician practices which have joined Epic," said Stump. "Conversion is less than six months away so we have to make good use of our time."