When Epic goes live on Saturday, June 1, staff from Yale-New Haven, Greenwich Hospital and the Epic team — including help from Epic's headquarters in Wisconsin — will be on standby in the Epic Command Center on the Saint Raphael Campus, ready to answer questions and address any issues with the system.
The Epic Command Center — located in the basement of the Saint Raphael Campus — will remain open 24/7 for three weeks after go-live. During the first two weeks, it will provide around-the-clock support to help make a smooth transition to Epic.
All units, clinics and department using Epic have trained super users who will provide at-the-elbow support at go-live and during the weeks that follow. In addition, users will find helpful tip sheets posted on the go-live portal: projectepic.ynhh.org.
"We want to make the transition to Epic as smooth as possible and give clinicians confidence they have someone to call for assistance," says Michael Holmes, SVP, Operations, and SRC chief integration officer. "We will be available to respond to their needs and requests."
Twice a day, super users and other support staff will hold meetings on their units and clinics to ensure all technical issues with Epic are being addressed and that they have the support they need. During these daily meetings, super users will review and compile frequently asked questions and useful tips and then distribute them to staff so they can support their colleagues. Tip sheets will be posted by application/user role on the go-live portal.
Despite the fact that go-live is bearing down on the Saint Raphael Campus, Mary Cleary, RN, Nursing Staff Development, and clinical co-leader for Epic training, is confident about the readiness of SRC super user staff.
"Right up until next Friday, the Epic playground is a terrific environment where employees can continue to sharpen their skills," said Cleary. "In addition staff members have been taking advantage of lunch and learns and the majority of our super users have shadowed on the York Street Campus so they are feeling very confident about Day 1."
Cleary reminds employees to validate their Epic passwords in the lobby of the Cronin Auditorium on Friday, May 24, and Tuesday and Wednesday, May 28 and 29, 7 a.m.-7 p.m.
Volunteer Services will offer a relaxing environment in the Epic Oasis in the board room in the Selina Lewis building Monday, June 3-Sunday, June 9, 6 a.m.-6 p.m., so employees can de-stress. In addition, the Employee and Family Resources Program is available 24/7 at 877-275-6226 for confidential calls.
"Epic represents a major investment for this campus and a significant change for our staff," said Holmes. "I see employees who are enthusiastic and prepared so my prediction is that go-live will be a big success."