expediting a sustainable_approach_for_new_resident_emr_ver_9
TRANSCRIPT
Randy Graff
Sara Henning
Expediting a Sustainable Approach for New Resident EMR Access
Problem Background Goals
Timeline Training Lessons Learned
Challenges Overview
300 new housestaff from all over the world
Problems
Start July 2 – safe to see patients
Encounters with Patients
Underground work
New Service Provider
Great OpportunityTransform Educational
Process
TrainingBlitz
PlannedEducation
Training ServicesOffice
Productivity
Faculty Developme
ntEpic
Everything Else
PeopleSoft
SharePoint
GME Milestones
Training ServicesOffice
Productivity
Faculty Developme
ntEpic Everything
Else
PeopleSoft
SharePoint
GME Milestones
6 Physician Support/Trainers
2 Training Environment Builders
Physician Subject Matter Expert (ARNP)
Video Talent (Medical Student)
Web Development & Online Content
Community Manager – The Magic Bullet
UF&Shands
GME Office
New Innovations
Clinical Leadership IT Leadership
Epic Resident Champions
Program Directors
Program Coordinators
Credentialing OfficeIdentity
Management
Problem Background Goals
Timeline Training Lessons Learned
Challenges Overview
Gainesville, FL
1,688 Beds
929,000 Outpatient visits
12,000Employees
1,500 Faculty Physicians
6 Colleges
6 Centers and Institutes
6,000 Students
6,000 Students and Housestaff
19 Core Programs 45 Sub
Specialties
220 New Housestaff
680 Total
• ADT• ASAP• Cadence• EpiCare Ambulatory• EpiCare Inpatient (ClinDoc)•HIM•HOD•MyChart•OpTime• Prelude• Resolute PB• Stork•Willow
AnesthesiaBeaconRadiantResolute HB
Epic Modules
2011
• Register Housestaff• Identify Epic Champion• 4 HR “Coaching” session• Take assessment in
HeathScream• Work through first rotation• Gain access to production
3 Websites
HealthStream
Classroom
Sakai
Spreadsheets
Initial In
patient Go Live
Problem Background Goal
Timeline Training Lessons Learned
Challenges Overview
Goal
Train new housestaff before July 2
Problem Background Goal
Timeline Training Lessons Learned
Challenges Overview
Training Materials
Epic Environment
Challenges
Switching Specialties
Challenges
Training Method
Challenges
Coordination
LMS Tools
Email Addresses
Challenges
Internationals
June 30 – July 2
Challenges
Do I have to do this?I’m retiring next year…
Do fellows have to take this training too?
Can we have our training right here?
I have been using Epic for five years. I am a Super User. Do I have to do this?
Problem Background Goal
Timeline Training Lessons Learned
Challenges Overview
Process
Trainers met with Epic Resident Champions (ERC)
[What do you do?]
Trainers created an outline
Vetted with ERC
Process
Trainers drafted training
Training Services Instructionally Designed
Training Services tested
Process
Trainers & ERC tested
Trainers Cross-Checked Specialties
FEB APR MAY JUN JULMAR
Develop Milestones (2/1)
Chief Resident Meeting (2/10)
Program Coordinator Meeting (2/28)
FEB
Resident Match Complete (3/15)
Resident Demographic in New Innovations (3/22)
MAR
UF IDs Created Sent to Sony (4/6)
UF data sent to Shands Identity Mgmt (4/6)
Resident Website & Form Updated (4/13)
Education Modules Due (4/26)
APR
Assessments Due (5/4)
Peer Review of Modules (5/11)
Program Coordinators Receive Shands Credentials (5/18)
MAY
Training Begins - Email all Incoming Housestaff (6/1)
In Class Training Handouts Due (6/8)
In Person Training Begins – OB (6/15)
Online Training Complete (6/22)
Housestaff Orientation/Training (6/25)
Email Incompletes to Prog. Coordinators (6/29)
JUN
In-Person Training Complete (7/3)
Evaluation of Process – Nurses (7/5 -7/13)
New Housestaff Training Complete (7/13)
JUL
External Communication
Internal Communication
Problem Background Goal
Timeline Training Lessons Learned
Challenges Overview
Online Training – ELearning in Sakai
Online Training – Medicine Learning Map
Each Learning Map contains:• Playground
Instructions• Assigned Patient
Information• Inpatient &
Outpatient Scenarios
• Proficiency Assessment
• Course Feedback
Psychiatry & Anesthesia Learning Map
Online Training – Scenario ExampleEach Scenario contains:• Learning Objectives• Patient Situation• Actions based on
Workflow• Screenshots & Video
Clips• Handouts for Review• Check Your Work• Important NotesEach Scenario also:• Included Collaboration
of Epic Champions
In-Person Help – Epic Study Halls
Online Help – Resources
Sakai
Citrix & Epic
Online Assessments
• 80% or better to pass. May use Epic Playground during Assessment
• Maximum of 2 attempts to successfully complete this assessment
• Failed assessments - required to meet one-on-one with an Epic trainer
• Not able to meet with patients until online and in-person training complete
Course Feedback
In-Person Training – Classroom
Psychiatry
Emergency
Radiology Internal Med
Open House Surgery
Peds Res
Family Med
OB & GYN
Ortho
Neuro Surg
June 15 – 29th
July 2nd & 3rd
Anesthesia
Peds Fellow
Ophtha
In-Person Training – OutlineInpatient Training (2 Hours)• Configuration in Production• Login & P-Sync• Resources• Order Sets & Smart Text
• Demo/Training• Charts & Results Review• Patient Summary• Graphing
In-Person Training – OutlineAmbulatory Training (2 Hours)• Overview of the Schedule (Care Teams,
Change Provider)• Overview of the Visit Navigator• Order Entry (medication, lab, radiology,
POCT, referral, preference list)• Progress Note (smartphrases, Notewriter)• Completing office visit encounter• Overview of the telephone encounter• Other encounters (orders only,
documentation only)
Problem Background Goal
Timeline Training Lessons Learned
Challenges Overview
Lessons Learned
New Innovations
Credentialing OfficeIdentity
Management
Doctor Numbers
GME Office
Add More Sub Specialties
Epic Training
In Patient Out Patient
Epic Training
Clear WorkflowsRich Scenarios
More Customized Videos
Test Out
Test Out
Proctored Tests
