Kudos to All on Successful Double Epic Upgrade

EPIC team members

Information Services caregivers at 100 Front Street prepare for the Epic Double Upgrade.

On Saturday, November 3, around 6 am, the downtime in preparation for the Epic Double Upgrade was complete, and caregivers could access the system again. Given the complexity of the upgrade and the size of our organization, issues and challenges are to be expected. The upgrade has gone remarkably well so far, and caregivers are effectively working to address reported issues and challenges in a timely manner. Overall, caregivers seem to be happy with the changes that were introduced with version 2018 and are adapting well to the different workflows and “look and feel” of the upgraded system. Congratulations and thank you to all caregivers on a successful Epic Double Upgrade!

Complete Your Epic Upgrade Training

In preparation for the Epic Double Upgrade on November 3, 2018, an Upgrade Training Dashboard has been distributed to all Epic users. Use the dashboard to complete the training required for your role and attest to its completion. In addition, check out the Epic Playground (PLY), which has been updated to version 2018. A job aid explaining how to access the Upgrade Training Dashboard, review training materials, and attest to training completion, as well as list of generic usernames and passwords you can use to access the Epic Playground, are available on the Training Page of IS/Epic Central. Questions? Email Epic training.

It Has Been One Epic Year! Share Epic Milestones and Memories!

In celebration of the one-year anniversary of the systemwide implementation of Epic, we encourage caregivers to share their Epic moments from the past year through photos and stories to be included in our ONE Epic Year of #UMMHCepicmoments gallery. We encourage you to share memories, a story, anonymous patient feedback, team wins, milestones or moments from your post-go-live journey. Need some inspiration? Check out #ummhcepicmoments gallery. How to share your Epic moments:


Our System Recognized for Prestigious EMR Certification

Tim Clark, clinical quality project manager, shows HIMSS Analytics reviewers how Radiology Services uses data to improve care quality.

Healthcare Information and Management Systems Society (HIMSS) Analytics awarded UMass Memorial Health Care its prestigious Stage 7 certification for electronic medical records (EMR) capabilities in both the acute care and ambulatory settings – an achievement that only 6.4 percent of the hospitals and 11 percent of ambulatory sites can claim. HIMSS Analytics scores hospitals and ambulatory sites around the world relative to their EMR capabilities. Their eight-stage (0-7) model measures the adoption and utilization of EMR functions and data to improve the quality of patient care. To achieve Stage 7, our organization had to meet specific criteria. “Reaching this incredible achievement is a testament to the hard work, dedication and commitment of everyone in this organization,” said Eric Dickson, MD, president and CEO. “This is one of the most significant achievements in the history of our organization.” Read the press release. Visit IS/Epic Central to view the case studies presented and other HIMSS-related information.

A Salute to Our Nurses: From Patients and Special Supplement

A small sampling of the more than 200 nurses in our Maternity Center

Our Nurses Week events continue in recognition of our nurses who do so much, so often, for so many. Our patients are also recognizing the extraordinary compassion that our nurses provide every day with comments on our Facebook Nurses Week post such as:

  • “The amazing nurses through my whole stay always made me feel comfortable and made sure I knew what was going on and what to expect next. I had several different nurses and I loved all of them.”
  • “I had excellent care by all [the] nurses… couldn’t ask for better care; everyone [was] very nice, courteous and competent.”
  • “Thank you to all the nurses on 4 East who took such good care of my husband after his accident!”

Special Nurses Week Supplement
In addition, our nurses were featured in a “Salute to Nurses” supplement in the Telegram & Gazette in which Lisa Colombo, DNP, RN, senior vice president and chief nursing officer, said, “Our nurses are amazing. They continually step up to acquire new skills to benefit our patients, or to share their education and training with fellow caregivers throughout the system. I am so proud of their work.” Download document to read examples of our nurses’ commitment to care:

  • Cardiac intensive care unit (ICU) nurses underwent comprehensive dialysis training and began training other Medical Center ICU nurses. Approximately 120 nurses in the seven adult ICUs at our Medical Center have been trained to date.
  • Nurses, surgeons, anesthesiologists and interpreters from our Medical Center travel each year to Ecuador on a humanitarian mission with Hands Across the World to treat cleft palate, deformities of the hands and feet, and burns.
  • New graduate nurses trained and served as Epic champions, teaching approximately 2,000 nurses, 500 patient care assistants and 100-unit secretaries how to use the new electronic medical record system.

Epic Reporting Workshops Now Available; See Schedule

Are you interested in increasing your Epic reporting skills? Epic reporting workshops are available the first and third Wednesdays of the month through April 8. These workshops can be attended via WebEx or in person at 100 Front Street, Room 231. Topics include inpatient, radiology, ambulatory, billing/revenue and more. To learn more about these workshops and view the schedule, visit the Reporting and Analytics page on IS/Epic Central website.

Epic Partners to Conduct Post Go-Live Surveys and Visits

As a means of measuring our success and adoption of Epic, our partners at Epic will conduct a series of post go-live surveys and visits. Post go-live surveys and visits are part of Epic’s standard implementation model. They are designed to prioritize outstanding issues, spot trends, identify struggling departments or user groups, and measure improvement. These surveys and visits will play a key role in the adoption/optimization program and projects slated for 2018. The first post go-live survey will be emailed to all Epic users later this month. The first post go-live visit is scheduled the week of January 22. Visit the Post Go-Live Visits page on IS/Epic Central for more information.

What Is the Clinical Help Desk?

The Clinical Help Desk, which has been staffed since our October 1 Epic go-live, was created to assist clinical users (e.g., physicians, nurses, physical therapists, dietitians) with Epic-related workflow questions. Based at 100 Front Street, the Clinical Help Desk is staffed by a team of six highly skilled and knowledgeable staff members daily from 6:30 am to midnight. It is also staffed during scheduled application downtimes. The Clinical Help Desk can help clinical users with a variety of Epic-related workflow questions, including creating notes, managing In Baskets, help with blood documentation or finding a report. To reach the Clinical Help Desk, call the IS Support Center at 508-334-8800 and choose option 2.

Thanks to Epic Launch, We’re Recognized for Our EMR Capabilities

With the rollout of Epic, UMass Memorial Health Care made a giant step forward with our electronic medical record (EMR) capabilities, and others are taking notice. HIMSS Analytics, which scores hospitals and ambulatory sites around the world relative to their EMR capabilities, announced we achieved level 6 recognition out of a possible 7-level scoring model. “I am so proud of what our entire organization has accomplished over the past two years as we complete the transformation of our information system, merging hundreds of disparate software platforms into one seamless patient record,” said Eric Dickson, MD, president and CEO of UMass Memorial Health Care. See press release for more information.

Sharing Food, Laughter and Camaraderie at IS Epic Celebration

From left, Dr. Dickson presented a special award to honor Tim Tarnowski, a Bobblehead in his likeness to fulfill a promise he made to two years ago – to erect a statue in his honor after a successful Epic implementation. Tom Eglin, Jodi Johnson and Kim Buhr greeted the team with “passports,” pens and thunder sticks. Four personalized celebratory cakes fed the IS team dessert.

Senior Vice President and Chief Information Officer Tim Tarnowski and his Information Services team of more than 600 employees gathered at the DCU Center last week for a thank-you celebration for the many long hours they worked to implement and deliver Epic on schedule. Although his team’s work continues, Tim wanted to show his gratitude and celebrate this tremendous accomplishment. The event’s festivities included remarks from Tim and President and CEO Eric Dickson, MD, sharing of photos from the past two years, and most importantly, a celebration with good food, many laughs and camaraderie.