Tim Tarnowski: Employee Engagement Key to Smooth Epic Go-Live

Chief Information Officer Tim Tarnowski

In a recent Healthcare IS News article, Tim Tarnowski, chief information officer, explained how employee engagement was key with “the smoothest” go-live that he has experienced. Approximately 1,200 frontline staff participated in the Epic launch process. He credited President and CEO Eric Dickson, MD, and his team for helping push the decision-making process throughout the organization and making rounds to hear first-hand how things were going. While the go-live may have been smooth for an implementation of this kind, it was not without its glitches. In fact, Tarnowski said there were thousands of them, and that they were expected. “To have a number of issues at go-live – that’s simply part of what happens with major transformations,” he said. Read story.

Epic Implementation Support Continues; Share Your Photos!

We are making significant progress in addressing Epic implemention issues and continue to provide 24/7 support and information:

  • Epic Central Go-Live page
  • Important and comprehensive daily status updates include top and resolved issues, and job aids; see: Go-Live Insight for Leaders and Go-Live Insight for Providers
  • Information Services Command Center on Front Street and go-live support centers across our system
  • Hands-on support from support teams (wearing blue, yellow and green vests)
  • IS Support Center: Call 508-334-8800 or submit a ticket via the IS Self-Service Portal
  • Operational Command Center on Hahnemann Campus is open 7 am to 5 pm through Friday, October 6; Call 508-334-5170 or stop by.

Share your Epic Moments! View and submit to our online photo gallery for employees involved in the implementation across our system. To make the Epic Moments sharing process even easier, just click on the Epic Moments widget on the top right corner! In the photo collage, above, check out some of of the recent Epic Moments shared to the gallery. There are three ways to submit photos: Email News & Views; send via Facebook messenger from our UMass Memorial Health Care Facebook page or tag your Instagram photos with @umassmemorialmedicalcenter or @umassmemorial and include the hashtag #epicgolive or #UMMHCepicmoments.

Epic Launch Going Well; Words of Praise from Our President!

This past weekend marked a major milestone for our health care system. After more than two years of work, time and effort, we officially launched Epic, our new electronic health record system! The Epic implementation is going as well as can be expected, with relatively minor issues. Yesterday, Medical Center President Patrick Muldoon shared in an employee memo: “This is a monumental change for our organization and it could not be achieved without you. I appreciate your positive attitude, approach and dedication to our Medical Center as we make this leap to Epic and one electronic health record.” Read memo. Also, read President and CEO Eric Dickson’s Everyday Innovators blog post.

Media Coverage; Share Epic Photos:

  • Our Epic launch has made headlines! Don’t miss our media coverage: Telegram & Gazette, Worcester Business Journal and Boston Business Journal.
  • View the Epic photo gallery to see photos of our employees across our system celebrating “Epic moments.” Remember, you can submit your photos too! In the photo collage, above, check out some of our Epic Moments over the past few days, from Tim Tarnowski flipping the switch, leadership staffing our operations command center, hospital lab staff completing the first sample, and a rescue kitten employees adopted and named Epic!

24/7 Support Continues as the Epic Transition Continues:

  • Epic Central Go-Live page. See yesterday’s Go-Live Insight for Leaders and Go-Live Insight for Providers (and updated daily on the go-live page).
  • Information Services (IS) Command Center on Front Street
  • Go-live support centers across our system
  • Hands-on support from support teams (wearing blue, yellow and green vests)
  • IS Support Center: Call 508-334-8800 or submit a ticket via the IS Self-Service Portal.
  • For operational issues, the Medical Center Command Centers will be open. Drop by for assistance or call: University Campus at 508-856-2815; Memorial Campus at 508-334-6688 and Hahnemann Campus at 508-334-5170.

Share Your Epic Moment Photos; Info to Prepare for Launch

Who’s this masked man who dropped by the Marketing and Communications Department? It’s Mr. Epic! Pictured, left, with Mr. Epic is Laurie Griggs, internal digital marketing manager and right, Tony Berry, senior director, media and public relations. Watch for our super hero making rounds.

Here’s how to share your photos! In celebration and recognition of our systemwide Epic implementation October 1, share your Epic moments through photos with captions that will be featured in our Epic photo gallery. There are three ways to submit your photos: Email News & Views; send via Facebook messenger from our UMass Memorial Health Care Facebook page or tag your Instagram photos with @umassmemorialmedicalcenter or @umassmemorial and include the hashtag #epicgolive or #UMMHCepicmoments. Follow our social media channels as we count down to the Epic launch through live broadcast.

What You Need to Know: For our October 1 Epic launch, 24/7 support will be available:

  • Epic Central Go-Live page
  • Information Services (IS) Command Center on Front Street
  • Go-live support centers across our system
  • Hands-on support from support teams (wearing blue, yellow and green vests).
  • IS Support Center: Call 508-334-8800 or submit a ticket via the IS Self-Service Portal.
  • For operational issues, the Medical Center Command Centers will be open. Drop by for assistance or call: University Campus at 508-856-2815; Memorial Campus at 508-334-6688 and Hahnemann Campus at 508-334-5170.

Scheduling and Pre-admission Testing Go Live on Epic Soon!

Did you know that the scheduling and pre-admission testing areas will be the first to go live in Epic on September 11 and September 18, respectively? This means that all appointments and pre-admission testing after October 1 will need to be manually entered into Epic during a series of conversion events beginning September 9. For more information, visit the Data and Applications page on IS/Epic Central. You can also learn more in the August issue of Epic Talking Points.

Have You Had a Chance to Visit the Epic Playground?

If you’ve attended Epic training, you should be familiar with the Epic Playground. It is a replica of the Epic system that allows physicians and employees to practice what they learned in Epic training so they are better prepared for our October 1 launch. Log in using the usernames and passwords included in the classroom information sheet given to you during training. If you do not see the Epic Playground icon (pictured left) on your desktop, restart your computer. If it still does not appear, contact the IS Support Center. For more information, visit the Training page on IS/Epic Central.

Preparing for Epic: Technical Dress Rehearsal 2 Continues

With the Technical Dress Rehearsal 2 (TDR 2) continuing now through August 25, you may have noticed colored stickers affixed to your office equipment. Epic analysts are working to verify that software launches correctly and printing is properly set up to ensure workflows are not disrupted for the Epic implementation on October 1. Here’s what the color-coded stickers mean:

  • Green: Deployed and quality checked at the time of deployment.
  • Orange: TDR 1 is completed.
  • Blue: Epic workflows tested with failures. Additional testing session to be scheduled.
  • Yellow: Device tested with Epic workflows. TDR 2 is completed.

To find out when an Epic analyst will be coming to your department, view the TDR 2 schedule on the Go-Live Readiness page of IS/Epic Central.

Our Epic ‘Flick the Switch’ on October 1 to be a ‘Big, Big Day

Trainers learn how to use our new Epic system. (Telegram & Gazette photo)

In a recent Telegram & Gazette article, President and CEO Eric Dickson said that when we “flick the switch,” to launch Epic on October 1, it’s going to be a “big, big day” for patients, providers and our community. The T&G reported how our health care system will implement about 50 different modules of Epic, covering everything from the pharmacy department to physician orders and integrate with about 70 to 90 other software systems. Tim Tarnowski, senior vice president and chief information officer, explained training is up next. “You have to build curriculum. That doesn’t come out of the box,” he said. He added that 1,200 super users will learn to use Epic first so they can help with the rollout to employees across our system.

New Information Services Self-Service Portal Launches Friday

In an effort to continuously improve service delivery, Information Services Department announces the launch of its redesigned Self-Service Portal. Starting Friday, February 17 at 7 am, this easy-to-use tool will enable providers and staff to:

  • Report and track the status of a technical issue
  • Request and track the status of a product or service
  • Submit a security access request
  • Access a knowledge base (e.g., articles, how-tos)

To submit a ticket using the new portal (for a faster response than emailing IS.Support@umassmemorial.org), click the IS Self-Service link on the right side of the OurNet home page. You may also call the IS Support Center at 508-334-8800.