Here is this month’s list of the biggest and latest Epic Journey decisions. As always, if you have questions about these items, reach out to us or go to the Epic Journey page on CHILD here.

Consent forms – we will be purchasing a large number of electronic consent pads for the ambulatory and pre-op areas in order to make better use of electronic consents for procedures and other places that need consents. Inpatient areas for now will remain on paper until we can fully roll out MyChart Bedside (planned for completion by the end of 2020) and the ED is still under discussion.

Clinical system design – we have completed the orders design sessions (lots of order set build is underway) and are about half-way through physician/APP documentation sessions. We’ve worked closely with our Epic team, billing and compliance and clinicians to develop standard templates to make the process easier and more streamlined.

Level of service – after discussion with the CUMG board as well as the Epic and other leadership teams, we have decided that all level of service in Epic will be placed by attending physicians or APPs only. This decision was made due to the workflows in Epic and our desire to have adequate oversight of billing and coding.

Big changes to medication ordering in Epic – every day that we see more of Epic we get a better sense of how things will be different from our current EHR. One big difference will be in ordering of medications. The concept of multiple medication-specific order sentences will go way in exchange for common order detail boxes. This means that we as clinicians will need to be more diligent about using our source of truth, the Medication Formulary when we don’t know the dose of a medication. This is still (and improved) dose range checking of medications in Epic, but we have made a decision to not duplicate dosing guidelines throughout the EHR. This decision was made by the Medication Safety, Medication Process, and Clinical Decision Support committees in order to maximize patient safety and EHR sustainability.

Work to convert CIS to Epic – May people have asked how we will get our data from CIS into Epic. Here is a brief summary. A certain amount of data will be entered manually into Epic. This includes clinical data on patients who are inpatient at the time of our go live. We will also do manual validation and entry of things like medications, allergies, problems and immunizations. We are working with a conversion vendor who will convert a certain amount of data directly into Epic. This includes the last 5 years of documents and most labs, outpatient vital signs, and all scanned documents. Finally, our vendor will place the rest of our CIS data into a patient-specific archive which will be found within Epic and a single click away within the patient’s chart.

Training – we are almost finished with setting up the clinician training schedules. We’ve worked with physicians and APPs to set up the dates and times for our specialist-led training classes in April and May. Non-physician/APP training sign ups will open up on October 28 and we will work with individual area managers to make sure everyone is signed up. As a reminder, every single clinician will need to participate in SCH Epic training in order to use the system after May 30, 2020. Simply having used Epic at another organization will not exempt anyone from completing training.