#Question
1.What is EPIC?
EPIC is a state-of-the art integrated information system that combines all available patient information in a single database to improve all caregivers’ ability to review information and treat patients. When fully implemented in 2014, providers from throughout the Yale New Haven Health System will be able to seamlessly integrate patient information.

2.What are the benefits to our patients?
  • Patients will receive care from physicians and other clinicians who have access to their data in a complete way that has never been available before.  The patient’s medical history, allergies, current medications, and all results entered into Epic will be available to help guide the care they receive.
  • Through MyChart™, a personal health record, patients have controlled access to their medical records.
  • With MyChart, patients will be able to view test results, view upcoming and past appointments, schedule routine appointments, pay bills securely, and get automated health maintenance reminders.

3.What are the benefits to physicians?
Community, hospital based, and university physicians who practice in Yale New Haven Health System Hospitals and clinics, private practice, or Yale Medical Group  practices will have a way to see patient data in a way they have never done so before.  In the hospital or remotely through a secure computer, the physician can access all of a patient’s information, see results as soon as they are available, communicate directly with other physicians about a patient, and even place orders remotely 24x7.   And all of this can be done in the context of a single, integrated medical record via the Epic applications.

4.How will this benefit our delivery networks and medical groups?
  • Improve patient safety and quality of care with a single secure electronic record
  • Provide a comprehensive approach to the complex issues of safe and effective medication use
  • Route diagnostic testing results to the appropriate caregivers in a timely manner
  • Allow for secure communication with patients to include lab results, non-emergent asynchronous communication(i.e. medication refills) and facilitate scheduling of appointments
  • Improve communication within offices and between environments of care  ( ie office to office and hospital to office)
  • Help nurses organize their tasks to ensure that patient care activities are covered across all disciplines and shifts
  • Assist the hospital with registering patients, managing the inpatient stay and billing for their services

5.Who will be involved in our Epic project?
The three hospitals in the Yale New Haven Health System – Bridgeport, Greenwich and Yale-New Haven Hospital, the Yale Medical Group, Northeast Medical Group and community physicians affiliated with the three hospitals.

6.How much does the system cost?
The five-year estimate for capital and operating expenses to build and maintain the system is $250 million. The funding will come from operations, capital and philanthropy.

7.How will the implementation be achieved?
Under the direction of Daniel Barchi, CIO, Steven Schlossberg, CMIO and Lisa Stump, Vice President, Epic Project Director, our Epic team has been assembled and is being housed in our project headquarters in Stratford.    Over 100 people have been recruited to our Epic team from across the health system and the external market.  The team is composed of application specialists, trainers, report writers, technical support, managers, and leaders.  Additional positions are actively being recruited to bring our full complement to approximately 140 team members.   The team will receive extensive training and certification at the vendor’s headquarters in Verona, Wisconsin. The core team, with support from the vendor, will partner with physicians, clinical and operational staff and leaders from across the health system, the school of medicine, and the community practices in a collaborative effort to design and build our Epic installation.  

8.When will the project begin?
A team of over 100 clinicians and leaders participated in an extensive period of due diligence in early 2010.  This allowed our health system to visit and confer with Epic clients across the country. During the summer months, an interim leadership team of six representatives from the health system hospitals and the Yale School of Medicine completed extensive pre-work to set the foundation for the project.  Participants from across our organizations will begin to participate actively in the project on November 30. 

Important Upcoming Project Dates include:

Employee and Physician Project Kick-Off Events

  • Bridgeport Hospital- November 29-30
    • Physician Kick-Off, 11/29 DuPont Board Room 6pm-8pm
    • Employee Kick-Off, 11/30 Hospital Lobby 9am-11a
  • Yale-New Haven Hospital & Yale School of Medicine- December 1
    • Employee Kick-Off, EP-Cafeteria Special Events Area 2:30pm-4:30pm
    • Physician Kick-Off, EP-Cafeteria Special Events Area 6pm-8p
  • Greenwich Hospital- December 2
    • Employee Kick-Off, Noble Conference Room 1pm-4pm and Cafeteria Atrium 8:30pm-9:30pm
    • Physician Kick-Off, Noble Conference Room 5:30pm-8p

Site Visits & Discovery Sessions
Project team members will conduct walk throughs of various hospital and clinic locations and conduct group discussions to understand current state.

  • Greenwich Hospital- December 7
  • Bridgeport Hospital – December 8
  • Yale-New Haven Hospital & Yale School of Medicine – December 9-10

Collaborative Build and Validation Sessions
Project team and subject matter experts (SMEs) from all organizations will participate in over 200 structured sessions to actively review and validate the Epic model system content, come to decision on system workflow configuration and specifications.

  • Week 1: January 4-6
  • Week 2: January 25-27
  • Week 3: February 15-17   
  • Week 4: March 8-10
  • Week 5: March 29-31

Details on these events are forthcoming


9.How are Subject Matter Experts being selected?
Our Epic project leaders are working with leaders and managers from all of our organizations to identify physicians, clinical and operational staff members with the experience and content expertise needed to advance our implementation efforts.  SMEs will dedicate several hours of their time during the Collaborative Build and Validation sessions and will drive the foundational decisions of our implementation.  SMEs will participate in subsequent content validation and testing efforts.   The list of SMEs will be made available to facilitate broad and open communication to the project through these designated participants. In addition, we are working with all the local delivery networks, to identify physician champions who can provide more concentrated and continuous input through all the phases of the project.

10.When will we implement Epic?
We plan to go-live in the first Yale Medical Group practice in October 2011 and follow with all YMG and NEMG practices and community physician practices which choose to participate.  Our first hospital Greenwich Hospital, will go-live in April 2012 and Yale-New Haven Hospital in November 2012 and Bridgeport Hospital will follow in June of 2013.

11.What are Key Participant Roles in Our Epic Project?

Subject Matter Experts
Subject matter experts (SMEs) play an integral role in the design, validation, and re-engineering sessions that will occur during our Epic implementation. Each SME must have in-depth knowledge and experience with our organization’s operational flows, policies and procedures, and business plans. For clinical applications, physicians and other clinicians will be included in the SME group.  SMEs are expected to: 

  • Participate in design sessions, in which the project team asks questions about workflows and operational decisions that drive system build. 
  • Participate in validation sessions, in which the project team demonstrates a workflow or reviews decisions with the stakeholders to ensure that the system is built appropriately and will support the organization’s needs. 
  • Provide operational expertise to the training team to ensure the training program is relevant to the staff. 
  • Act as “secondary trainers” during end user training to provide learners with operational insight and a familiar, respected face. 
  • Provide go-live support in departments in which they are experts.

In addition to participating in design, validation, and re-engineering sessions, SMEs assist with other implementation processes that are fundamental to a successful go-live. This can include, workflow walk through, testing, usability labs, dress rehearsal, department readiness, post-live support, and optimization.  SMEs also attend training prior to go-live and if selected might also attend super user training.

Clinical and Physician Champions and Champion Chairs
Clinical and physician champions will be a valuable resource for our project team. These individuals will be heavily involved in working with our project leadership team and application specialists throughout the project serving to support and promote the project to clinicians and administrators in their respective areas and to partner with our application teams to ensure decisions are actualized in the build and validation process.


12.What Is Our Epic Project Leader Contact Information?
Daniel Barchi  CIO Daniel.Barchi@ynhh.org 203.688.4100
Steven Schlossberg  CMIO Steven.Schlossberg@ynhh.org 203.688.4100
Lisa Stump  Epic Project Director Lisa.Stump@ynhh.org  203.502.4900
Rich Lisitano        Inpatient Clinical Systems Richard.Lisitano@ynhh.org 203.502.4603
David Smith        Ambulatory Clinical Systems David.Smith@ynhh.org 203.737.5529
John Skelly        Revenue Cycle & Access John.Skelly@ynhh.org 203.502.4602
                 

13.Is the Epic Project HIPAA compliant?
Yes.  The software supports privacy protections established by the Health Insurance Portability and Accountability Act.  All electronic medical records are encrypted and are available only to authorized individuals who have a secure login and password.

14.Who owns the data?

Information pertaining to your practice, your practice patterns, including workflow and billing, is privately owned by your practice and is NOT accessible to others who use the system.  A patient owns any personal information documented during the course of treatment and clinical information is accessible by other clinicians using EpicCare on our network and to a limited extent to other EpicCare users elsewhere.

 


15.Can other providers see my schedule?
Access to practice schedule, operational information and billing data is limited to individuals in your practice.

16.How can I add outside records to the new Epic electronic medical record?
Consent forms and hand-written one-time notes that are not in a digital format can be scanned into the system and displayed as an image for future reference.  Large volume scanning, including a full patient record from a referring practice or site, will require an integrated, third-party document management and scanning solution.

17.What is the length of the contract?
The initial term of the contract is five years per provider.

18.How will I be notified of upgrades to the EMR service?
YNHHS will provide upgrades as they become available from Epic Systems.  We will contact your practice prior to any upgrades and schedule installation during non-business hours.

19.If I discontinue with Epic at some point in the future, how will I access the data related to the care of my patients?
To maintain the highest level of care continuity, you will receive a password-protected disc containing your patient's information within 72-hours of notification.

20.Will I have support once the application is installed?
Absolutely.  You will have access to training and telephone support that will help you and your staff use the features and functions of the software.  In addition, helpdesk and technical support - telephone and dispatched on site support - will be available.