UH Epic How We Are Planning for a Smooth Transition

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UH Clinical Update | April 2022

University Hospitals is continuing preparations for the new Epic electronic health record (EHR) system that will go live in a series of waves beginning March 4, 2023. As we near the end of the “build” phase of the program – during which we have been configuring the system to meet our specific needs and workflows – the team begins to shift attention toward operational readiness. Operational readiness involves a number of critical activities, one of which is the complex task of outlining precisely how we will convert patient information from our existing systems into our new Epic EHR.

Many UH caregivers are asking for details of our plan for Data Conversion – the process of converting patient information from current UH systems directly into our new Epic EHR. A high-level glance of what patient information UH caregivers can expect to see in Epic when we go live is now available to review and share. UH will meet – or in many cases exceed – typical recommended data loading. Note that this information is subject to change if necessary as we continue testing and validation of the plan. Stay tuned in the coming months for more details as they become available, while noting that even more data will remain available in our Community Record. Rest assured that the UH Epic program team is working diligently on this critical task.

Another aspect of operational readiness is the involvement of caregivers from throughout our system in various workgroups. In February, the UH Epic program team launched UH Epic Readiness Groups (URGs) to ensure that the voices of our providers are heard throughout the electronic health record implementation. These groups will facilitate communication between the program and colleagues at their respective facilities, inform other caregivers about upcoming changes, participate in the change management process and more. The URGs represent four key clinical groups: cardiology and procedural areas; emergency medicine; critical care and hospital medicine; and surgical specialties.  

Timeline

As a reminder, the UH Epic implementation go-live wave schedule is:

  • Wave 1: March 4, 2023 – Primary Care
  • Wave 2: June 24, 2023 – Specialties
  • Wave 3: November 11, 2023 – Community Hospitals
  • Wave 4: April 6, 2024 – Cleveland Medical Center Campus

Thank you for helping to make this the Best Epic Implementation of All Time! Stay on top of the latest program news and activities by visiting it.uhhospitals.org/Epic.

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