UH Epic Post-Training Readiness Activities

UH Clinical Update | December 2022

From January 3-February 28, 2023, initial wave caregivers will complete their education in advance of the March 4 go-live of UH Epic. After completing their initial learning activities, these caregivers will participate in a variety of additional activities to ensure that they are ready, including: Log-in Labs, User Setting Labs and practice time. In the weeks and months prior to go-live, many other readiness events will take place, including a Virtual Readiness Series, Workflow Dress Rehearsals and Clinic Manager Bootcamps. 

Log-in Labs take place at the end of instructor-led classes so trainees can test their ability to log in to UH Epic before go-live and ensure they have the available functionality appropriate for their role. This process is designed to prevent system accessibility issues once the system is in use for patient care.

User Setting Labs are a required task for all providers. These sessions take approximately 2.5 hours, are completed in-person and may immediately follow instructor-led class. During User Setting Labs, providers will personalize their UH Epic settings for optimal efficiency, and will ensure that appropriate access has been granted in preparation for go-live.

Practice time in the Epic “Playground” consists of independent review within a training environment at a time and place most convenient for you. During this time caregivers can practice new skills and complete post-class exercises. A minimum of two hours is recommended to enable a manageable transition through active patient care at go-live (of course more practice is always better).

Demonstrations of key workflows will be provided through a Virtual Readiness Series from December 1, 2022 through go-live. These sessions will are especially helpful for those who have not used Epic before. Recordings will be available.

Beginning in February, Workflow Dress Rehearsals will give practices the opportunity to see key changes or high-impact workflows such as: scheduling and check-in, outgoing and incoming referrals, rooming a patient and more.

Clinic Manager Bootcamp is scheduled for February 2023. This event is for practice leads to work through key reports and tools, and discuss responsibilities for go-live.

At 120, 90, 60 and 30 days before go-live, UH will complete Go-Live Readiness Assessments (or “GLRAs”), and on December 7 will hold an Operational Summit (specifically for access and revenue cycle topics). These events will help ensure that we are prepared, can mitigate anticipated challenges and are able to address any issues before go-live.

Attestation Surveys will begin in December at the executive level. These brief, electronic surveys will provide simple, timely and actionable data based on readiness activities (such as those detailed above). The purpose is to ensure that our leaders and caregivers can attest to the fact that they feel prepared for a successful implementation of Epic. Survey questions will be tailored to the attester’s role. Practice administrators, managers and leads will receive surveys 60 and 30 days before go-live.

Reminder: Initial wave caregivers should now be fully registered for training. All assigned training is mandatory; access to UH Epic will not be granted until training is successfully completed. Visit the Training and Education page for more information.

To learn more about the UH Epic program, visit it.uhhospitals.org/Epic or email Epic@UHhospitals.org.