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General Questions

Are BJC & Washington University School of Medicine (WUSM) currently using an EHR system? - Across our health care community we have a multitude of systems with little integration from site to site. For our patients, this means they may have to answer the same question multiple times. With Epic, we are moving to one system, which means no matter where a patient enters our network, they will have optimal coordination and continuity of care.

What is Epic? - Epic is an electronic health record system (EHR). With Epic, we will have a single fully integrated system across our health care organizations for managing patient care. The Epic EHR system will replace over 50 of our current systems and applications with a single medical record to track a patient throughout our health care community. While the Epic EHR is a system, it is also a monumental example of our shared commitment to provide exceptional care for our patients today and provide the platform to meet our needs in the future.

Why did BJC Washington University School of Medicine (WUSM) choose Epic? - BJC and Washington University School of Medicine (WUSM) went through a very rigorous review to select the best EHR system, and Epic most closely aligned with our needs. The selection process began in January 2014 and brought together providers, clinicians, administrators and staff from the hospitals, WUSM and BJC Medical Group to evaluate the functionality, capabilities and long-term viability of the system, and Epic was chosen as the system best meeting those needs. Epic will enable a single medical record to follow a patient throughout our health care community, allowing medical providers the ability to see patient records across all functions.

How will Epic benefit our patients? - One of the most notable benefits for our patients is having one continuous health record across all BJC and Washington University School of Medicine (WUSM), resulting in less repetition in compiling health histories. Another feature of the new system will be access to the patient portal (called MyChart). In the portal, a patient can view test results, see upcoming and past appointments, as well as schedule future appointments, email their provider, securely pay invoices, and receive automated health reminders.

How will Epic benefit our providers and clinicians? - Providers and clinicians who practice in BJC and Washington University School of Medicine (WUSM) hospitals, clinics, and practices will have easy and integrated access to patient information. This access will help provide alerts when possible conflicts arise in patient treatment as they move through the system and help with patient follow-up communication. With Epic, all of a patient’s information will be easily accessible, test results can be viewed as soon as they are available, providers can easily communicate directly with other providers about a patient, and orders can be placed remotely at any time.

What is "One Patient, One Record? - One Patient, One Record” means our patients will benefit from having their BJC and Washington University School of Medicine (WUSM) health information accessible through one easy-to-use patient portal. This allows the information to be available across the entire BJC and WUSM organizations.

How will providers access Epic when at home? - A new portal (similar to, but with much more functionality than accessbjc) is being created. Providers will access the portal via a browser, log in with their username and RSA and have access to their Citrix, VMware, RDS, etc. applications, desktops, and web links. From here, they choose the area they want to access, and once their password is entered and they can begin working. The portal is part of the collaborative VDI project BJC and Washington University School of Medicine are working on and is not active at this time.

Why do I hear different terms for Epic such as Cadence, Beacon and OpTime? - While Epic is a fully integrated system, it is made up of many specialized tools and modules for improving patient care, each with their own name. Cadence for scheduling, Beacon for oncology, OpTime for surgery are some of the more than 30 modules in Epic. In the same way you might download various applications onto your smart phone to customize its capabilities, Epic also has an “app” (module) for everything, but unlike your phone, each of these modules are designed to integrate seamlessly with one another.

Will everyone be using the same system? - Yes. The entire health care communities of BJC and Washington University School of Medicine (WUSM) are going to a fully integrated system called Epic EHR. A single electronic health record provides the opportunity to realize the program vision to deliver world-class care and service to patients and their families.

How big is the Epic project team? - Our team consists of approximately 250 full-time employees (application specialists, instructional designers, trainers, report writers, technical support, managers and leaders) recruited by BJC and Washington University School of Medicine (WUSM). The team, with support from Epic, is partnering with physicians and other clinical and non-clinical stakeholders from across BJC and WUSM to design and build our Epic EHR system. The size of the team reflects best practices from Epic and the size of other hospital systems who implemented Epic EHR.

If I have a question about the Epic program, who can I contact? - Please contact [email protected] with any questions. Your question will be directed to the appropriate team member and will be responded to within three business days.

Where can we see demos of the new system? - Click here to view demos of the Epic electronic health records (EHR) system. These short 5-15 minute videos will provide a helpful overview of Epic EHR functionality. Roadshows are coming to many sites during Q4 2016 and Q1 2017 providing an overview of the EHR. In addition, ongoing demos will be available during the 6-9 months prior to go-live at your site. Please remember: these videos provide a helpful overview. However, the functionalities may not align exactly with the enhancements being built specifically for BJC and WUSM.

Who is running this project? - A team BJC and Washington University School of Medicine (WUSM) staff are working to implement the Epic electronic health record (EHR) system. It takes a large team with participation across the BJC and WUSM communities to complete the process. The team is led by Executive Sponsors, Program Directors, Clinical Champions, and a Provider Advisory Council.
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I want to learn more about Epic. What resources are available to me? - The Epic Program Website provides access to many great resources, and will be updated on a regular basis. Epic UserWeb is also a great place to learn more about the Epic system. This resource site, maintained independently by the Epic Company, includes trainings, webcasts, visuals, and other resources to help team members learn the Epic EHR system. While we encourage you to use this site liberally, please keep in mind our roll out will be customized for BJC Washington University School of Medicine (WUSM) and some Epic system functionality may not reflect what you see on Epic UserWeb.

If implementing Epic is supposed to put us on one system, why will we still be using Soarian for charging, billing and registration? - The Soarian implementation began in 2011, and the Epic EHR system was selected in 2014. By nature of timing, these two implementations overlap with one another. BJC elected to complete the Soarian implementation at the remaining two hospitals (BJH and SLCH) in order to eliminate the legacy A/R systems (BPIN/Invision) and associated risks with support. All hospitals will be on Soarian by end of 2016 prior to the first Epic hospital implementation, and Soarian will interface with Epic during the Epic go-live. This decision will pose less rick to respective timelines and ensure the initial transition to epic will be easier for end users.

Will Soarian be replaced with an EPIC application for charging, billing and registration? - There are no plans to replace Soarian with the Epic system. Most charging will occur in EPIC and will be passed to Soarian for billing. In an effort to create a sustainable degree of change and meet tight timelines for both system implementations, the organization will complete the Soarian implementation as originally planned, and integrate the two systems during the Epic implementation.
Soarian and Epic program teams are now working to create a manageable process for feeding information between the two systems.

Is Epic considered an IT project? - While the Epic system provides the IT technology required to implement new clinical workflows, physicians, clinicians and operational teams provide guidance for developing the workflows. This is a clinically lead and IT supported project.

When will the Soarian implementation be complete? - Final preparations for the BJH Soarian implementation are well underway and are scheduled for June 3, 2016. The SLCH implementation will occur later in 2016.

What will happen if there are significant issues during one of the go-live phases? - To help mitigate the risk of significant issues, we plan to start with a pilot go-live site allowing time for issue resolution and training prior to the next go-live. We are also carefully considering input from experts regarding the best practices of our peers when developing our timeline, schedule, and go-live practices.

When can I expect Epic to be implemented? - The new Epic system will be implemented across BJC and Washington University School of Medicine (WUSM) in a series of “go-live” events starting in June 2017. While the exact details of each go-live are still in development, the sequence of go-live sites has been confirmed. We will continue to provide updates as details are finalized. Many factors were considered in the selection of this timeline - including safety, staffing levels, geographic location, and specific impacts to each facility. While there are pros and cons to any sequencing proposal, leadership is confident this is the best plan to effectively transition all of BJC and WUSM to a single integrated system.

Why will the Epic implementation take so long? - The Epic EHR implementation will impact nearly all of our operational functions across BJC and Washington University School of Medicine. Because of the risk involved in a change of this magnitude, there is a significant amount of planning and preparation necessary prior to go live. This preparation involves not only our HIP program team, but also staff from each facility for decision making and design of the system. With help from each site, we have completed the selection and design phase of the program, and are currently building out the system to meet specifications. We will complete this phase in Q3 2016 and will move to testing, and ultimately to our pre-implementation preparations with each site.

Go-live

What will happen if there are significant issues during one of the go-live phases? - To help mitigate the risk of significant issues, we plan to start with a pilot go-live site allowing time for issue resolution and training prior to the next go-live. We are also carefully considering input from experts regarding the best practices of our peers when developing our timeline, schedule, and go-live practices.

When can I expect Epic to be implemented? - The new Epic system will be implemented across BJC and Washington University School of Medicine (WUSM) in a series of “go-live” events starting in June 2017. While the exact details of each go-live are still in development, the sequence of go-live sites has been confirmed. We will continue to provide updates as details are finalized. Many factors were considered in the selection of this timeline - including safety, staffing levels, geographic location, and specific impacts to each facility. While there are pros and cons to any sequencing proposal, leadership is confident this is the best plan to effectively transition all of BJC and WUSM to a single integrated system.

How did we select the order of the go-live sites? - Many considerations went into the current timeline. These included safety, staffing levels, geographic location, and specific impacts to each facility. We will continue to provide detailed updates on the plan to effectively transition BJC and Washington University School of Medicine (WUSM) to a single integrated system.

Physician Specific Questions

I am not practicing until later this year. Can I defer my Epic training?

No. Epic training is required now for all providers. Even providers who may only practice once later in the year are required to attend Epic training ahead of June 1, 2018. This was decided by Washington University School of Medicine (WUSM) and hospital leaders in support of standardized Epic training for all providers ahead of Go-Live.

What can Providers personalize in Epic?

Note templates
Order sets
Preference lists, macros
Smartphrases
Toolbar/navigators can be personalized in Epic.

What personalization labs are.

Providers to login to production (PRD) to test Epic access
Contracted physician/credentialed trainers lead labs
3:1 ratio, completed in PRD utilizing test patients
Continue to personalize until go-live
Required for Epic access
Available 4 week prior to go-live and 2 weeks after go-live.

What personalization labs are not.

Workflow is not covered, ratio is not 1:1
Cannot use PRD to practice in Epic
Utilize playgroupd (PLY) environment for practice
Limited access to PRD until go-live
Providers will not be able to sign notes/orders until go-live.

What are next steps for personalization labs?

Bring frequently used not templates and macros with to personalization labs for creation in Epic.

How are workflows developed? - Workflows are developed in collaboration with teams of Subject Matter Exterts, clinicians, and providers. These workflows are based on best practices of BJC and Washington University School of Medicine guidelines and have been reviewed and approved by the Operational Groups.

What is a Provider Educator? - A Provider Educator is trained specifically to provide individual support to a group of end users. This may be in a medical office, clinic, or on a hospital floor. Provider Educators commit many hours to preparation and classroom training.

What is an order set and why does it matter? - An order set is a standardized grouping of orders for a specific diagnosis or treatment need. A team of physicians and clinical specialists carefully developed these orders. Inpatient order sets were created by defining a style guide to ensure consistency and efficiency of content. This includes the design of core content to use across multiple specialties such as pain management, respiratory orders, and common vital signs. These core content order sets are called "SmartGroups". Within each of the 74 specialties, Lead Subject Matter Experts (SMEs) from both the academic and community organizations are engaged to drive order set development. The created order sets are validated through a broad physician review process, opened up to the entire enterprise, as well as having them endorsed by the Provider Advisory Council (PAC) before inclusion in Epic.

How are workflows developed? - Workflows are developed in collaboration with teams of Subject Matter Exterts, clinicians, and providers. These workflows are based on best practices of BJC and Washington University School of Medicine guidelines and have been reviewed and approved by the Operational Groups.

Will training requirements be different for BJC Medical Group Private and Purchase Service Agreement (PSA) offices? No, training requirements will be the same for BJC Medical Group Private and Purchase Service Agreement (PSA) offices.

What is a personalization lab? A personalization lab is a required session for all providers. During this two-hour, in-person session, Epic trainers meet with 1 – 3 providers at a time, and ensure that each provider completes their End User Proficiency Assessment (EUPA), has appropriate system access prior to go-live, and receives guidance in configuring the Epic system to support their role, including:

setting up “smart” documentation tools to make writing notes fast and easy
configuring buttons with preferred diagnoses
adding preferred order sets

Personalization labs are offered 2 – 3 weeks prior to go-live after all other training requirements have been completed.

Site Engagement

Who from my site is engaged in the program? - Each site has a Site Sponsor and Epic Liaison. Their roles are to help evaluate site readiness and ensure the site is prepared for the launch of Epic EHR. Click here to see a complete list by site.

Operations Group members and Subject Matter Experts (SMEs) are currently working closely with project teams supporting decision making and providing guidance during build. Future roles are being defined to support site readiness for go-live. These include Site Engagement Team Leaders, Members, and Super Users. Check back often for updates as new team roles are added.

How are members of the Site Engagement Team (SET) selected? Members of the Site Engagement Team are selected by their facility leadership team. The facility is given a description for each role, and it is suggested roles cover all major departments and functions, impacted by Epic.

If I am interested in serving in a Site Engagement Team role at my facility, who should I contact? First, thank you for your interest in serving your facility during the Epic installation. In addition to the Site Engagement Team Leader and Member roles, you may want to consider a role as a Super User – a critical role for go-live success at your facility. You can learn more about the multiple site engagement roles here. Please speak with your supervisor or contact your Epic Liaison or Site Sponsor to express your interest (see list of leaders here – only accessible via a BJC or WUSTL Key login).

Training FAQs

Classroom

What times/days of the week will training classes be offered? The Epic training team is working to identify each health service organization’s needs for training and the times of day classes are offered. Whenever possible, scheduled training classes will meet each organization’s needs. This includes offering training classes in the early morning and evening. A general guideline is classes may be offered between the hours of 6 a.m. – 10 p.m. Classes may also be offered Monday – Saturday. If the need is identified, Sunday classes may be added.

How long will my classroom training take? How many classes will I need to attend? The total length of training and number of training classes or E-Learning modules will vary based on each employee’s role and level of access in Epic. More information regarding training requirements will be available when class registration begins for your health service organization.

Where will training take place? The Training Team is still working on training classroom locations. More information will be available once the locations are finalized.

Will training be done all at once or over multiple days? Epic training requirements will vary based on each employee’s role and level of access in Epic. For some roles, employees may need to attend multiple training class sessions over multiple days. When possible, the Epic training team will provide options for both:

Employees who would prefer to attend full-day training classes depending on department scheduling
Employees who would prefer to attend partial-day training classes depending on department scheduling

Will classroom training be required for both clinical and non-clinical staff? Yes, Epic training will be required for clinical and non-clinical employees. Training will be required for any employee who will access or document in the Epic electronic health record.

Credentialed Trainer

How can I become a Credentialed Trainer? Credentialed Trainer position openings are posted internally through both BJC (#1154164) and Washington University (#35006). Follow BJC or Washington University policy for internal job application submissions when applying. Please note hiring for Credentialed Trainer positions will occur in waves as additional staffing is needed. Applicants may receive requests for interviews several weeks after submitting an application.

E-Learning

When will E-Learning modules be available? E-Learning modules will be available when class schedules are released for your health service organization. However, the Epic training team recommends completing your E-Learning prerequisites no earlier than a month prior to your in-person classroom training session. Prerequisites are based on each employee’s role and level of access needed in Epic. Note if you choose to complete E-Learning prerequisites more than a month prior to your class date, you should plan to refresh your memory by repeating E-Learning modules shortly before attending in-person classroom training.

Are e-learning courses required? Provider e-learning completion is required. For all BJC and Washington University employees, it is expected you will complete e-learning courses prior to attending instructor-led training.

How can I find out which E-Learning modules I need to complete? E-learning modules will vary based on each employee’s role and level of access in Epic. More information regarding training requirements will be available when class registration begins for your health service organization.

How will eLearning completion be tracked?

E-learning completion is tracked in Saba, BJC’s Online Learning Center.

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How can I view eLearning modules?

Find the eLearning module you want to complete and click the “View Classes” button.
For each eLearning, there will only be one class to select. Click the green “Enroll” button.
The eLearning module will load for you to view and complete. E-learning modules can be stopped by pausing and exiting the viewing window. You may return later to the same place where you stopped watching.
Each eLearning module is between 5-20 minutes long.

General

Where can I find answers regarding Epic training? Please review the Training page on hipepicinfo.org first. If your question is not answered, please send training-related questions to [email protected]. For general program questions, please email [email protected].

I will be on vacation or leave during the designated training time. How will I receive training? If attending Epic training during your site's initial training phase is not possible due to vacation or leave, you will still need to attend training prior to go-live in order to receive access to Epic. Please ask your manager to email [email protected] to request an exception so Epic training is scheduled upon return to work.

I have a learning disability. How can I request accommodations for training? If you have a learning disability, please email [email protected] to request accommodations. Please note: medical documentation of a learning disability is required.

Do I have to attend training? If you will need to access or document in the Epic electronic health record, training is required. You will only be able to complete your job duties in Epic after completing training and being granted the appropriate level of access.

When will the training class schedule be available? Please reference the table below for estimated Epic training class schedule release dates by health service organization. Dates are subject to change.

How will specialty training be offered? Epic training courses are designed to mirror the level of access and the skill set an employee needs to complete their job duties. Employees will be assigned to courses based on specialty. More information regarding the details of training requirements will be available when class registration begins at each facility.

How will staff with dual roles get training? Staff with dual roles will be identified by managers when they validate each employee’s role and access needed, prior to training registration. Training and access will be unique to each employee’s role.

Will employee training be at the same time as provider training? Yes, Epic training classes for all employees will be offered concurrently. However, because clinical staff, non-clinical staff, and providers have specific training requirements based on their different roles, they will attend different classes.

How is training verified? We will be using the learning management systems at BJC and Washington University School of Medicine to register, track, and verify completion of all training and assessments.

What is the playground practice environment? How can I access the playground? The “playground” is a simulation of BJC and Washington University’s future-state Epic electronic health record system. Employees may practice their skills in this practice environment prior to go-live. The playground contains fictitious patient data users can use for practice. Further details regarding the playground are available when registration begins at each facility.

What is the purpose of the curriculum review board? The purpose of each curriculum review board is to verify training content and scenarios based on information received during design sessions.

Who is on the curriculum review boards? The review boards are made up of members of various groups from BJC and Washington University School of Medicine. These individuals are providers, clinicians, operational group members, and Subject Matter Experts (SMEs). Each application has their own curriculum review board responsible for reviewing training documentation.

Where will funding come from to pay non-exempt staff who attend training? Payment for non-exempt staff who attend training will be charged to the Epic Program, and staff will code time spent attending training to the Epic cost center. Cost centers will be set up for each health service organization to report and track time spent on Epic training. This training time/cost will not impact the HSO’s operating budget. Training time/cost will be tracked at the BJC level.

Will I be reimbursed for driving to class? BJC and Washington University will reimburse mileage for all employees driving to instructor-led training classes off site. Reimbursed mileage will be calculated from the employee’s work location to the training location.

What is the dress code? Follow the normal dress code of your organization when attending training classes. If you will be returning to your workplace after attending training, please dress accordingly. Note: Because temperature can vary in training spaces, employees should plan to dress in layers.

Can I bring my children to my in-person training class? Children and other non-employees are not permitted in Epic training classes. Due to protocols regarding minors in BJC and Washington University workplaces, employees should make appropriate childcare arrangements for the time that they will spend in Epic training.

FAQs

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