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1
April 2014PM: Arsenio Toledo
CTG Update:Enterprise Content Management (ECM)
2
Agenda
Phase 1a Go-live Readiness – 10 minDate and ScopeCommunicationTrainingGo-live Support
Current Status and Next Steps – 5 min
3
Phase 1a Scope and Dates
Phase 1a User Go-live: May 13th for following areas: • HIMS• Inpatient Reg/Admission and Transfer Ctr• Radiology• Non-Invasive Cardiology• Emergency Department• Inpatient Peds Nursing 7L• Inpatient Adult Nursing 11L
Technical Go-live: May 6th
• Activate Perceptive ImageNow• Load Conversion Data (Advance Directive and POLST)• No users active
4
Communication
Update
Provided earlier communication to Nurse leadership, Physician Advisory Group and OCMIO
Updated Physician Advisory GroupUpdated PCS Manager’s Weekly Newsletter distributedWeekly Stakeholders Operational Readiness MeetingsApex Patient Access Committee - May 7th
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Training
Super User Training Complete for: HIMS Radiology Non-Invasive Cardiology ED Inpatient Admission/Registration
Next Steps:• Super Users to train department staff • Super User “Learning Labs”
HOD, Arrival, Registration on April 28th week HIMS on May 6th week
Schedule and location (possible Go-to Meetings) to be determined
• Inpatient Pilot Units (11L and 7L) on May 6th week Schedule and location to be determined
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Go-live Support
• Command Center at Parnassus (Room TBD)• 24/7 bridge line support for 3 days (will adjust accordingly)• Roaming resources at all three sites (Parnassus, Mt Zion and China Basin)• Hours of regular roaming support:
Parnassus areas: 7am - 11pm HIMS Admission/Registration/Transfer Inpatient Pilot Sites (7L and 11L) ED Radiology scanning Non-Invasive Cardiology
China Basin areas: 7am - 8pm HIMS
Mt. Zion: 7am - 6pm HIMS Radiology Admission/Transfer
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Phase 1b• Super User Training• Communication of new Non-UCSF Doc Types• Go-live Prep
Mobile Photo Capture• Define workflow• Configure integration and Test• Determine Go-live Date
Mission Bay • Determine potential workflow modifications• Determine Scanning locations• Validate ECM Live Departments
Next Steps
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60/120 Day Timeline
Enterprise Content Management (Perceptive) Project – 120 day timeline
3/1/2014 4/1/2014 5/1/2014 6/1/2014
Phase 1 ONLY
6/23/2014
Phase 1b Go-liveGen Med, Derm and
Surg CenterPre-Reg/Schedplus Rightfax
6/23/2014 - 7/22/2014
Phase 1b Go-live Support
1/5/2014 - 3/11/2014
Testing· Integrated Testing· Performance and Scalability· Conversion Validation· User Acceptance
2/24/2014 - 3/7/2014
Rightfax Pilot
3/11/2014 - 4/1/2014
Training Prep· Planning· Prep
5/21/2014 - 6/21/2014
User Training Phase 1b· Amb/HOD· Pre-reg/Sched· Downtime· Quality Assurance
6/11/2014 - 6/22/2014
Cutover Prep Phase 1b5/13/2014
Phase 1a User Go-liveAdmission, HIMS, Rad, Non-Invasive Card and Pilot for Urgent Workflow (7L & 11L)
5/17/2014 - 6/11/2014
Develop Cutover & Go-live Plan Phase 1b· Create Cutover Plan· Communications to Operational areas· Schedule UCSF and Perceptive resources
5/14/2014 - 5/31/2014
Phase 1a Go-live Support
4/13/2014 - 4/30/2014
Cutover Prep Phase 1a
4/1/2014 - 5/8/2014
User Training Phase 1a· Inpatient/ HIMS· Downtime· Viewing· Correction
3/7/2014 - 4/16/2014
Develop Cutover & Go-live Plan Phase 1a· Create Cutover Plan· Communications to Operational areas· Schedule UCSF and Perceptive resources
5/6/2014
Phase 1a Tech Go-live
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Questions/Answers
10
Job Aids
Link to Job Aids:http://myapex.ucsf.edu/Scanning_Documents.htm
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Real Time “Urgent” Document List
Implement for Phase 1a – May 13th
Primarily Clinical or Business
Document
Perceptive Document TypeScanned Document Type (DCS 100)
to map in Apex
Full Time vs Downtime vs
Non-UCSF
Indexing Urgency for Documents Acquired
During Inpatient Stays
Clinical Advance Directive and Power of Attorney NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Code Event Record (UCSF) Code Event Record Full time Real time - # hours TBD
Clinical Consent - Not Elsewhere Specified NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Consent - Hysterectomy Consent Hysterectomy‐ Full time Real time - # hours TBD
Clinical Consent - Research Consent Research‐ Full time Real time - # hours TBD
ClinicalConsent - Sterilization (pending additional discovery - Legal/Risk)
NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Consent - Surgical & Procedural NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Legal Document Legal Document Full time Real time - # hours TBD
Clinical Orders NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Patient Contracts Patient Contracts Full time Real time - # hours TBD
Clinical POLST POLST Full time Real time - # hours TBD
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New Document List
Implement for Phase 1a – May 13th
Primarily Clinical or Business
Document
Perceptive Document TypeScanned Document Type (DCS 100)
to map in Apex
Full Time vs Downtime vs
Non-UCSF
Indexing Urgency for Documents Acquired
During Inpatient Stays
Clinical Advance Directive and Power of Attorney NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Blood transfusion records NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Clinical history forms/questionaires NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Consent - Not Elsewhere Specified NONE EXISTS- CREATE Full time Real time - # hours TBD
ClinicalConsent - Sterilization (pending additional discovery - Legal/Risk)
NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Consent - Surgical & Procedural NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Discharge Paperwork NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical EEGs NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Insulin and Glucose Data NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Orders NONE EXISTS- CREATE Full time Real time - # hours TBD
Clinical Procedures (UCSF) NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Sedation Documentation (UCSF) NONE EXISTS- CREATE Full time After Discharge - # days TBD
Clinical Teaching Documentation NONE EXISTS- CREATE Full time After Discharge - # days TBD
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Non-UCSF Document List
Primarily
Clinical Perceptive Document Type
Scanned Document Type (DCS 100)to map in Apex
Note Type (INP 5010)to map in Apex,
or other Apex LocationAssociated Name in APeX
Full Time Use or Downtime only (for UCSF doc
ClinicalAdvance Directive and Power of Attorney (Non-UCSF)
NONE EXISTS- CREATE INP5010-100002 Code Status and Advance Directives (Non-UCSF)
ClinicalAnesthesia Notes and Sedation Records (Non-UCSF)
NONE EXISTS- CREATE INP5010-10001 Sedation Documentation (Non-UCSF)
Clinical Cardiology diagnostics (Non-UCSF) NONE EXISTS- CREATE Cardiology tab, Chart Review Cardiology tab, Chart Review (Non-UCSF)
Clinical Imaging Reports (Non-UCSF) NONE EXISTS- CREATE Imaging tab, Chart Review Imaging tab, Chart Review (Non-UCSF)
Clinical Code Event Record (Non-UCSF) NONE EXISTS- CREATE INP5010-10000 Code Documentation (Non-UCSF)
Clinical Delivery Note (Non-UCSF) NONE EXISTS- CREATE INP5010-35 L&D Delivery Note (Non-UCSF)
Clinical Discharge Summaries (Non-UCSF) NONE EXISTS- CREATE INP5010-5 Discharge Summaries (Non-UCSF)
Clinical ED Documentation (Non-UCSF) NONE EXISTS- CREATE INP5010-19 ED Provider Notes (Non-UCSF)
Clinical Lab Results (Non-UCSF) NONE EXISTS- CREATE Labs tab, Chart Review Labs tab, Chart Review (Non-UCSF)
Clinical H&P (Non-UCSF) NONE EXISTS- CREATE INP5010-4 H&P (Non-UCSF)
Clinical Pathology Report (Non-UCSF) NONE EXISTS- CREATE Pathology tab, Chart Review Pathology tab, Chart Review (Non-UCSF)
Clinical Inpatient Consults (Non-UCSF) NONE EXISTS- CREATE INP5010-10000010 Provider Consult (Non-UCSF)
ClinicalOperative Report & Brief Op Notes (Non-UCSF)
NONE EXISTS- CREATE INP5010-1000004 Operative Report (Non-UCSF)
Clinical Procedure Notes (Non-UCSF) NONE EXISTS- CREATE INP5010-3 Procedures (Non-UCSF)
Clinical Procedures (Non-UCSF) NONE EXISTS- CREATE Procedures tab, Chart Review Procedures tab, Chart Review (Non-UCSF)
Clinical Progress Notes (Non-UCSF) NONE EXISTS- CREATE INP5010-1 Progress Notes (Non-UCSF)
Clinical Psychotherapy Note (Non-UCSF) NONE EXISTS- CREATE INP5010-100000 Psych (Non-UCSF)
Clinical Summary of Care (Non-UCSF) NONE EXISTS- CREATE INP5010-1 Progress Notes (Non-UCSF)
Implement for Phase 1b - June
14
Downtime Document List
Implementation schedule - TBDPrimarily Clinical or Business
Document
Perceptive Document TypeScanned Document Type
(DCS 100)to map in Apex
Full Time vs Downtime vs Non-UCSF
Clinical Anesthesia Pre-Op Evaluation (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Brief Op Note (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Delivery Note (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Discharge Summaries (UCSF) NONE EXISTS- CREATE Downtime onlyClinical ED Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical ED Provider Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical H&P (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Inpatient Consults - Non-provider (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Letter (UCSF) NONE EXISTS- CREATE Downtime only
Clinical Multidisciplinary Rounds Documentation Multidisciplinary Rounds Documentation
Downtime only
Clinical Nursing Flowsheets (UCSF) Flowsheets Downtime onlyClinical Operative Report (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Patient Instructions NONE EXISTS- CREATE Downtime onlyClinical Post-Op Anesthesia Documentation (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Procedure Notes (UCSF) Procedure Documents Downtime onlyClinical Progress Notes (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Provider Consult (UCSF) NONE EXISTS- CREATE Downtime onlyClinical Psychotherapy Note (UCSF) Psychotherapy Note Downtime onlyClinical RN Note NONE EXISTS- CREATE Downtime onlyClinical Significant Event NONE EXISTS- CREATE Downtime onlyClinical Telephone Documentation NONE EXISTS- CREATE Downtime only