Goal for GLRA Session - PeaceHealth · • Cardiology Cath Lab Leadership team for their work and support to align required documentation • To the many pharmacists and Pharmacy

1

2

Goal for GLRA Session

• Provide transparency about our overall program status and key

activities • Highlight program strengths • Identify areas off track and review mitigation plans • Act as forum for specific program asks • Target our areas of focus for following month to assure success • Opportunity for conversations and questions

3

Status – Focus on Yellow and Red

Blue - Complete

• Project task complete for go-live

Green – On Track • Project is on task, on target and on budget per plan without intervention or action plans

• Measures have been taken to ensure timely delivery

Serious – Off-Track

• Project is not on target, OR • Resources temporarily unavailable, OR • Leadership perceives high likelihood of slippage, BUT • Leadership has developed an action plan to return to

satisfactory within stated timeframe (1-2 weeks)

Critical – Significantly Off-Track

• Project not on target to meet planned goals, OR • Tasks are overdue without clear next steps, OR • Budget is over projection, OR • Resources are not available, OR • Decisions are not being made

4

120 Day Counts Red 29 Yellow 112 Green 481 Blue 265 Total Assessed 887

GLRA Snapshot

Red

Yellow

Green

Blue

N/A

5

Thank You

• Special thanks to doctors Crews, Reddy and Thapaliya, as well as pharmacists from all regions, who have continuously met and reviewed the 331 chemotherapy plans

• Thanks to the directors and managers that were able to attend the Beacon Caregiver Validation sessions. Jack Bunkley, Karla Houk, Trish Mayhew and Wendy Nava, who as well as participating in running scripts, provided ongoing positive support for their staff

• Cardiology Cath Lab Leadership team for their work and support to align required documentation

• To the many pharmacists and Pharmacy leadership for standardization of formularies, frequencies, interfaces, and charges

• The CareConnect Ambulatory team for collaboration on referrals, build, scheduling, billing, and testing

• Patient Access Managers and staff for all their work in support of Parallel Revenue Cycle Testing and Mapped Record Testing

• Teresa Johnson, the new Lab Optimization Director, for her tireless work and support

6

Program Strengths

• Change & Adoption • Measurements show very positive attitudes • Increased engagement of the Provider and Lab Readiness Programs • Mission Services partnership with CareConnect program

• Operational Engagement • Operational leaders are highly engaged • Adoption team meets regularly and is engaged in planning • Over 400 Subject Matter Experts participated in Practice Testing and

Caregiver Validation • Clinical Content Build Out teams have spent countless hours reviewing

content

7

Program Strengths

• Revenue Cycle

• Weekly CareConnect Engagement (CCE) meetings provide an excellent forum for collaboration

• Revenue Integrity is highly engaged • HIM provides excellent operational support and engagement • All Charging procedures are completed • Single Billing Office on target for go-live of May 29th

• Clinical • Cardiology Caregiver Validation was well received • Lab leadership participation in decision making and review • Anesthesia shadow charting plan completed • Strong collaboration to address order set risk

• Additional build analysts engaged for orders and medications • Additional provider resources are facilitating reviews

• IR workflows are completed

8

Program Strengths

• Training

• Instructional Designers, Credentialed Trainers, and Administrative Assistants completed curriculum catalogue and class schedule

• Master Training environment build complete • People & Culture team partnership assures:

• Effective class registration process • Best use of Learning Management System • Most effective provider communication

• Provider “test-out” process and communication completed • Technical

• Successfully migrated the production data center on March 15th • 90% of all hardware installs in the Columbia Network completed • Technical Dress Rehearsal planning in process

9

WORKFLOWS, PROCESSES, AND BUILD

REPORTING

ADDITIONAL INTEGRATED AREAS

EXTRACTS AND CONVERSIONS

ALIGNED PROJECTS BUSINESS CONTINUITY

REGULATORY END USER ENGAGEMENT AND COMMUNICATION

TESTING THIRD PARTIES AND OUTSOURCERS

TRAINING INFRASTRUCTURE

ACCESS AND REVENUE CYCLE READINESS

PRODUCTION CUTOVER

CLINICAL AND OPERATIONAL READINESS

GO-LIVE PLANNING

CHANGE AND ADOPTION POST-LIVE PRODUCTION SUPPORT

GLRA Summary

10

Top Risks

• Revenue Cycle

• Parallel Revenue Cycle Testing identified build and workflow issues requiring retesting

• Changes to pricing methodology adds risk to revenue monitoring at go-live

• Operational capacity to modify established policies and procedures • Revenue Cycle leadership changes • Work queue ownership is not defined for hospital outpatient departments • Continue to finalize selected clinical/revenue cycle workflows • HIM coding and adequate clinical documentation

11

Top Risks

• Clinical

• Pharmacy mark-up and fee structure for some medications pending • Order Sets review behind schedule

• Require dedicated provider resources to complete hyperspace review and final sign-off

• Lab client billing workflows and design not complete • Lab external client implementation plan needs finalization • A large number of consultants are supporting the lab effort, development

of staffing plan needed • Training

• Build changes impact the training environment and curriculum. • Incomplete workflow impede curriculum finalization and testing • Not requiring eLearning may impact class times • Reporting from LMS for class completion

12

Top Risks

• Testing

• Ongoing build changes will require additional regression testing • Incomplete build, interfaces, and workflow may extend testing timeline • Issue Resolution and Script Revisions are ongoing

• Workflows • Delay in decision-making impacts workflow and build completion:

• How orders from non-PH providers will be handled • Referral Prior Authorization • Blood Ordering process for infusion clinics • Lab result correction

13

Application Workflows

Top Risks Recommendations

Current Status:

ADT • ABN workflow needs executive decision

• Referral workflows require completion

• Workflow and build for Auth/Cert need to be finalized

• Claim Info Record requirements therapy and ED

• ABN decision required by Doug Watson, Mike Geist,

Jay Eisenberg & Gary Chiodo. Mauraan Schultz has scheduled meeting for 3/31

• Patti Keyser will complete all workflow build by 4/15

• N'Cole Merritt and Margarita Skeels will complete workflow design and build for Auth/Cert workflows. Approval required by Registration Managers by 4/15

• Adam Smith building date of onset codes by 4/10

Hospital Billing • Testing of bed charging incomplete • Charge Conversion testing to be completed by 5/29 • Obtain sign-off on miscellaneous revenue billing from

Revenue Integrity

• John Hawkins to complete testing by 4/3 • Miranda Means to complete testing for charges by 5/29. • Amanda Bass working between Cardiology and

RevCycle for universal decision by Lindsay Wielkopolski by 4/7

Red Yellow Green Blue

4 6 35 11

14



Current Status:

Claims • Obtain sign-off for each claim scenario at the 3-23

and 3-24 dedicated work sessions

• Brad Langston to complete by 3/27 • Testing of scenarios to be completed by 4/30 • Claim SMEs needed week of 4/20

Clinical Documentation (ClinDoc) • Workflow finalization for outpatient pediatric patients

seen in inpatient

• Becky Foulke will work with WCS leadership to

determine services offered • Combined workgroup (clinical and revenue cycle) will

meet and determine approach for scheduling, admitting, and billing by 4/17

Lab (Beaker) • Manual FIN workflows have not been finalized • Charge Router may require changes due to FIN

workflows • Mapping to External Client compendiums

• Contracting with Abbott to move forward with pweb server installation for testing interfaced point of care instruments

• Cindy Simpson to validate manual FIN workflows by 5/1

• Erez Gordin and Kevin Jolly will complete proof of concept for client mapping by 4/3

• Josh Ortiz to execute on External Client project plan by 4/10

• Nancy Daniek work with Legal on completing pweb BAA to allow work to continue with vendor


4 6 35 11

15



Current Status:

Cardiology (Cupid) • Resulting templates and reading macros incomplete • Structured reporting build not completed • Final review of all documentation tools including:

SmartForms, SmartText, and reading macros off track

• Britt Sheely to work with Amy Surface and Dr. Romm to

• Complete review with invasive providers by 5/1 • Complete build for structured reporting by 6/1 • Complete final review of all SmartForms,

SmartText, and reading macros with invasive providers by 7/1

Radiology (Radiant) • Nuclear Med Stress reporting not finalized

• Keenan Cottone will obtain sign-off from Radiologists

• Received sign off from 2 radiologists on 3/18 • Additional meetings scheduled for 4/1 and 4/8


4 6 35 11

16

Overall Workflows


Current Status:

64% verified, identified dependencies, with action plan

Outstanding Decisions Needed • Policy decision needs to be made for Non-PH provider • Decision needs to be made for who will enter the orders

if they do come in on paper. Who is making the decision? Does the unit secretary/tech have the security and plan for training to enter orders?

• ABN Decision • Referral/Prior Authorization • Blood Ordering clinic vs infusion center • Lab result correction process

Non Verified Reason (n= 59) High Risk Workflows • # Waiting for SME Decision/Time 23 • # Waiting to Present 13 • # Waiting for Build Completion 9 • # In Process, Have Everything Need 8 • # Waiting on Decisions/Approvals 4 • # Might Not Need 1 • # Need Interface/IT Information 1

Non Verified Reasons (n= 232) All Workflows • # Waiting for SME Decision/Time 94 • # Waiting to Present 62 • # In Process, Have Everything Need 27 • # Waiting for Build Completion 19 • # Waiting on Decisions/Approvals 15 • # Newly Identified 10 • # Might Not Need 3 • # Need Interface Information 2


0 1 5 1

High Risk Workflows 163 24%

High Risk Workflows Final/Verified 105 64%

All Final/Verified 400 64%

All Final 584 91%

All Draft/New 57 9%

17

Clinical Content


Current Status:

Emergency Department (ASAP) • Post discharge abnormal results to ED MD or IP MD

• Physician Advisory Group Decision Pending • Decisions required by 4/15

Infection Control • Due to the changes in PH leadership there has not

been clear leadership assigned for infection control • Focus to date on CDC and NHSN reporting • Facility IP workflow is incomplete

• Face to Face meeting scheduled for 4/8 • Lisa Taylor and Duke Vandervort developing agenda • Lisa Taylor will complete on gap analysis between

Theradoc, MedMined, and Infection Control (and CareConnect) by 4/8

Lab (Beaker) • Clinical Content Validation is off track

• Lab operation needs to complete by 4/24/15 • Beaker analysts need to complete build changes from

CCV by 5/1


0 12 23 4

18

Clinical Content


Current Status:

Orders • Build: 47 order sets behind • Hyperspace Review: 49 order sets behind • Go-live Sign-off: 138 order sets behind

• 4.5 FTEs (2.5 Pharmacy Analysts and 2 Orders

Analysts) working on closing gap • New QA process implemented involving Drs. Ward and

Mohan to resolve discrepancies between expected changes and actual build

• Jane Cahill, Sara Ward, MD , and Andy Mohan, MD scheduling provider resources for a Turbo Room the week of April 13th to include specialties:

• Cardiology • Cardiothoracic • Critical care • Dialysis-Nephrology • ED • IP Rehab • IR Imaging • Medicine • Neonatal • Neurology • Oncology • Pediatrics • Surgery (Gastro, Neuro, Gen, Gyn,

Ophthalmology, Ortho, Plastics, Uro, Vascular), WCS


0 12 23 4

19

Clinical Content


Current Status:

Surgery (Optime & Anesthesia) • Content of the pre-op checklist is not validated

• Bobbi Faust scheduled meeting on 3/26 with Surgical

Services Counterpart Group • Jill Harwell will work with the Nursing Decision team to

validate the content of the pre-op checklist • Schedule agenda item with Jo Wallaert for meeting

before end of April • Karen Landgraf will work with the Inpatient and ED

teams to build the checklist into navigators

Radiology (Radiant) • Order sets not complete

• Still waiting for checklist - stop/bang assessments

• CCBO for Nuclear Stress structured report

• David Capolarello will work with Kathy Skipper, Deb

Chatkoff, and Cheryl Akin to assure: • Order sets developed by 4/17/15 • Built and scheduled for review by 4/30 • Final review and approval by 5/8/15

• Les Roney will work with Deb Chatkoff, and Brenda Topel to obtain signoff by 4/3

• Keenan Cottone set CCBO meeting for radiologists and cardiologists 4/8


0 12 23 4

20

Integrated Build


Current Status:

HOD and Ambulatory Impacts • Plus Project and Hospital Outpatient Department (HOD)

charging workflows require Professional Billing build

• Ambulatory security updates are needed to support future state integrated workflows

• Ambulatory Smartsets and preference lists require updates to include enterprise orderables

• Lab, Radiology, Cupid, Neurodiagnostic, and Pulmonary Function Tests

• Integrated (Ambulatory/Enterprise) referral workflows and build not finalized

• Referrals Management Initiative (RMI) workflow changes and referrals testing

• Memorial Urgent Care build and testing to be completed

• Revenue Cycle Management Team continues

involvement in HOD Workgroup. Laura Lee Weide and Team to complete by 4/30

• Donna Mackenzie will complete build and regression testing by 4/30

• Basileo Hayden will work with the integrated orders workgroup to finalize changes by 4/30

• Integrated referral workgroup convened with Epic, ambulatory and enterprise referral analysts to finalize workflows and build. Stuart Reasons & Max Galkin to complete by 4/30

• Script review and issue trackers are being reviewed by RMI team to ensure changing build is integrated. Stuart Reasons & Max Galkin to complete by 4/30

• Work has been assigned to the “New Clinic Team” and is underway. De’Anna Campbell to have build complete by 4/17 and testing complete by 4/27


0 3 12 9

21

User, Provider and Security Set-up


Current Status:

Security Template review not completed • Ray Shih will work with the individual application teams to remediate any discrepancies by 4/30

Single Sign on configuration settings for individual workstations is not logging out correctly

• Ray Shih will work with Jeff Hoy to modify configuration setting

Login Labs Workflow Signoff • Ray Shih and Jennifer Hanson have submitted plan for login labs. Jane Cahill will finalize signoff by 4/17

Provider build is incomplete • Ben Wolf, Ray Shih, and Tonya Erickson will complete gap analysis of providers and complete build by May 8.


2 6 15 0

22

Facility Structure


Current Status:

Facility/Department build freeze required • Mauraan Schultz to send out notifications and processes for department requests. Draft to be completed by3/30 and freeze implemented by 4/6


0 1 0 1

23

Device Integration


Current Status:

Device Integration • Variable testing - 86% complete

• Device testing – 95 of 415 connections tested

• Hardware Installed - GE and Philips

• Infrastructure Readiness

• Variable testing delays due to GE upgrade. Target

completion by 4/3 • Device testing is dependent on the GE and Philips

upgrades at PHSW and STJN. Stand alone devices will be deployed and tested with Application Dress Rehearsal. All devices should be in place by 5/22

• GE upgrade planned for 4/10, Philips upgrade planned for 5/1

• All capsule hardware will be onsite by 4/3


0 4 0 1

24

Patient Movement


Current Status:

Leadership to review patient matrix for understanding of workflow

Jane Cahill to address with leadership and determine next steps by 4/6


0 1 1 0

25

Aligned Projects


Current Status:

PowerPath • HPV Reflexing proof of Concept not tested yet. Teams

engaged and actively working on proof of concept • A determination is needed if path results from external

pathology group ordered by non-PH providers should be filed into CareConnect

• Kristy Shaddy will continue twice weekly meetings and

track • Escalated to Ran Whitehead, Dr. Jeff Houck with

support from Dr. Stratton and Michael Worner. Randy Burrows taking issue to Legal and OI. Decision needed by 4/1

Critical Results • Vendor, Nuance, is in development for critical results • Interface development provided on 3/26 • Overall timeline needs to be determined

• Manual workflows are currently used for critical results • George Crayton should work with operations to

continue with manual process for 8/1 based on current status by 4/30

• George Crayton will work with Nuance to complete interface build by 4/10


5 15 41 24

26

Regulatory


Current Status:

Meaningful Use • Integrated Testing not completed

• Program Manager vacancy

• Quality Measure testing 50% complete • Objective testing started this week. Heather Tone has

obtained help to run the test scripts, and continues to meet with Epic to work through any failures. All scripts to be complete by 4/24

• Steve Gordon, MD is recruiting to fill position

Core Measures • Integrated Testing was due to be completed by 2/13/15

• Remaining script is ready to test


0 1 6 18

27

Application Testing


Current Status:

Application Testing Issue Resolution • 2 issues remain outstanding from application testing

• Nicolette McCarty will work with Radiant and ADT Epic

resources for resolution of both Sherlock tickets by 4/10.


2 0 2 0

28

Mapped Record Testing


Current Status:

Mapped Record testing is significantly behind • Originally scheduled to complete on 4/10/2015 • Currently at 32% complete

• Mauraan Schultz and Margarita Skeels will work with

ADT SMEs to complete testing by 5/1 • Additional MRT round scheduled for 4/27-4/29

Interfaces will need to be ready by 4/17 • Require Patient Access Registrars and downstream

system SME’s to assist • Nicolette McCarty will assure all application teams and

SMES to complete testing by 5/1

Lab (Beaker) • FIN workflows not completed • Design change required for HCLL interfaces delayed

mapped record testing • Telcor BAA still in progress. • HCLL - 0% • FIN - 0% • Telcor - 0% • TVC - 0% • MultiSite - 80% • DI Vancouver - 80% • PowerPath - 90%

• Define FIN workflows with Lab PFS by 4/3 • Obtain signed BAA from Telcor to initiate work,

escalated to Nancy Daniek • Complete proof of concept for client mapping by 4/3 • Shafin Kaylan should work with the Beaker team to

complete 100% of HCLL, Telcor, MultiSite, DI Vancouver, and PowerPath mapped record testing for by 5/1


3 1 5 1

29

Mapped Record Testing


Current Status:

ClinDoc/Medilinks Mapped Record Testing • The Medilinks upgrade to Production was completed

3/23/2015 delaying MRT • 3 Professional Billing Charges for IPR Psychotherapy

need to be built and mapped for the Medilinks to Epic interface

• Document type testing is not complete

• Lab results mapping to Lab Observations in Medilinks is not complete

• Julie Dromgoole and Professional Billing team need to determine the revenue department IPR Psychotherapy charges by 4/8

• ClinDoc team will work with HIM to correct failed testing items by 4/27

• ClinDoc team will work with the Lab (Beaker Team) to resolve failures. Meeting schedule week of 4/6 to review unbuilt tests. All mapping will by completed by Vendor and CareConnect team by4/15.


3 1 5 1

30

Integrated Testing


Current Status:

Integrated Testing Progress • Stats as of 3/31:

• Scripts Completed: 42% • Scripts in Progress (passed at least once): 13% • Scripts Unable to test: 12% • Scripts failing: 33%

• Expected Pass Rate: 75%

• Nicolette McCarty will work with the managers to

implement Turbo Rooms to resolve issues and complete at least 50% of scripts by 4/3

Integrated Testing Issue Resolution • This area is critically off track. We need better

ownership of issues by the application leads/PMs. • Current Open Issues: 90

• Nicolette McCarty will work with the managers to

implement Turbo Rooms to resolve issues closer to real-time and push scripts through

• Kevin Fiest, Dan Basinger, Jerri-Jo Payne, Laura Lee Weide, and Daryl Hubler should continue to work with their teams to own resolution of all issues affecting Integrated Scripts, including creating resolution plans and accountability for deadlines


7 2 3 6

31

Interface Testing


Current Status:

Sunquest/Fin • Panel Orders: Decision to use a manual billing process. • Ready to Bill decision is outstanding External Client Interfaces • Client Scheduling in incomplete

• Client Mapping design still in development

• Panel Orders – Testing is underway. • Ready to Bill requires decision by 4/3. Kevin Fiest to

schedule follow-up meeting on 4/3

• External client interfaces scheduling will by completed by Josh Ortiz by 4/15

• Erez Gordin is finalizing the development for client mapping


1 3 4 2

32

Revenue Cycle Testing


Current Status:

OpTime and Anesthesia Parallel Charge Testing (PCT) • First round of PCT successfully completed in February,

but the OpTime team will obtain signoff from OR leadership on a second round of testing due to pricing changes

• Keenan Cottone will schedule second round of PCT in

May to account for final Ernst & Young changes

100% of charges from interfaces have not completed testing

• HCLL has less than 10 charges remaining. Planned completion by 4/10

• PowerPath testing begins 3/26 and anticipate completing by 4/10

• Mike Williams will monitor progress for completion by 4/10

Parallel Revenue Cycle Testing • Parallel revenue cycle testing is not meeting weekly

testing goals

• Proposal submitted to scrub scripts and fast track

process to Revenue Integrity. • Leadership approval received on 3/27 • Monitor need for additional rounds of testing


1 3 4 6

33

Training Materials


Current Status:

Lab (Beaker) • Registration workflow for PSCs and IOP was finalized

on 3/27

• Ray Miracle will complete training materials to support

decision by 4/3

Radiology (Radiant) • Master Training environment has build inconsistencies

• Instructional designer turnover has occurred

• Epic is performing an audit of training materials,

comparing to build, and resolving inconsistencies • New buckets allow for materials to be complete by end

of March by Hatem Ali. • Katrina Putman & Jordan Martin are working with

Hatem to complete and ensure materials are reviewed

Scheduling (Cadence) • Tracks reworked as of 3/1, additional Hospital

Outpatient Department job shadowing required

• Deadline extended to 4/20 to complete the new and

updated materials and have them signed off, Sebastian must complete job shadows in the HOD setting and work closely with Chris Cooley, Heidi (Cadence ID) and the HOD workgroups. Sebastian Bryant will have signed off no later than 4/20.

Read only tip sheets & Quick Start Guides • Instructional designers will complete a tip sheet/Quick Study Guides or identify eLearning's for caregivers that need read only functionality by 4/17


0 9 52 14

34

Training Environment Readiness


Current Status:

Build Changes or Incomplete Workflows • Order Inquiry • Blood order administration • HOD and Plus Projects

• Order Inquiry workflow to release labs and collect clinic labs is not built in MST, analysts to build by 4/3

• 25 – 30 Exercise booklets need to be updated due to build changes by Instructional Designers by 4/3.

• In order for the IDs to have a stable environment and materials, build complete and changes need to be completed by 4/17

• Blood administration build is not complete • HOD and Plus Projects require finalized workflows and

build for training plans to be completed

Workflow Finalization • Finalize workflow by 4/17 for: • Referrals and auth/cert workflow • ADT reporting workflow • Guarantor deletion workflow • Patient Access Downtime procedures • Registration and scheduling • Surgery Scheduling • HOD and Plus Projects • PACS integration


0 2 4 2

35

Super Users


Current Status:

Super User Training • Need to ensure sufficient class offerings are available

• Jennifer Hanson to confirm and crosswalk final numbers

from Jennifer Trandem and map to offerings for super user training by 4/17 and add additional offerings if needed.


0 1 3 1

36

End User Training


Current Status:

Registration • The change in command center and process for

registration has delayed progress with caregivers registered

• People and Culture schedulers to register all caregivers

by 4/15. • Jennifer Hanson and Chris Cooleywill continue to

partner with the people and culture command center to work through barriers and assist with assigning caregivers to the right tracks

Learning Management System • All processes are not yet defined

• Jennifer Hanson and Chris Cooley to determine process

for communicating and sharing links to recommended elearnings by 4/15.

• Jennifer Hanson and Chris Cooley to determine reporting requirements with the Learning Technology teams for completion of classes attended and exams passed by 4/15


0 1 5 0

37

Access and Revenue Cycle Readiness


Current Status:

Lab Billing • Lab billing process need to be finalized

• Jane Thanner will work with Cindy Simpson to define

manual workflows regarding panels and bill hold from Beaker to FIN by 4/10

Ownership not complete for DNB, Stop Bill and Claim Edit Registration Work Queues

• Cheryl Mallory, Bob Fletcher, and Kirsten Snider should finalize ownership of DNB, Stop Bill and Claim edit registration work queues by 4/15


1 3 24 7

38

Overall Clinical Readiness


Current Status:

Cardiology (Cupid) • Changes to provider resulting workflows include:

• Replacing dictation to Escription with SmartTool use and Dragon Voice Recognition

• Use of Powerscribe 360 for some procedures

• Piper Hamlin-Rupp and Kevin Fiest to work with Jay

Eisenberg and Daniel McGinnis to develop a communication plan regarding these changes

Patient Safety • Patient safety processes need to be defined

• David Allison will update the PSL Accountability Profile

and identify risk mitigation plans based on Patient Safety metrics and report processes by 4/6.

• Heather Tone will review reports and build with Jo Wallaert and David Allison on 4/1

• David Allison will finalize plan and owners to run go-live safety reports at go-live by 4/30

• Process approach will assure integration across ambulatory and inpatient.


0 7 46 7

39

Change and Adoption


Current Status:

Communication & Change • Duplication of some communication and change efforts

by Implementation Management Team and Change & Adoption resources

• John Cange and Keely Killpack to coordinate

communication & change efforts by 4/15/15

Training Registration • All interested parties are eager to hear/learn about the

training registration process

• Jennifer Hanson, Chris Cooley, Keely Killpack, Randall

Gross and Mary Beth Saddoris to finalize training communication plan for all service lines, providers and leaders and caregivers by 4/15.

HODs/Plus Projects/Clinics • Resource needed to support the change experience

and open communication

• Keely Killpack to staff additional resource to support

change effort by 4/15/15 • Keely Killpack and John Cange to determine

implementation support for HODs/Clinics by 4/15/15


0 3 7 0

40

Support Plan


Current Status:

Post go-live support plans are incomplete • Kelly Lundy and Mike Worner should complete the following by 4/17:

• Organizational Structure Complete covering support and continued roll-outs

• Issue reporting plans in place • Issue priority process is communicated and

clearly understood • Post command center on-call plans are complete

and communicated


0 5 0 0

41

Reporting


Current Status:

Reporting Validation • Testing is off track

• Need a revised mitigation plan to meet the 5/11 completion dates from application teams that are behind:

• ADT/Prelude at 63% / 25% • Beaker at 48% • Infection Control at 13% • Radiant at 25%

Security build between Ambulatory & Enterprise inconsistent

• Align and implement security models between all environments by May 1

Reporting Governance not established

• Erez Gordin needs to initiate this group by April 15th and the group needs to provide report prioritization process and guidelines no later than May 15.

PH MRN change needed

• Steve Hoffer is working with Ambulatory Clinical and Revenue cycle IST leaders to finalize approach

• Erez Gordin is meeting with Ambulatory Leadership on impacts

• Changing System wide Identity Setting is recommended approach

• Decision required by 4/30


2 14 35 92

42

Extracts and Conversions


Current Status:

Additional extract needs being identified • Application teams need to finalize build for extracts to be completed such as OR schedules, department mappings, etc.

• Tim Hamilton working with McKesson to get complete list of outgoing data by 4/3

• New extracts identified recently • Huron Patient OnTrac (SW only) • Crimson Extract for SW Anesthesia group (SW

Only)

Mammography Data Conversion • McKesson data only

• Complete small load testing by 4/10 • Complete large load testing by 5/1 • Full conversion practice #1 by 6/1 • Full conversion practice #2 by 6/30


0 9 18 11

43

Business Continuity


Current Status:

• Cardiology (Cupid) and Radiology (Radiant) need to complete downtime report testing

• Steve Althouse and Thom McCloskey to complete report testing by 4/3


0 1 5 1

44

90 Day GLRA – Focus Areas for Success

• Revenue Cycle

• All workflows are complete and sign-off received on all outstanding decisions

• Complete 50% of Mapped Record Testing • Scheduling template training and build are completed • All work queues built and ownership assigned • All referral workflows and work queues are finalized • Complete Parallel Revenue Cycle Testing • Complete readiness for Single Billing Office on 5/29

• Clinical • Lab

• Operations completes all content validation • Manage to external client project plan • Resolve all workflow issues for lab billing

• All order sets are built and final verified • Secure test Xper server at St. John and complete interface testing

45


• Workflows

• Operational support for learning Lab to ensure: • Right sessions planned • Subject Matter Experts are scheduled

• Downtime/Business Continuity • All downtime reports are built in downtime PC production

environment by 4/24 • Representatives from Clinical Operations, IST, Ambulatory are

identified and participate in Downtime procedure and policy completion

• Security • Complete End-user import and provider records • Produce 1st manager sign-off reports • Implement additional system level security to ensure safe and controlled

moves of security templates

46


• Reporting

• All security is aligned between environments • Reporting Governance in place and functioning

• Technical • All technical dress rehearsals are scheduled and access to all areas

secured • All hardware placement complete • No new adds/moves/changes occur in the Columbia Network

• Training • Caregivers are registered for all classes • All Super Users are scheduled for classes • Pilot training is successful and curriculum adjustments made • LMS reporting types identified and scheduled

47


• Change & Adoption • Spring Roadshows

• Provide another “peek” at CareConnect • Encourage engagement

• Departmental checklists in use • Delivery of Impact of Change document by Informatics team. Operational

Adoption teams successfully review and determine mitigation strategies • Order set review process continues successfully • Workflow Dress Rehearsal planning in process and operational leaders

identified

48


• Production Cutover • Space secured for technical cutover practices on 5/13, 6/18, & 7/15 • Involved resources identified and invited to 5/13 practice

• Go-Live Conversions • Appointment/Case Conversion

• Finalize Conversion strategy • Resources identified and scheduled

• Patient Chart Conversion • Finalize Conversion strategy • Resources identified and scheduled

• Orders/Referral EAP Conversion • Finalize Conversion strategy

49


• Treatment and Therapy plan conversion • Conversion Strategy defined and approved by May 1st • Resource scheduling outlined to support by May 1st

• HOD and Plus Project Clinic Data Abstraction • PM on-boarded • Abstraction plan approved • Recruitment of data abstractors in process

50


• Command Center & Go-Live Support • Hardware and Phone systems confirmed and ordered • Meals planned • Support Attire ordered • Communication Devices ordered • Issue Process determined • Super User Support

• Schedule • Communication Plan

• Command Center Support • Determine Roles & Responsibilities • Schedule • Communication plan

• Daily meetings scheduled/invites sent

51

52

53

Areas Complete or On Track

Evaluation Area Evaluation Area

Charging Procedures Decision Support

Research Surgical Orders Management and Phases of Care

End User Engagement/Communication Pilot Training

Infrastructure 3rd Parties and Outsourcers

Production Change Control Production Cutover

Operational Engagement Go-Live Support

Command Center Set-up Help Desk

Post-live Production Support

Documents

Goal for GLRA Session - PeaceHealth · • Cardiology Cath Lab Leadership team for their work and support to align required documentation • To the many pharmacists and Pharmacy