NCH HEALTHCARE SYSTEM | Helping everyone live a longer, happier, and healthier life.

We are very excited to start our Epic conversion journey in the upcoming weeks! Converting to Epic will allow us to improve the overall quality of care provided, improve connectivity to the community and our patients, increase physician and clinician satisfaction, accurately capture revenue, and provide timely and accurate data. The next several months will be exciting and challenging leading up to our planned go-live on June 4, 2022.

We cannot take this Epic journey without you and your team! Over the next several months, we will need resources from your areas to assist with system design, testing, training, and go-live support. Collectively, we will call this team our Epic Heroes. The roles that we will specifically need are:

Super User Lead Subject Matter Expert Super User

Summary

Serves as a key connection between the implementation team, Epic trainers, and their peers.

Serves as a connection between the implementation team and their peers.

Provides mentoring, troubleshooting, and coaching to peers.

Is trained in 2021 Yes No No

Participates in workgroup and walkthrough sessions

Yes Yes No

Participates in testing Yes Yes No

Works closely with Epic trainers to review curriculum

Yes No No

Is trained in Epic prior to their peers Yes Yes Yes

Co-facilitates Epic-led training Yes No Maybe

Provides go-live support Yes Yes Yes

Provides post-live support Yes Yes Yes

Personal phone needed Yes Yes No

Personal email address needed Yes Yes No

Personal computer or NCH laptop needed1 Yes Yes No

NCH HEALTHCARE SYSTEM | Helping everyone live a longer, happier, and healthier life.

For all three of these roles, we are looking for individuals who exhibit strong communication skills, have good rapport with and respect from their peers, and have enthusiasm about the Epic project. As we go through this journey, the amount of time needed from each of these roles will vary. We are estimating the following time commitments:

As a leader, we need your assistance with identifying the right individuals from your teams. Our first step is identifying Super User Leads from your areas by April 1, 2021.

We will need you to CLICK HERE to nominate the individuals from your area. For the initial phase, we will only assign one individual to a role assigned above, however, you may nominate more than one individual for each position as there may be opportunities to grow our Super User Lead team at a later date. We will review your nominations and will assure the right individuals are assigned to the right roles.

Once we have identified the Super User Leads, our next step will be identifying Subject Matter Experts by May 15, 2021. We are still processing this data and will share the specific roles needed in April. And finally, we will need to identify Super Users in early 2022.

This is an exciting project for the organization, and we need your support to ensure a successful implementation. If you have any questions or concerns about being an Epic Hero, please contact epic@nchmd.org.

Respectfully,

The EHR Governance Committee

Jon Kling, Chief Nursing Officer and EHR Governance Chair

Andrew Cooper, Executive Director, I.T.

Phil Dutcher, Chief Operating Officer

Kristin Mascotti, MD, Chief Medical Officer

Bryan Murphey, MD, Chief Medical Officer, NPG

Gina Teegarden, Associate Chief Nursing Officer

Renee Thigpen, Chief Human Resources Officer

Tom Thornton, Chief Strategy Officer, Interim Chief Administrative Officer

Rick Wyles, Chief Financial Officer

Super User Lead Subject Matter Expert Super User

May 2021 to June 2021 4 to 7 hours per week2 1 to 3 hours per week3 0 hours per week

July 2021 to March 2022 1 to 3 hours per week 1 to 3 hours per week 0 hours per week

April 2022 to May 2022 8 or more hours per week 2 to 4 hours per week 2 to 4 hours per week

June 2022 8 or more hours per week 8 or more hours per week 8 or more hours per week

July 2022 to September 2022 4 to 8 hours per week 4 to 8 hours per week 4 to 8 hours per week

October 2022 and beyond 1 to 3 hours per week 1 to 3 hours per week 1 to 2 hours per week

1. Personal Laptops need to have web cameras to participate in virtual meetings. If your personal computer is not properly equipped and you do not have an NCH issued laptop, NCH will issue a loaner laptop device.

2. The requested Super User Leads listed below will receive formal training from Epic during this time frame. Some resources may need to take more than one training class. Each training class will be a live, virtual, and instructor-led class. Time to complete said training will need to be protected time and equipment will be provided to Super User Leads as needed.

3. Epic Orientation Week, the formal kick-off of the project, is scheduled for June 15-17. Very minimal time will be needed prior to the orientation week.