Project Phoenix News

Contact us at [email protected]

News

Best.Install.Ever Volume One, First Edi on

In this issue:

A message from Dr. Pryor

Do you know the ISAC?

Enterprise‐Wide Changes

Workflow Walkthroughs

Opera onal Owner Profile

Big Win for Pa ents

Interview with a Liaison


We have successfully validated over 90% of high level workflows, through a combina on of approximately 200 valida on sessions and 500 future state workflows. The opera onal owners, design team and Project Phoenix team members synthesized our future state into key workflow walkthrough ses‐sions (Ambulatory, Inpa ent and Revenue Cycle). Our future state process will vary from current state opera ons. Con nue reading this edi on for more on that. What are our next steps? The Phoenix Team will be focused on building our final product and com‐

ple ng content / specialty sessions throughout the fall. The Phoenix tes ng, training and ac va on team will then gear up to de‐

velop the programs to best posi on us for a successful launch. Feel free to reach out to the Project Phoenix team at [email protected] This is an exci ng me to be part of Sco & White Healthcare, never before have we undertaken this magnitude of change for our organiza on with the input of so many. If you have any ques ons, please email ProjectPhoe‐[email protected] or contact our Liaisons (Dr. Jeana O’Brien ‐ Physician, Gary McMurtry ‐ Ambulatory, Jana Brown ‐ Revenue Cycle, Kimberly Grimsley ‐ Inpa ent)

A Message from Dr. Pryor

Help us improve

the Project Phoenix News

Click here to visit the feedback survey.

Project Phoenix News

____________________________________________________________________________

EXTRA! EXTRA! READ ALL

ABOUT IT!

Welcome to the

first edi on of the Pro‐

ject Phoenix News!

We’re excited to up

‐

date you on all thi

ngs

Project Phoenix,

in‐

cluding profiles, cool

features in Epic,

and

up‐to‐the‐minute new

s

on the implementa on

progress at

S&W

Healthcare.

Watch

this space for

informa on on the

Project Phoenix w

eb‐

site, launching soon

!

We hope you enjoy

this first edi on. If you

have sugges ons or

comments, please

email us at the address

at the boom of this

page.

Come back soon!

https://www.surveymonkey.com/s/T3DFV6V�


2. 3.

7. 6.

4.

5.

The Informa on Services Advisory Commi ee (ISAC) is a mul ‐disciplinary team tasked with IS

governance and also guiding Project Phoenix through the decisions that will affect the en re

organiza on.

1.

Do you know the

Informa

on Services

Advisory Com

miee (ISAC)?

Answers on page 8

8

10

11

12

13 14

9

14 15


Enterprise‐Wide Changes For Sco & White Healthcare

The Epic implementa on will bring changes to our daily workflows. Here are a few

of the changes that will affect Sco & White Healthcare as a whole.

Provider schedules will be open for scheduling throughout the organiza‐

on.

Inpa ents will be scheduled for most ancillary departments. (i.e. radiolo‐

gy, therapy, cardiology)

Computerized Provider Order Entry (CPOE) is required for all clinicians for

inpa ent and

outpa ent areas.

All charge capture will be electronic and performed during clinical work‐

flows.

MyChart will enable pa ents to schedule some appointments, and view

lab and radiology results from a web browser.

EpicCare Link will allow affiliate providers to submit referrals electronical‐

ly, place orders within Epic and review the S&W EMR for their pa ent.

We’re

Changing!


Workflow Walkthroughs

Workflow Walkthroughs were held in Temple on August 15, 16 & 22. They allowed Project Phoenix to illustrate some

of the major workflow changes our Design Teams approved, to discuss the significant opera onal impacts, and to gain

final organiza onal approval for these changes. This is also the final milestone before the Project Phoenix team begins

to build in earnest.

The Revenue Cycle team presented first on August 15, a er a whirlwind change of venue to the Hilton Garden Inn due

to air condi oning issues at the Mayborn Auditorium. The Temple Network team launched into crisis mode and got

full connec vity for InterCall within an hour and a half, it was a feat of epic propor ons. The Inpa ent team demon‐

strated their changes the next day and Ambulatory/Physician changes followed the next week. Many thanks to the

Temple Network group for their support and exper se.

Mike Petry, Project Phoenix Willow Pharmacy Team Lead, addresses ques ons from Berni Pa erson, Director of Pharmacy, Round Rock Hospital.

Gary McMurty, Project Phoenix Ambulatory Liaison, speaks to the crowd during the August 22 Workflow Walkthrough.

The Revenue Cycle Workflow Walkthrough was held at the

Hilton Garden Inn. The Temple IT department did a great job

with the logis cs of that move!


Opera onal Owner Profile:

Jeffrey Hall, DO—Harker Heights Clinic

What does being an “Opera onal

Owner” mean?

The Opera onal Owner has several

levels of responsibility. The first is

during the valida on sessions, the

Opera onal Owner begins the ses‐

sion by introducing the topic, se ng

the tone for the presenters, and

helping engage the par cipants, es‐

pecially since the sessions may have

representa ves from many loca ons

and job classifica ons.

The Opera onal Owner may help to

clarify ques ons and support the pre‐

senter and the Phoenix team during

the sessions and the ques on period,

then help close the session.

Secondly, the Opera onal Owner

works with the Phoenix Owner a er

the session to answer ques ons, dis‐

cuss workflows, facilitate ac on

plans, and encourage rapid closure

on the workflow.

Thirdly, the Opera onal Owner has to sign off on the completed work.

Can you briefly describe the Valida on process? The valida on process begins with

introduc on of the par cipants, in‐

cluding the Epic team, the Phoenix

team, and other interested par‐

es. There is a brief discussion of

what the valida on session in‐

cludes. A er that the presenter goes

through the workflow using exam‐

ples within the Epic so ware, rele‐

vant to the par cular session. This

would include different skill sets,

such as nursing, provider, or front‐

office person.

Concerns and comments are elicited

from the audience. Ques ons are

answered by the Epic team or Phoe‐

nix team. At the end, the group does

ask whether the workflow meets the

requirements and if so is given a

Green Card to proceed to the build.

How is Project Phoenix going to change Sco & White Healthcare? Phoenix Project will affect virtually

every person at Sco and White‐

pa ents, doctors, nurses, front‐

office, and billing people, etc. For

the first me all of us will be oper‐

a ng within the same integrated in‐

forma on system. This will allow for

standardize work which translates

into standardize training for employ‐

ees, and a uniform experience for the

pa ents. Quality points will be able

to be tracked across the organiza‐

on, allowing for improvement in

care. Management will have uniform

Dashboards to manage each area.

Providers will have Dashboards to

see how they are doing with pa ent

care and quality standards. Nursing

will have a standardized process for

clinic workflow, calls, and tri‐

age. Documenta on from any clinic

or hospital within the system can be

shared, making pa ent care seam‐

less, no ma er when or where care is

delivered.

This is a huge improvement for clini‐

cal par cipants and the pa ents,

greatly reducing repe ve work, and

improving safety. Billing will appear

in concise, understandable format,

that includes all loca ons and provid‐

ers. Pa ents via MyChart will have

direct access to their billing infor‐

ma on and some of the medical in‐

forma on for the first me, empow‐

ering the pa ent.

What will you be doing as the pro‐ject progresses? Working with the Phoenix team, par‐cularly the Applica on Coordina‐

tors, to work on the build of the con‐tent. A er that, the Epic model appli‐ca on will need tes ng and any problems will be addressed, followed by training. I will also con nue to a end the Cli‐

ent Device and Ambulatory Advisory

Commi ee mee ngs, as well as the

other mee ngs as needed.

In each issue, the Project Phoenix

News will profile different roles cri -

cal to the success of the Epic imple-

menta on.


MyChart—Online Pa ent Portal

These features have a clear impact on pa ent sa sfac on and loyalty, as well as saving me for physicians and office staff, leading directly to cost savings for Sco & White.

The Big Win Sec on of the Project Phoenix News will highlight exci ng features and pa ent-friendly benefits

we’ll enjoy with the Epic implementa on. Look for it in each issue!

MyChart is the online pa ent portal that Sco & White will be implemen ng as part of Project Phoenix. MyChart allows pa ents to interact with their chart and health care providers, and will provide pa ents with the ability to:

Securely and confiden ally e‐mail clinicians to ask for medical advice and other in‐forma on

Review instruc ons and summary reports from recent clinic visits

Review instruc ons and lab results from recent hospital visits

View clinic lab results

Request new appointments and view appointment informa on

Review personalized health reminders

Review current medica ons

Request prescrip on renewals

Review health history

Review allergies

Big W

inBig W

in

Pa ent Sa

sfier!


Gary joined the Scott & White team as a

Staff Physical Therapist in 1977, and worked in various roles in the Physical Therapy department.

He then joined the management team, becoming a manager of Physical Therapy, Occupational Therapy,

Physical Medicine Rehab and the Occupational Medicine Department. He spent a brief time with the Employee Health

department and in Janary 2012, at the inception of Project Phoenix, he joined the Phoenix team as the Ambulatory liaison.

Describe your role with Project Phoenix

“The Ambulatory liaison is the Project Phoenix person bridging between information technology (IT) and Operations. With extensive experience within the clinic structure, I bring

that knowledge to the IT side so that as Epic is operationalized, it will align to the needs of Scott & White. This will help the system to grow and will result in an excellent Electronic Medical Record system that will replace the

multiple clinical systems in place today. The system will be a single integrated record that enhances patient safety and quality of care. It will also enhance Scott & White’s Meaningful Use, regulatory compliance and reporting along with im-proving staff and operational efficiency.” Describe your team members and their activities “The Project Phoenix Ambulatory team consists of a good mix of people with an IT back-ground, several of which have recently completed the Health Information Technology class at the Uni-versity of Texas, and others who have IT experience from other locations. Half of the team has a clin-ical background, with most joining from Scott & White. What are some of the ambulatory patient benefits/big wins with Project Phoenix? “The use of kiosks for electronic check in will be a big win for our patients and front line staff. The kiosks are similar to those seen at airport check-in desks and will decrease lines and wait times. Patients can also make payments and pay copays at the kiosks. The patient portal, MyChart, will allow patients to access parts of their medical records via computer to review results, communicate with their provider, and to schedule appointments online. This will reduce the number of calls to Scott & White and will decrease the average call wait time. Lastly, the new After Visit Summary will help patients tremendously. These will provide need-ed information such as patient instructions, follow up appointments, and a synopsis of the visit which can be printed or viewed electronically. Patients are usually very overwhelmed after an appointment so this will be a huge help with the patient experience and making sure they have the necessary infor-mation for review and follow up, avoiding call backs for assistance.” Final comments? “After being in healthcare operations for 35 years, this role is a major change for me and I miss the people I have worked with before. However, being involved with Project Phoenix, it’s fun to work with new people; I am creating new friendships, and collaborating with many more people across the organization in this expanded role. I’m like an old dog learning new tricks! This is a different experi-ence for me since I have been in physical therapy for so long, but this seems very natural to progress to this role and to help make a change that will benefit Scott & White tremendously.”

Meet a Liaison

Gary McMurtry, Ambulatory Team

Kiosks One of the exci ng organiza onal decisions to arise from Project Phoenix are the user‐friendly kiosks to be placed in clinics to enhance the pa ent experi‐ence and reduce wait‐ mes for check in and check out. At right, Thomas Robertson and Alicia Solorio take a pro-

totype kiosk for a test drive outside the Mayborn Audito-

rium.

From Page 3

—Can yo

u name th

e ISAC?

1. R

obert P

ryor, M

D, M

BA; 2. M

ahew

Cham

bers; 3

. Pat C

urrie; 4

. Andrejs A

vots‐A

vot in

s, MD, Ph D; 5

. J. Paul D

iek‐ert, M

D; 6

. Cynthia D

unlap

;, CNE 7

. Glen

R. Couchman, M

D; 8.Allen

Einboden

, CEO

SWHP; 9. M

chael M

iddleto

n, M

D;

10. Step

hen

Sibbi, M

D; 11. M

arc Hallee, C

HRO, 12 Jean

a O’Brien

,MD, CIM

O; 13. Steve Su

llivan CSO

; 14 Donald

Wes‐

son, M

D, CAO; 15. D

ick Dixo

n, CFO

Documents

Project Phoenix News