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What to expect...

By Claire O’Brien, MD, chief medical information officer

What to expect between now and the Epic upgrade 

  • Workflow change limitations – Some workflow customizations will be slightly restricted due to behind-the-scenes work Oct. 6 to 10. Please see this tip sheet for more detail <tip sheet pending>.
  • Drop in computer lab time with the Informatics Coordinators will be offered in Building B, Basement Computer Lab BB1 from 7 a.m. to 3:30 p.m. on Oct. 4, 5, 6.
  • Reporting freeze will last until Dec. 1. Scheduled reports may be delivered a day or two late during go-live week.
    Please continue to use the online form for any reporting related requests. They will be monitored and prioritized. 
  • Build freeze will last until the command center closes. Please continue to submit requests for new Epic functionality through the existing channels. The queues will be monitored and assessed for impact to patient safety and financial stability, but most build will be withheld until after the command center closes.

What to expect at go-live on Oct. 11

  • Downtime: Epic, Document Imaging and EDMS (electronic document management system) will be offline on Oct. 11 from 1:30 to 4:30 a.m. while we apply the upgrade.
  • Changes to Links in Epic: An element of this upgrade was a security review of websites linked in Epic. Links to websites not directly required for patient care workflows were removed and should be accessed using Internet Explorer (rather than from inside Epic). Broken or expired links were also removed. Having links inside Epic to sites that have not gone through security assessments opens us up to vulnerabilities. Accessing these sites using Internet Explorer instead allows us to mitigate that risk.
    • If you find that a link critical to a clinical workflow is missing or not working, please call the Command Center. There will be a designated resource reviewing requests and remedying issues.
    • Dashboards: Some dashboards sections will appear empty until after go-live if all links have been removed. This will be resolved post-command center.
  • The command center will be staffed starting at 4:30 a.m. on Oct. 11. Please call 503-814-HELP (4357) to report issues or request assistance.

Don’t forget!

  • Complete HealthStream training CBTs
  • Training overviews and information are also available here.

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