Teams of faculty and staff from throughout UCLA Health System and David Geffen School of Medicine participated in nearly 60 validation sessions as part of the three-day event designed to allow eventual users to discuss, evaluate, and modify the workflows in Epic's Model System. Validation sessions began in May, and the final round will be held in October.
"I think it's important on a lot of different levels for people to feel engaged and take ownership," said Ellen Pollack, CareConnect inpatient clinical director. "It gives people the opportunity to weigh in on decisions and be a part of the decision-making process. Epic is huge -- it covers so much that [validation sessions] provide a way to chunk out what we're trying to do in little bites, and make it understandable to the end user."
Epic was founded more than 30 years ago and develops software for medical groups and hospitals throughout the country. Representatives from the company made site visits here in April to assess our health system's needs and how the model system could be tailored to meet them. Then the validation sessions began.
The validation sessions cover a wide range of workflows from inpatient and ambulatory, to financial and medical services. Faculty and staff discuss a number of validation points in a variety of workflows. If a validation point is marked as green on the stoplight evaluation form, it means that the workflow can function based on the model system. If an item is marked as red, it may be revisited in a future validation session or a workgroup may be assigned to review and revise it, Pollack said.
At a MyChart Test Results Release session, attendees spent nearly 30 minutes discussing the automated release process of outpatient labs and imaging results -- a single validation point in the workflow. The item was eventually marked red and tabled for future discussion. The group, facilitated by CareConnect Ambulatory Clinical Director Jeanne Markland, moved quickly through five other points in the same workflow and offered recommendations on how each should be adjusted before getting the green light.
Another session on MyChart -- CareConnect's patient portal -- covered medication renewals and advice requests from patients. Few adjustments were made to validation points: When should an InBasket message be recorded as a progress note?; How will patients determine whether a matter should be considered urgent or routine?; and, Should messages be screened by the clinical support pool before they are sent to the primary care provider?
These sessions make up a process that Pollack said not only brings UCLA into the future, but the staff closer together.
"People who haven't necessarily worked together in the past -- the finance people, the business people, the clinicians, the back office people -- with this, everyone is in the same room, hearing the same thing, making a decision that would work for everyone, and that's pretty powerful," she said.
According to Epic's website, when all pending Epic implementations are complete, 220,000 physicians, or one in every four physicians throughout the country, will be using EpicCare.
The fourth round of validation sessions will be held July 26 - 28. Click here to see the Validation 4 schedule.
Below are photos from Validation 3.
Pediatrician Carlos Lerner, MD, speaks at a MyChart Medication Reconciliation & Advice validation session July 12.
CareConnect Ambulatory Clinical Director Jeanne Markland clarifies a MyChart workflow.
|Edwin Pierce from internal audit (left) looks on as Internist Jason Fish, MD, (right) makes a point about releasing results through MyChart.||
Joseph Walker, an MSO in the department of medicine, takes notes during a MyChart validation session July 12.
|Sr. Manager of Medical Informatics Michael Swiernik, MD, makes a point during a validation session. Beth TenPas, from hospital decision support and analytical services is at left.||Jocelyhn Rivera and Michael Reyes, inpatient orders application coordinators, facilitate a session on Using Epic to Manage Patients.|
|Lorraine Malsbury (center), ADT/Prelude application coordinator, responds to comments about patient management workflows, as Meg Furukawa (right), application manager for the inpatient team, looks on.||Emergency physician James Moore, MD, asks a question about Using Epic to Manage Patients, while Margrit Carlson, MD, a specialist in infectious diseases, looks on.|