hugo HUGO e Huddle 8 October 2013 Healthcare

hugo HUGO e. Huddle 8 October 2013 Healthcare Undergoing Optimization

plunge into it, move with it, and join the dance. -- Alan Watts Healthcare Undergoing Optimization

Participating Hospitals Healthcare Undergoing Optimization

Overview • Remembering Why… • Project Update – – Training Plan Device Update Workflow Order Sets • Upcoming Downtime • Preparing for HUGO • On the Horizon Healthcare Undergoing Optimization

Why HUGO? Healthcare Undergoing Optimization

Implementation Process Project Timeline = Build Quality Assessments = Design (Provider/Nurse) Quality Assessments We are here Project Kickoff System Review Design Review System Validation Trainer Conversion Prep Maintenance Integration Training Testing AH Conversion End-User Training Build Testing Healthcare Undergoing Optimization Post- Move to Conversion Production Assessment

Project Timeline Alexandra Hospital, Ingersoll Go Live: Nov. 12, 2013 Focus on Conversion Readiness – Framework – Detailed Logistics Learning & Adjusting Healthcare Undergoing Optimization

HUGO Conversion Schedule Go Live Date November 2013 Hospital Alexandra Hospital January 2014 Listowel Wingham Hospitals Alliance St. Thomas Elgin General Hospital Tillsonburg District Memorial Hospital February 2014 Middlesex Hospital Alliance Woodstock Hospital March 2014 St. Joseph’s Health Care London April 2014 London Health Sciences Centre Healthcare Undergoing Optimization

hugo Training Update Healthcare Undergoing Optimization

Where we are now: Training Plan Objectives • Train 100% of users before conversion date (end users must be trained to get login) • Provide a “play” environment for practice leading up to conversion • Provide opportunity for providers to set up favorites prior to conversion, “favorites fairs” • Training programs for new staff • Training plan for students Healthcare Undergoing Optimization

HUGO Training Plan: overview • 7 education streams: provider, nursing, pharmacy, DI, allied health, clerical support, health records • Multimodal curriculum: classroom and web based training (WBT) • Curriculum developed with representation from the various streams and from regional and London hospitals, as well as e. Learning specialists • Various strategies to provide safe and supportive learning environment Healthcare Undergoing Optimization

HUGO Training Plan: timeline Training prior to HUGO launch • 14 weeks prior: staff/provider registration • 8 weeks prior: super user training • 6 weeks prior: staff/provider training Healthcare Undergoing Optimization

Training Plan: estimated training times Learner Group Provider Nursing (RN, RPN) Allied Health ( not including RRT) Respiratory Therapy MRTs Estimated Hours Needed 3 hours classroom 4 hours classroom 1 hour classroom 3 hours WBT 2 hours WBT 1 hour WBT Pharmacists 2 hours classroom 1 hour WBT 1 hour classroom (for selected 1 hour WBT (all) MRTs) 2 hours classroom 2 hours WBT Pharmacy Technicians Health Records Clerical Support 2 hours classroom 1 hour classroom Healthcare Undergoing Optimization 1 hour WBT 2 hours WBT

Super Users Commitment: • Super user training – 3 days of training in weeks 8 -7 before go live • Go live support – 11 days after go live – Float between units supporting all end users • Who? – Providers, allied health, clerical staff and nurses • Role after go live support – Continue to support end user questions in your area when working – Remain up-to-date with any changes that occur in the system Healthcare Undergoing Optimization

Super User recruitment Attributes • Expertise in their Cerner application – Power. Chart/Pharm. Net/Surgi. Net/First. Net/Rad. Net • The go-to person in your area for computer questions • Comfortable coaching people on how to navigate the system • Able to help support on the night shift Healthcare Undergoing Optimization

Trainers recruitment/commitment • We will need super users to help train and circulate in the training room • Can work as trainer and/or circulator as they are comfortable Commitment • Need to be able to reduce or be seconded from work for 10 weeks – from 8 weeks before go live till 2 weeks after Healthcare Undergoing Optimization

Leadership Commitment • Support for staff interested in being superusers and/or trainers – Facilitation of time away from regular position • Identification and support for staff needing Windows / Powerchart refresher training to prep for HUGO training • Monitoring of WBT and education compliance by staff members Healthcare Undergoing Optimization

Go Live Day • There will be super users roaming around the hospital to help • Training materials will be available on the Clinical Informatics website which is quick linked on the Power. Chart toolbar. • There will be a HUGO hotline to call if you are having trouble • Command Centre Healthcare Undergoing Optimization

hugo Device Update Healthcare Undergoing Optimization

Where we are now: device walkthroughs Purpose of device walkthroughs • determine additional devices needed to support HUGO on the unit/clinic • types and quantities of devices Walkthroughs are in progress at all London sites, with the following completion targets: All St. Joseph’s sites by Nov. 1, 2013 All LHSC sites by Dec. 6, 2013 Regional hospital device selection well underway Healthcare Undergoing Optimization

Device Selection Process • Sign-off by clinical leader, HUGO Project Sponsor • Device ordering, delivery, configuration • Infrastructure and network modifications • Device deployment completed 1 month prior to go-live Healthcare Undergoing Optimization

hugo Workflow Update Healthcare Undergoing Optimization

Where we are now: workflow localization All areas will need to have a clear understanding of how HUGO will impact their day to day work. Purpose of workflow localization discussions: Ø To show the steps in a process. Ø To find one or multiple sources of a problem or identify potential areas for improvement. Ø To identify personnel, groups, or entire departments responsible for processes or tasks. Ø To examine the handoffs that occur in a process. Healthcare Undergoing Optimization

HUGO expectation for workflow Ø Leaders are working with their HUGO Leads and teams to review future state workflows in each of your area(s) with all of the impacted stakeholders Ø Escalate any challenges you anticipate with implementing future state in your area to HUGO Team via HUGO Hotline Wednesdays 1 -3 p. m. phone in line ext. 70777 meeting id 7754 Ø Complete the Stop, Start, Continue document with input from each department/role, and stakeholder Healthcare Undergoing Optimization

hugo Order Set Update Healthcare Undergoing Optimization

Order Set Process – High Level Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Intake and Assess Design including Evidence Build Draft #1 in System Review with experts Update Build Draft #2 in System Validate by Experts & Stakeholders Approve by P&T/ DTC MAC Healthcare Undergoing Optimization

Where we are now: Order Sets All AHI go live order sets completed, going to DTC/P&T and MACs Prioritized based on conversion date • Batched with time lines Clinical Engagement/Validation • Continue to support and provide representative to participate in review Healthcare Undergoing Optimization

hugo October 26 Downtime Update Healthcare Undergoing Optimization

October 26: planned downtime • There will be an 8 – 10 hour downtime of the Cerner system • The downtime will begin at 0001 hours, affecting the night shift of Friday, Oct. 25 into the early morning hours of Saturday, Oct. 26. • The entire Cerner system (eg. Power. Chart, Firstnet, Rad. Net) is affected during the downtime. For Radiologists, PACs and the Diagnostic Imaging Repository will remain accessible. Healthcare Undergoing Optimization

October 26: leader preparation There a number of things leaders can do to prepare for the Oct. 26 downtime, including: • Think about staffing if you are in an area that will require back entering information (eg. registrations) • Have a plan for the morning of Monday, Oct. 28, in the unlikely event that we are involved in downtime procedures then (eg. additional clerk and, wherever possible, a reduction in patient volumes) • Watch for and share information with staff • Ensure your team understands down time procedures Healthcare Undergoing Optimization

Oct. 26 and beyond: system changes • While we are “hiding” most of the changes until the hospital goes live with HUGO, there will be some changes that all hospitals will see beginning Oct. 26. • Facts sheets and short manuals are now available on the Clinical Informatics website outlining the Cerner system users can expect to see beginning Oct. 26. Healthcare Undergoing Optimization

Oct. 26 changes you’ll see: launch of Lab collection priorities Oct. 26, 2013 launch of 5 Lab Collect Priorities 1. AM Routine (0300: label prints at 0215) 2. PM Routine (1300: label prints at 1215) 3. Routine 4. STAT (Today and Now and processed STAT) 5. Timed (specific collect time) Healthcare Undergoing Optimization

Oct. 26 changes you’ll see: CT and MRI Power form New power form that will need to be completed for every CT and MR order Healthcare Undergoing Optimization

HUGO Activities – Next 3 Months Timeline Activity Who is involved Ongoing Order set review and validation Providers, clinicians, pharmacy, allied health, HUGO leads In progress Alexandra Hospital Super user training Super users including clinicians, providers, pharmacy and DI In progress Device walkthroughs Leaders, clinicians and providers Beginning Sept. 30 Integration testing 2 HUGO team and leads, then superusers Oct. 26 HUGO downtime All HUGO hospitals Healthcare Undergoing Optimization

Questions? ? ? Healthcare Undergoing Optimization

For more information HUGO Executive Sponsor: Robin Walker, MD HUGO Project Sponsor: Heather Tales, RN, MN HUGO Program Manager: Kristin Stillert HUGO Regional Program Manager: Marg Kampers, PMP, CHIM HUGO website: link from intranet homepage E-mail HUGO: hugo@lhsc. on. ca Healthcare Undergoing Optimization