Defining change management processes, mitigating operational risks, and establishing project guidelines are crucial steps in successfully deploying a new Epic system.

Read on to learn more about Epic software implementations and how defining implementation steps can help your organization succeed in the long run.

What is Epic Implementation?

Epic implementation outlines processes that are needed by healthcare providers and medical professionals to successfully deploy a new Epic electronic health record (EHR) system throughout an organization. Here are the main Epic optimization steps to create and maintain a successful system:

  1. Planning
  2. Analysis
  3. Design
  4. Development
  5. Delivery
  6. Training

Things to Consider for a Successful Implementation

The Epic implementation process includes a few change management processes and factors that must be considered to achieve a successful Go Live and keep everything on time and within budget. Here are the most important implementation phases of the Epic implementation cycle to consider before implementing Epic in your organization:

Proactive Planning

Long before the first of the implementation phases begins, your Epic implementation team needs to consider the current state of the company, your available resources, your organization’s goals, and your day-to-day operational needs.

With this information, planning and assessment teams are able to understand current issues and propose solutions that not only solve the problems at hand, but also align with your team’s Epic electronic health record objectives and goals for a more complete system experience.

Analysis

In this phase of the Epic implementation cycle, employees, managers, and executives will determine the requirements of the complete implementation project.

These requirements usually include outlining the scope of the project, identifying specific business areas in need of the Epic EHR system, creating a map of critical business workflows, and determining the personnel, tools, and resources needed to complete the project.

Implementation Design

  • Project Management Team: Having a team with the right experience, expertise, and skills needed to seamlessly implement and integrate Epic into an organization is crucial. This team needs to understand the project objectives and goals and communicate effectively between team members and other areas of the organization. Usually, an Epic implementation project team is made up of a project manager, a technical lead, multiple subject matter experts, and other quality assurance testers to ensure the implementation process goes according to plan.
  • Project Timeline: A project timeline is essential in ensuring everyone involved in the implementation understands the objectives of the project and the order in which they will be completed. The project timeline outlines when each project objective will be completed to keep everyone on the same page from Day One.
  • Project Schedule: A project schedule is a part of the overall timeline, but it more clearly defines which part of the project needs to be completed throughout every step. It also defines which project resource is expected to complete each portion, ensuring each team and its members understand their responsibilities and roles.

Project Development

The development phase is essential in preparing team members for their roles once the implementation process begins. This step in the process involves beta testing, work statement creation, usability testing, and more to ensure the necessary steps are covered.

Process Delivery

Delivery processes ensure the defined project elements are completed correctly and on time. This phase outlines the proper resources and steps to take to carry out a successful Epic implementation.

Preparation for Long-Term Success

Once your team has completed the development and delivery phases of your Epic implementation, the next step is teaching your staff how to use the new Epic solution. By training employees and providing the support they need to operate the system successfully, teams are more prepared for long-term success within their Epic system.

Getting Started with Us

Need help implementing an Epic solution that provides the right tools and resources for patient care teams and other members of your healthcare organization? Surety Systems can help.

Our team of senior-level Epic consultants has the right skills and experience to help you plan and execute your Epic implementation the right way.

And, to give you a better idea of what to expect when partnering with us, we’ve included a sample profile of one of our Epic consultants:

Surety Senior Epic Implementation Consultant

  • 10+ years of EMR Training experience
  • Implementation, Development, and Testing expertise across Epic, Cerner, Allscripts, and Meditech applications 
  • Epic Credentialed in CPOE, ClinDoc, Optime/Anesthesia, Beacon, and Ambulatory
  • Epic Trainer and PM experience
  • Experience with Cerner Dynamic Documentation, Millennium, PowerChart, Mpages, PowerOrders, CORE, and PowerNote
  • Epic Training Development, update, and curricula editing experience

Contact us today to learn more about our Epic consulting services or get started on a project with us.