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Patient Record
“The right information to the right people, at the right time.”
October 15th, 2013, Volume 1, Issue 13
ePR system will be going live at St. Mary’s on October 29th, at 7 a.m.
MHS, Providence Manor & related Implementing a new patient care record (ePR) system is a Community Programs training significant milestone for Providence Care The new ePR system project was initiated to improve the way we care for our patients, clients and residents. But every project of this size comes with challenges and unexpected issues, and we are doing our best to solve and learn from them. The plans to launch our electronic Patient Record (ePR) system at St. Mary’s of the Lake Hospital on September 25th were put on hold, due to technical issues with the system software. Since then, we have worked with the vendor (QuadraMed) and the Kingston General Hospital (KGH) to resolve the software problems. The work continues and there are tremendous efforts underway to resolve all outstanding issues for the new go-live date. Our Patient/client/resident safety and system reliability remain our key priorities. We want to be sure everything was working appropriately before launching the system. The target go-live date for Providence Manor, MHS and related community programs remains the week of December 2nd. We are reviewing our project timelines on an ongoing basis as we move forward. If you have any questions, please speak to your manager or contact the ePR team at epr@providencecare.ca.
MHS, PM and all remaining Community programs and services ePR training is starting in November. The new ePR Champions have started their training in mid-October to support staff during Milestone 2 go-live. Some training sessions have also been restructured following the feedback received from learners. It is easier from some staff members to be trained on their specific desktops and go through specific scenarios with their peers. For example, Ward Clerks were originally scheduled with Nurses. After the first week of SMOL training, it appeared that having sessions with only Ward clerks in the classroom was more beneficial. They could exchange advice and hints during the session and discuss about the best way to work and how to apply certain practice changes. We have learned from the SMOL training experience and bettered the upcoming training sessions.
Providence Care____________________________________________________________________________________________________________________
e Patient RecordNews First round of the formal training has been completed at St. Mary’s From September 3rd to 23rd, all staff using MEDITECH at St. Mary’s were introduced to the new ePR system during the training sessions. Learning new functionalities, running patient scenarios, looking for a KGH patient chart were all part of the ePR training sessions. The length of the training and the components taught were tailored to staff roles within the organization. As not everyone learns at the same pace and after hearing feedback from staff about wanting to get more exposure to the system, the ePR team has been offering additional training opportunities over the past few weeks. Staff at St. Mary’s are now saying they are feeling more prepared to go-live. All devices are now set up to allow staff to practice on the ePR TRAIN system. “Practice scenarios” for the ePR Train system and new materials to support staff learning are now acessible on the intranet page. Champions are also on the unit to offer some training “refreshers” to staff to help them keep their knowledge active. It will be a learning curve once the system is live. It takes an average of two nursing shifts for nurses to feel more at ease using the everyday functionality of the system, and a couple of weeks feeling fully functional on every aspect of the system. The ePR team will be there to support you during the transition.
If you have to use a certain functionality you are not comfortable with, ask for a champion’s help to guide you through the process. They have more experience with the system and can help you with more difficult functionalities. Photos credit: Curtis and Becky from Volunteer Department
Providence Care____________________________________________________________________________________________________________________
e Patient RecordNews Onsite to fight the last glitches During September 24th to September 26th, QuadraMed team, our system vendor, was on site to make the final adjustments to our ePR system. The ePR team and QuadraMed team members gathered together to look at two distinctive categories of issue; the process issues and the system/software issues. Every unresolved issues in both categories were investigated in depth during these three days. QuadraMed staff were on site working side by side with the ePR team to facilitate the understanding of some issues through demonstrations and to allow key stakeholders to participate in the problem solving. Going through some issues was easier with every player at the same place at the same time. This collaborative work was essential to ensure we met the new milestone with a safe system.
Huddles
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Following the announcement of the Milestone 1 go-live date, we received a lot of great questions. Here some highlights: • All new devices have been deployed on the inpatient units at St. Mary’s to allow staff to practice on the ePR TRAIN system. • The procedures for “downtime” when our new ePR is in place are being finalized, and will be made available to all staff before go-live at St. Mary’s.
Keep an eye open, demonstrations are underway You may have noticed some ePR team members going around on units. You may also have received invitations to attend demonstration sessions at SMOL. The ePR team is taking advantage of the extension to the go-live date to be more present on the units and provide additional training. We have learned from our experience training staff at St. Mary’s and listened to staff recommendations to increase exposure to the ePR system before it is launched. Keep an eye open for the next opportunity to practice on the new system! You can always log in to the training system through ePR TRAIN system icon at any time to practice scenarios. All scenarios are accessible on our webpage.
• Your ID will remain the same. If you are not currently using your ID and password in KGH PCS (also known as Mysis), you may need to change your password when you log into our system in October. Read the Q&A posted in your department and on the ePR intranet page for more details. Don’t forget, questions and feedback are always welcome!
Providence Care____________________________________________________________________________________________________________________
e Patient RecordNews The PCS Clinical Desktop icon will be replaced with our ePR system icon Our ePR system will be fully integrated with the KGH/HDH one, but uniquely identified with our own logo to avoid confusion with the previous access some users had to the KGH PCS system. Once your account settings have been changed, logging in to either the PCS icon or the ePR system icon will give you the same access. The PCS icon will be removed from the Providence Care computers over the next few weeks. All access to patient information for both KGH/HDH and Providence Care will be through our ePR system icon. Your ePR access screen (desktop) will look different, but you will have the same access as you had previously.
PCS Clinical Desktop
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ePR System
Before we go-live, we will be gradually converting active KGH PCS (“Mysis”) accounts in the ePR system. Staff who currently access KGH/HDH information through the PCS icon can continue to do so using the ePR system icon and go to PC/KH- All Chart Review icon on their main level desktop. Do not use Patient Search until we go-live with Providence Care ePR system as this will search for Providence Care registered patients/clients/residents.
What the ePR team is working on Before we launch the ePR system, key pieces need to be put in place. The ePR team are focusing their efforts on: • Resolving the last Pharmacy issues • Finalizing the Downtown procedures which will be communicated shortly • Converting the inpatient and outpatient records in the ePR system • Finalizing the Sustainability plan • Scheduling the data conversion for the Laboratory, Radiology, active orders and Pharmacy to the ePR system • Planning the Milestone 2 go-live schedule • Training of the champions and staff impacted by Milestone 2
Did you know? Glucometer and urinalysis testing are considered like Point-of-care testing done at the patient’s bedside.
Contact Us ePatient News is designed and produced by the Providence Care Communications Department in association with the Providence Care ePatient Record Project Team and Decision Support Department. If you would like to suggest a topic for us to cover or you have questions about the ePatient Record, please send us an email at ePR@providencecare.ca
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