ePR News V1, I15 (January 3, 2014)

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Patient Record

“The right information to the right people, at the right time.”

January 3rd, 2014, Volume 1, Issue 15

We are nearing go-live at MHS, PM and all remainning Community Programs

Since the beginning of the project, Providence Care is thankful for the tremendous work accomplished and the devotion of everyone to make this project a success. As we are nearing the last implementation date for the new ePR system, Providence Care is proud of the accomplishments achieved this year. All sites will be utilizing the ePR system, connecting our patients and clients to KGH/HDH database. This significant change will better the way we deliver care and will create the first stage of interconnectivity between Kingston health care facilities.

As we are looking to the future, Providence Care is confident that we will keep increasing the quality of life of our patients, clients and their families always keeping in mind our Mission and Values.

The ePR system will be turned on at 7 a.m., dates varying by location: • Providence Manor will be going live with the Registration components of the ePR system by January 6th.

• Mental Health Services inpatient units are planned to go-live on January 14th.

• Community teams are getting ready to implement the ePR system in January.

Have you been trained yet?

Are you a new employee? Are you back from a leave? Have you missed the training sessions?

If you are answering “yes” to any of the following questions, you should talk to your manager to see if you need to receive training on the ePR system.

If you do, you can contact Learning and Leadership Services to schedule your training session. Our Providence Care educators have all received the “train the trainer” training and are ready to share their knowledge on the ePR system with staff, no matter which role they have within the organization.

THANK YOU

IN APPRECIATION OF YOUR CONTRIBUTION AND WORK TOWARD the ePR PROJECT

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews What is an ePR roll?

Ever wonder why, after December 2nd, some functionalities had slightly changed and some glitches were no longer visible in the ePR system?

The answer is simple: a roll from the Development environment to the live one was completed that day. All the new functionality and fixes were activated in the live system.

The ePR team has been working in parallel with QuadraMed user support to fix and develop the ePR system for Milestone 2. The roll allowed all the more complex build, tweaks and changes done in the coding to transfer from the development part of the system to the live environement of the ePR system.

A downtime was planned during the night of December 2nd to allow the system to safely roll the changes to the live system without impacting the end users.

How to request a change in the ePR system?

Now that we are live at St.Mary’s, a new robust change control process has been put in place where major changes to the ePR system need to be discussed, agreed to, resourced and planned accordingly before being made available in the ePR system.

Once a change is approved, the ePR team has to put the change into the DEV system in order to fully test it before rolling it to the live system based on a quarterly roll process. Even a small change can have a great impact on other areas of the system or other departments so all impacts are assessed prior to making the change. It will mean that once the change is approved, there will be a time laps before it is available in the “live” environment for staff to use.

Vigorous testing is required and balancing change requests with maintenance requests will be challenging as we move forward and it will be important that any requests for changes be forwarded to the Helpdesk.

ePR True or False Nursing Quiz During the month of December, Janice Sochasky and Heather Frost from the ePR team went around the SMOL and MHS inpatient units to challenge nurses to take the ePR True or False Nursing Quiz. The questions were all from the changes done since the go-live date at SMOL. It included improvements done to the system with the ePR roll, some processes enhancements, etc.

Future milestones Once the ePR system is fully implemented across the organization after MHS, PM and all remaining Community Programs are brought up in January, our ePR team will be focusing on expanding the use of the system and implementing additional requested changes.

With the next major milestones, more and more documentation will be gathered directly in the ePR system.

Inpatient nursing documentation will be made electronic, inpatient physicians will enter progress notes directly in the system, and much more!

The system was envisioned to be scalable and adapt to future needs.

Providence Care is committed to the journey of continuously improving the way we deliver care. The journey is not over as we are walking the Milestone one by one.

Future Milestones 2014

A lot of nurses took up the challenge to answer the quiz. From all the correctly answered quizzes, Huong Nguyen, Helena Snider, Karen O’Neil and Joyce MacDonald from SMOL, and Liz Wensing, Lesley Furter, Jennifer Johnson and Paddi Sinclair from MHS were drawn and won a $10 Tim Card!

Congratulations to the winners!

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews ePR tools The ePR training for all Providence Care staff has ended. Staff have left the training room geared up with their Training Manuals, their Scenarios to practice outside of the training room and other useful tools. But once the training is over, the real learning starts with interacting with the ePR system.

To facilitate the adoption of information, the ePR team has put together many different tools to help staff in their everyday work. They have created step-by-step flip cards, shortcuts and date/time cards, brochures, etc. They are all accessible on the ePR intranet page, along with all the Training Manuals and Scenarios.

If you need any copies of any tools, please send an email to epr@providencecare.ca with the name of the tool and the desired number of copies.

Shortcut Keys and Date/Time Format Card

eMAR Quick Tips

Nursing Specimen Collection

SMOL After Hours Specimen Collection

ePR Troubleshooting Guide

Blood Bank

Inpatient Nursing Brochure Physician Quick References

Inpatient Allied Health Brochure

Patient Registration for Nursing Emerald Workload Cards

Transfer to KGH

Options for Cancelling a Medication Administration

MHS After Hours Specimen Collection

After Hours and Weekend Registration for Nursing

ePR training videos and WebEx videos are available from a shared folder for any Providence Care staff.

Simply COPY and PASTE the following link into a navigation bar: \\pcccsvr88\tutorials$ .

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews ePR Support for Milestone 2 Milestone 2 is at our door step, and ePR champions are getting ready to help staff navigate in the ePR system. They are the first people to reach out to, before calling the Helpdesk. They will be on the unit to support you and guide you through the more difficult functionality. Never hesitate to ask for a Champion’s help, they will do their best to answer questions.

If your problem is more complex and has a direct impact on the system, or you cannot locate a champion, you can call the Helpdesk at any time at 613-546-7222, extension 2550.

For MHS go-live, a Command Centre will be set up for two weeks starting at 5:00 am on the go-live day. It will be located on site to resolve all system issues and challenges that are expected with a project of this size. They will also provide support at any time of the day, even during night shift. The daily ePR Debriefings will be hosted at the Command Centre for the same length of time, allowing front line staff to exchange information with the ePR team. Near the end of the second week the team along with the front line staff and managers will determine if the debriefings need to continue for longer.

Did you know... ...that the ePR Patient Record number is different than the MEDITECH number? The MEDITECH number always began with a prefix H for Providence Manor, M for St.Mary’s and K for Mental Health Services. In the new system, a prefix will not be required and the number itself will be a new number assigned by the system. The number will be called a Medical Record Number (MRN).

Look for this ePal logo on your work computers in case of power outage!

This logo identifies all computers connected to an emergency backup power generator.

For all SMOL inpatient, outpatient and Community Allied Health staff members impacted by Milestone 1 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

Twitter – Follow @Providence_Care YouTube – http://www.youtube.com/user/ProvidenceCareCA Facebook – ‘Like Us’ at https://www.facebook.com/ProvidenceCareCA This material is available in French and accessible formats upon request to the Communications Department.

Cet outil est disponible en français ou en support accessible sur demande au Service des communications.