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EpicCare Community Connection

On October 26, 2013, the Providence hospitals in Eastern Washington will transition to the Epic Electronic Health Record (EHR), creating a single medical record for each patient across all care settings.

Over the past 12 months, Providence Health Care hospitals and clinics went live on the Epic Electronic Health Record (EHR).

The Epic system creates a single medical record for each patient across all care settings, to support Providence’s goals of creating a connected experience for our patients and consistent workflows for our caregivers.

Meaningful Use

Meaningful Use; How Can You Help?

The four tenets of Meaningful Use are patient engagement, quality, care coordination and population health. Sound familiar? Meaningful Use aligns perfectly with Providence’s strategic plan and core values.

On July 1, most of our Meaningful Use-eligible providers, in hospitals and clinics, began the reporting period in which we are measured on how well we document patient care in Epic. Meeting the objectives is important because it is a measurement of how well we are communicating with patients, but also because it directly impacts our budget and our ability to continue to care for all patients who come to us.

The Meaningful Use incentives in 2014 could reach $47 million system-wide, and $ 3.7 million for Providence Health Care in Spokane and Stevens counties. In addition, there are penalties that will be imposed on Medicare receipts for providers not meeting Meaningful Use in 2014.

Ways You Can Help

As a hospital provider, continue to focus on Transitions of Care and MyChart signup:

  • Allergies: review allergies with patient and “Mark as reviewed.”
  • PTA medications list: review prior to arrival (PTA) medication list, choose “Provider review complete” from dropdown list and “save changes.”
  • Problem List: review, add, edit, and check hospital problems on problem list and “Mark as reviewed.”
  • Prescriptions: When possible, send prescriptions electronically to the patient’s pharmacy, rather than printing.
  • Discharge: Designate a follow-up provider in “Discharge Navigator.”
  • MyChart Encourage your patients to sign up for MyChart before they leave the hospital.

As a provider in the ambulatory setting, continue to sign up patients for MyChart while they are in the office.

And in every setting, support your managers and directors who have been tasked with watching the data and looking for opportunities to improve our Meaningful Use indicators.

Success requires teamwork, and everyone’s efforts are paying off. For example, in the first week of the reporting period, July 1-7, Holy Family Hospital has seen improvement in its Transitions of Care and Electronic Prescription measurements.

We know that Meaningful Use is the right thing to do for our patients. It also enables us to continue our Mission of providing care to the most vulnerable in our communities.

Information / Support

Epic Optimization

Relief, Evolution and Transformation

Epic use is an integral part of our workflows at Providence Health Care hospitals and clinics. We are in the Optimization phase where we are addressing lessons learned and issues identified since go-live and making continual improvements in patient care, safety and functionality. An Epic Clinical Optimization team (ECO) helps drive this work with input from our physicians and caregivers.

Every several months, the team is releasing updates to the Providence build of Epic.

In February 2015, an upgrade is planned to Epic. Governance teams from across Providence have approved more than 300 changes for the upgrade. These improvements will help patients move across the Providence care continuum quicker and they will ease the way of providers and caregivers by making the system simpler and more efficient to use.

Read more under the “Clinical Updates” tab.

Support Continues for Credentialed Providers

Please bring forward specific issues and pain points to your local or regional medical leadership, manager or our informatics support staff; doing so is a key step to address issues.

Spokane County

  • For inpatient support at Providence Sacred Heart Medical Center and Sacred Heart Children’s Hospital, call Ext. 42273 (4-CARE) or 509-474-CARE.
  • After hours if urgent, identify the request as such and informatics support will be paged and respond ASAP. If you’ve not had a return call in 30 minutes, please call again.
  • Informatics has a new remote desktop tool to remote into your EPIC session on the hospital computer to speed their response. You will need to provide them with the “PC Name” or IP Address (look at the Computer Desktop Screen in the right lower corner).
  • For 24/7 inpatient support at Providence Holy Family Hospital, call 509-724-7655.
  • For 24/7 outpatient support for Providence providers, call 509-385-6001.

Stevens County

  • For support at Mt. Carmel Hospital and St. Joseph’s Hospital, please call ext. 20,000 in the hospital; outside of the hospital call the Providence Service Desk at 800-635-9295.
  • For 24/7 outpatient support for Providence providers, call Kim Crawford at (w) 509-685-5885, (c) 509-690-0915 or via LYNC or 509-385-6001 (Spokane).

Tips and Tricks for Inpatient Providers

Frequently-used Tips and Tricks (you must be logged in to the Providence Network to access this site):

A downloadable list of Tips and Tricks is also available; see the link on the right side of this page.

Clinical Updates

February 2015 Epic upgrade

In February 2015, an upgrade is planned to Epic. Governance teams from across Providence have approved more than 300 changes for the upgrade. These improvements will help patients move across the Providence care continuum quicker and they will ease the way of providers and caregivers by making the system simpler and more efficient to use.

This upgrade will not have the same level of impact as the original Epic implementation in October 2013. Most Providence regions will go-live with the upgrade at the same time.

Web-based training for the upgrade will be available in January 2015. The time commitment will be approximately two hours based on your role.

Providers can get training in these ways:

  1. Optional Provider Optimization Workshops (POWs).
  2. Online training.
  3. Tip sheets with playground practice.
  4. Any combination
    • - There will be a Provider Engagement Center (PEC) at Sacred Heart Medical Center and a virtual PEC at the other campuses for ambulatory providers.
    • - We will offer labs post go-live in the PEC or at other venues so providers can set their order set defaults and clean up their preference lists.

Epic Clinical Optimization Updates

Every several months, the Epic Clinical Optimization (ECO) team releases updates to the Providence build of Epic. Some of these changes are critical fixes identified by end users and analysts during the acute and ambulatory deployment.

Clinical changes to the Providence build have been approved through various groups, including Clinical Advancement Teams, the Interdisciplinary Collaboration Workgroup and others as appropriate.

Epic Clinical Optimization (ECO) Updates —September 30

Epic Clinical Optimization (ECO) Updates —July 22

Epic Clinical Optimization (ECO) Updates ;—June 9

Epic Clinical Optimization (ECO) Updates —May 6

Dragon Dictation / EpicCare Link

Dragon Dictation

Dragon training available now for Hospital and PMG Clinic Providers

Dragon dictation training is now occurring for providers who have completed their Epic training. Dragon use is voluntary. With Dragon, providers dictate directly into the Epic notes windows. Most users will find this tool can significantly improve the quality of their documentation in Epic while decreasing the time spent on documentation.

Hospital and PMG providers who choose to use Dragon will need to complete two classes; each instructor-led course is two hours long. Registration is required.

One-to-One At the Elbow Dragon Support is also available by appointment by calling: 474-CARE (2273).

EpicCare Link

For non-credentialed providers and all office staff

EpicCare Link is the web-based portal that providers, office staff, rural hospitals and select community agencies will use to access information stored in the Providence Epic electronic health record. It provides read-only access to Epic.

EpicCare Link training requirements

There is a separate onboarding process and webinar schedule for non-credentialed providers and referring clinic staff needing to access EpicCare Link. The webinar will take approximately an hour to complete.

EpicCare Link webinar information

We are hosting a series of webinars to introduce new users to Providence’s online portal for community providers and their staff.  During each one-hour session we will provide an orientation to EpicCare Link and its resources and answer questions users have about this new and exciting tool. You are encouraged to attend and learn about what this powerful tool can do to help you and your practice stay connected to your patients.

  • See Webinar Dates and Times 

How to access EpicCare Link

  1. Launch the EpicCare Link site using the following web address: https://carelinkwa.providence.org/EpicCareLink/common/epic_login.asp.
  2. Click on the “First Time User, Click Here” and log in using the Providence network log in information provided to you.
  3. Change your password and then re-launch EpicCare Link site entering in your Providence network username and changed password.

For EpicCare Link questions and support, contact Heidi Brown at (509) 474-5387 or send Heidi an email.