Epic

Frequently Asked Questions (FAQs) for Providers

1. What can I expect in November 2008?

In November, you can expect the following changes:

• Unity will be replaced with the new Epic software that provides better information in an easier to access format.
• All physicians will be required to use an electronic signature to "sign" their transcribed documents. (For more on transcription, see question #3.)
• You will notice a thinner, more organized paper chart. The paper chart will continue to have your handwritten progress notes and orders.
  

2. Do I need training for this?

Yes. This system is a new medical tool used to care for our patients. You need to be able to access and navigate the system appropriately in order to provide the quality care you and your patients expect.

• The majority of medical staff will need 2-4 hours of Epic training by October 31. Cardiologists will require additional training for specialized software.
• Some of the training will be completed online; however, the majority of it will be hands-on during a scheduled class. Your Epic Guide will help you register for your courses. These activities have been approved for CME credit. (AMA PRA Category 1 Credit.)

In November 2008 you will continue to dictate all documents as you are presently doing.

• With the Phase One implementation in November, you will have two choices to edit dictation:
• You may continue the current process of reading the transcribed document and re-dictating your changes. Once you are satisfied with the changes, you must use your electronic signature to approve it.
• Or, you may use the keyboard to make changes to your own dictation. When you are finished, you will save the document and apply your electronic signature.
• Please note, the electronic signature should only be applied to your final approved document; not documents that need additional editing.
• The following year, (fall of 2009) physicians will have the option to directly enter notes in Epic via typing and templates.

The medical center is committed to having enough computers so that no one has to wait to do their work. New hardware is arriving each week.

In the coming weeks, more computers will be added. Tablet PCs and additional workstations on wheels will be available in the units. Some patient rooms will have computers in them. Three additional computers will be added to the physician lounge.

5. Can I access Epic from home or office?

Yes. Epic is web-based so it can be accessed by via computer with an internet connection. Physicians will sign on securely to allow access into KDMC's portal and then log on to Epic.

6. When can I get Epic software for my office?

Epic's electronic medical record (EMR) for community physician offices will begin rolling out during late spring of 2009.

It is important not to confuse the office-based EMR with what is rolling out in November. In November, you will have the free Epic web-based access (called Hyperspace) that you use via the internet. This replaces the Unity software that allows you to access patient information and test results. Next year, you will have the option to purchase an additional Epic portal for office practice management. You can use this for your patient's electronic health record, billing and scheduling. As this is part of your private practice managment, the law requires that you purchase this access.

A final cost has not yet been determined; however, it is clear that it will be significantly less expensive than most office-based software currently available. We know this information is important to you; therefore, we hope to provide more details soon.

7. If I already have an EMR in my office, will it interface or work with Epic in the medical center?

We will be happy to help you evaluate this, but information from other hospitals and physician offices who have launched Epic indicate that it is highly unlikely that they will interface.

8. What will be my log-in to Epic?

For security purposes, Epic requires an 8-digit log-in identification. For private practice physicians, this will be your 6-digit doctor number currently assigned by KDMC (not your KY license number), plus two zeros at the end. Physicians employed by KDMC will use their 8-digit employee identification number.

Your log-in information will be given to you at the completion of your first classroom training session. For security reasons, you will need to sign an acknowledgment that you received this information. You will be able to change your password once Epic goes live.

For your convenience, KDMC will issue you a new ID badge that will have log-in instructions printed on them.

If you lose your ID badge, please contact Medical Affairs to obtain log-in information and assist you with getting a new badge. However, if you have changed your password, Medical Affairs will not have this information. You can acquire this information by calling the Command Center at ext. 3742 (EPIC).

The Unity system will no longer be supported by Siemens after December 2008. This forces KDMC and all other organizations using Unity to replace this software by the end of 2008. The Epic system, which is the replacement, is a leading, state-of-the-art system that will allow us to computerize our patient documentation.

Three training rooms are located on the ground floor of the Heart and Vascular Center. These rooms are listed as:

• HVC 7 & 8
• HVC 10 & 11
• HVC 12 & 13

Three training rooms are also located on the 4th floor of the Center for Advanced Care building (in the old cath lab area) and are listed as:

• CAC1
• CAC2
• CAC3