A Successful Integration of Certified Resources and Data Conversion
Huntzinger Management Group General Overview
Huntzinger Management Group specializes in transforming healthcare challenges into impactful strategies and outcomes. With a team of experienced healthcare executives, clinicians, and technologists, supported by Huntzinger Advisors, Huntzinger delivers comprehensive healthcare advisory and consulting services. Committed to driving higher-quality care, reducing healthcare costs, and enhancing patient satisfaction, Huntzinger empowers organizations to navigate complex healthcare landscapes with strategic expertise and measurable results. Recognized as a “Best in KLAS” organization, Huntzinger sets the standard in HIT leadership.
Valley Health General Overview
Valley Health is a not-for-profit health system based in Winchester, VA, serving the Northern Shenandoah Valley of Virginia, the Eastern Panhandle and Potomac Highlands of West Virginia, and Western Maryland.
The Valley Health network includes six hospitals, more than 70 medical practices and Urgent Care centers, outpatient rehabilitation clinics, medical transport, long-term care and home health.
As a healthcare provider, employer and community partner, Valley Health is committed to improving the health of
the region.
Client since: 2021
Number of Beds: ~650
Services Provided: Advisory, Consulting, Management Information Services
Introduction
In the rapidly evolving healthcare industry, managing and integrating vast amounts of patient data efficiently is a paramount challenge. To address this, our client, a leading healthcare provider, embarked on the ambitious project of implementing a comprehensive Epic system. This case study details the journey, strategies, and outcomes of this implementation, highlighting the role of certified resources and data conversion experts.
Project Overview
The project was initiated under a single Statement of Work (SOW) and was aimed at streamlining healthcare operations, improving patient care, and ensuring seamless data management. The initiative involved deploying a variety of specialized resources with expertise in different facets of the Epic system.
Program Leadership
Huntzinger led contract negotiations with Epic on behalf of Valley Health and developed the project timeline, budget and staffing plans. To support the project, a team of full time and part time resources were deployed to Program Manage the initiative and manage the various segments of the project including Inpatient, Ambulatory, Ancillaries, Diagnostic, Revenue Cycle, Registration and Scheduling, Integration and Data Conversion, Activation and Cutover, and Training.
Resource Allocation
To ensure the project’s success, a diverse team of certified professionals was assembled. The allocation of resources included:
- Certified Epic Analysts: These professionals brought extensive knowledge and certification in Epic systems, ensuring best practices and optimal utilization of the software.
- Certified and Principal Trainers: This group was responsible for training the healthcare staff, ensuring they were proficient in using the new system effectively and confidently.
- MD Physician Trainers: Given the critical role of physicians, dedicated trainers with medical degrees were included to provide targeted training and support, ensuring that the system met the specific needs of medical professionals.
Data Conversion and Integration
A critical aspect of this project was the data conversion and integration process. This phase involved:
- Data Conversion Analysts: These experts were tasked with migrating existing patient data into the new Epic system, ensuring data integrity and accuracy throughout the process.
- Interface Analysts: Their role was to develop and manage interfaces between the Epic system and other existing systems, enabling seamless data flow and integration.
- Report Writers/BI: These professionals focused on creating custom reports and business intelligence tools to provide actionable insights and support decision-making.
Onbase Resources
In addition to the Epic-specific resources, the project also included Onbase resources to manage document management and imaging needs:
- Onbase Resources: These individuals were responsible for implementing and maintaining the Onbase system, ensuring it complemented the Epic system and enhanced overall data management capabilities.
Implementation Strategy
The implementation strategy was meticulously planned to minimize disruptions and maximize efficiency. Key steps included:
Phase 1: Planning and Assessment
The first phase involved comprehensive planning and assessment. The team conducted a thorough analysis of the existing systems, identified potential challenges, and developed a detailed project plan. This phase also included stakeholder engagement to ensure alignment and buy-in from all parties involved.
Scope
- Create an optimized Epic environment unique to Valley Health hosted at Epic
- Separate Regional Connect environment from host Hospital
- Establish independent Epic environment
- Upgrade 15 subsystems
- Implement new modules Beaker, Dorothy and Cupid
- Develop and implement key optimizations for clinician satisfaction
Approach
- Provided overall planning, established governance, developed success criteria, and executed the program
- Negotiated Epic Licensing, implementation and hosting agreements
- Managed legacy environment during 18 month conversion to keep systems in sync and compliant
- Budget management for entire $50 million project
- Staffed project leadership team and all other resources required
- Managed infrastructure upgrades and device deployment
- Tracked all third-party contracts requiring addendums and execution
***Program was on time, under budget and considered a great success by the client***
Huntzinger provided the following resources:
- Program Leadership
- Program director
- Project managers
- Project coordinator
- Executive/clinical physician
- Project advisor/auditor
- Epic resources
- Certified Epic analysts
- Certified principal trainers
- MD physician trainers
- Data conversion and integration resources
- Data conversion analysts
- Interface analysts
- Report writers/BI
- Onbase resources
Phase 2: Training and Preparation
Training was a cornerstone of the implementation strategy. Certified trainers conducted extensive training sessions for healthcare staff, ensuring they were well-prepared to use the new system. This phase also involved setting up testing environments and conducting pilot runs to identify and address any issues before full-scale deployment.
Phase 3: Data Conversion and Integration
This phase focused on migrating existing data into the new Epic system. Data conversion analysts meticulously transferred data, ensuring accuracy and integrity. Interface analysts worked on integrating the Epic system with other systems, ensuring seamless data flow.
Phase 4: Go-Live and Support
The final phase was the go-live event. The team provided on-site support to address any issues quickly and ensure a smooth transition. Post-implementation support included ongoing training, system optimization, and performance monitoring.
Challenges and Solutions
Challenge 1: Data Integrity
One of the primary challenges was ensuring the accuracy and integrity of data during the conversion process. The team employed rigorous validation techniques and conducted multiple rounds of testing to ensure data fidelity.
Challenge 2: User Adoption
Ensuring that healthcare staff were comfortable and proficient with the new system was another significant challenge. The solution lay in extensive training and continuous support. The involvement of MD physician trainers was particularly beneficial in addressing the specific needs of medical professionals.
Challenge 3: System Integration
Integrating the Epic system with existing systems posed technical challenges. Interface analysts played a crucial role in developing robust interfaces and ensuring seamless data exchange. Custom reports and BI tools further enhanced integration and provided valuable insights.
Outcomes and Benefits
The successful implementation of the Epic system resulted in numerous benefits for the healthcare provider:
- Improved Patient Care: With streamlined data management and enhanced access to patient information, healthcare providers could deliver more efficient and accurate care.
- Operational Efficiency: The integration of various systems and the automation of processes led to significant improvements in operational efficiency.
- Enhanced Decision-Making: Custom reports and BI tools provided actionable insights, supporting data-driven decision-making.
- User Satisfaction: Extensive training and support led to high user satisfaction and confidence in using the new system.
Conclusion
The implementation of the Epic system was a complex and challenging project that required meticulous planning, diverse expertise, and extensive collaboration. The successful deployment has transformed the healthcare provider’s operations, improved patient care, and positioned them for future success. This case study demonstrates the importance of a comprehensive implementation strategy, robust training programs, and continuous support in achieving successful outcomes in healthcare IT projects.