By Kerry Barker, RN BSN | Sep 9, 2022
I have consulted with several healthcare organizations as they navigate big changes: transitioning from one EHR platform to another, merging or partnering with other hospitals to expand their health system, bringing up new service lines, clinics and partners. The ripple effect of these changes often means changes in healthcare technology, staffing and IT investment.
Much planning and preparation goes into go-live so it’s essential to discuss changes and events you’ll encounter before, during and after go-live.
Cutover: The day before go-live
Let’s talk about cutover planning. Cutover is usually the day before the go-live. This is also when we get the production system ready for our go-live day by ensuring that basic patient data is available for staff when we “turn on” the system for our end users.
Cutover day checklist
When you are moving from another EHR into the Epic system, a number of things need to occur on cutover day:
Questions to help determine essential data for EHR cutover
The first decision that needs to be made is what essential information should be entered into the EHR. A number of factors go into this decision:
For example, I need to have a patient admitted into Epic before I can place orders. Then I need to have allergies and height/weight entered before medication orders are entered due to many med orders being based on height/weight. But, you will still need to decide what’s next. Are you going to have pharmacists enter all medication orders or are you having a group of physicians enter in orders? Is nursing going to be entering in orders?
Make time for a cutover “dry run”
Epic does provide some great tools in Galaxy™ to help you map out how many people are needed based on the time it takes for entry of orders and complete admissions. I recommend scheduling some dry runs of your cutover. This experience will give you great information and help you figure out some of the hurdles that you will hit when running your cutover.
Dry run checklist
While there is a lot to do for an Epic go-live, good planning can greatly reduce anxiety and prepare your staff for this transition. If you are in the midst of technology changes, we have resources and advisory services here to help. Contact us to get started and learn more.
Epic Consulting Analyst, CereCore
Epic Consulting Analyst, CereCore
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