2. 2
Agenda
• Roles and Responsibilities
• Project Scope Discussion
• Work Plan Review
• Training Plan
• Go-Live Event
• Post-live support
• Key Takeaways / Setting Expectations
• Next Steps / Wrap-Up
3. 3
Roles and Responsibilities
There is an expansive team dedicated to ensuring practices have a positive
go-live experience. To avoid confusion, we encourage practice to direct any
questions to:
OCC
Project Manager
Pete Fagot
Email: pete_fagot@dell.com
Phone: (985) 400-9255
Ochsner Kenner
Community Liaison
Nancy St. Germain
Email: nstgermain@ochsner.org
Mobile: (504) 909-1592
4. 4
Chris Belmont
Sys VP / CIO
Ben Frank
Sys VP ACO
Dave Singer
Director, OCC
Chad Jones
AVP, Epic Director
Ochsner
Carrolton
Roles Key
Patrick Cresson
Director, Affiliates
Community
Connect Team:
Sarah Piehet
Ambulatory, OCC
Kevin Harrell
Cadence OCC
Penny White
Trainer, OCC
Mahwish Nasir
Billing, OCC
Amanda Barrios
Trainer, OCC
Ben Childress
Trainer, OCC
Daniel Mendelson
Trainer, OCC
OCC Support Team
Carrollton Tech
Tom McGee
Pete Fagot
Senior Project Mgr
Community Liaison
TBD
Billing, OCC
Michael Becker
Ambulatory, OCC
Heidi Gurtner
Cadence, OCC
Elizabeth Turner
Nancy Kooperman
Julie Smith
Keyven Lewis
OCC HelpDesk
Team
Management Service
Organization
Allison Atkinson
Account Manager
5. 5
Project Scope
• Detailed document attached that outlines entire project and what is IN and
OUT of scope
• Key Items to consider:
– Interfaces
– Hardware / Support
– 3rd Party
6. 6
Work Plan Review
• Comprehensive work plan review included in packet and will be reviewed
with designated project coordinator.
• Work-plan includes detail project time-line with associated milestones and
pre-requisites.
• Key Project Milestones:
– Hardware Ordering
– Clinical Requirements Gathering
– Training
– Go-Live
7. 7
HARDWARE AND EPIC IMPLEMENTATION
-1 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14
CONTRACT
SIGNED &
HARWARE
ORDERED
CATALYST &
GAP
ANALYSIS
TRAININ G & SUPPORT
PLANNING
MIGRATION
&
INTEGRATE
D TESTING
E-LEARNING & TRAINING GO-LIVE
SUPPORT
BUILDING & UNIT TESTING ABSTRACT &
CONV.
DRESS
REHEARSAL
HARDWARE PREPARATION & DELIVERY HARDWARE INSTALL & TEST
IMPLEMENTATION ELEMENT VARIATION MIN MAX
CATALYST & GAP ANALYSIS (REQUIREMENTS GATHERING) 2 4
TRAINING & SUPPORT PLANNING 3 4
BUILD & UNIT TESTING 4 6
HARDWARE PREPARATION & DELIVERY 5 8
MIGRATION & INTEGRATED TESTING 1 3
E-LEARNING & TRAINING 4 5
ABSTRACTS & CONVERSIONS 0 2
HARDWARE INSTALL & TEST 1 4
DRESS REHEARSAL 1 1
GO LIVE SUPPORT 1 2
TImeline
8. 8
Week Date Orleans Cardiovascular Ochsner Community Connect
1
Catalyst Survey completed &
Schedule Workflow analysis
Work cannot begin until catalyst survey is
complete
2 Actively participate in Workflow analysis
Conduct Workflow analysis with office manager
and designated employees
3 to 5
Begin planning for go-live by reducing provider
schedule for go-live and preparing for training
Custom Epic build
6 Schedule time for Gap Analysis Application Testing
7 & 8 Staff participates in eLearning Integrated Testing
9 Appointment Conversion Hardware Installation
10 Abstraction Conduct Training
11 Classroom training Dress Rehearsal
12 GO LIVE (Fill In Date)! On-Site Go-Live support
13 On-Site Go-Live support
14 Transition to Help Desk for support
Custom Timeline
9. 9
Training Overview
• You will have robust “at-the-elbow” support after go-live from Epic specialists
and support staff.
• Our team deploys several strategies in order to ensure your physicians and
staff are exposed to and best learn the new system.
– Access to play environment (“PLY”)
– E-Learning
– Role-based, instructor-led training
– Appointment Conversion
– Clinical Abstraction
10. 10
Go-Live
• On the day before your scheduled LIVE, we
will perform a “Dress Rehearsal” in the
evening after the clinic is closed.
– Ensure printers are working properly
– All appointments are converted
– Double-check passwords/security issues
• Schedules should be reduced by 50% the
week of go-live and reduced by 25% the
second week.
• We will provide your clinic with signage to let
your patients know about the new system.
11. 11
Support – HelpDesk
Basic
• “My
password
does not
work”
Advanced
• “How do I
link an
order with a
test?”
Programmatic
• “I need a
smart set
created for
my elderly
patients.”
•“At the Elbow” training will be on-site for 2 weeks
• After 2 weeks, we transition to 24/7/365 Help Desk for all your
support needs.
•Hold meeting to ensure all outstanding issues are handled
are properly transitioned to Help Desk
• Help Desk uses 3-tier system to ensure they answer the phone
quickly and handle issues effectively.
12. 12
Key Takeaways / Expectations
• There WILL be pain – it is inevitable.
• BUT, our dedicated team of builders and trainers are here to
walk you through the entire process.
• Good install requires engagement from everyone – not just a
couple super-users.
• The more you embrace the technology, the faster you will learn.
• Regular communication is key to successful install for your
practice.
13. 13
Next Steps
• Formal Kickoff Meeting (within next week or two)
• Complete Data Gathering (Catalyst)
• Detail Review of Work Plan
• Agree upon communication strategy
• Recommendation:
• Weekly email status report
• Bi-weekly status call (weekly for first month)
• Monthly in-person status meeting
• Communicate, Communicate, Communicate
