The utmbconnect project will conduct its official Fully Connected Go-Live on April 6, 2013. Two previous “soft” go-live events have already occurred:
Provider Charging & Coding (February 2, 2013)
Appointment & Pre-Registration Conversion (March 15, 2013)
The utmbconnect project team is currently wrapping up preparations to get the system ready for this fully connected go-live, and is focused on making sure the transition is as smooth as possible.
On the evening of April 5, at midnight, the Epic system will be down for an estimated minimum 12-hour time period, pending any unforeseen difficulties. The project team has practiced this transition with several “mock” go-lives and is well prepared. All areas should prepare for this downtime by ensuring their teams are familiar with Epic downtime procedures. Invision will be available in a “view only” mode during this time.
It is anticipated that end-users may have questions or need assistance with the system once it is live. Therefore, as with the prior two go-live events, project team members will be staffing a Change Center on the first floor of the Administration Building on campus (please contact the Change Center by calling 409-772-5200, option 4).
Please be aware that call volumes are expected to be high during this go-live. A process for prioritization will be in place and issues will be handled according to their impact to the April 6 Fully Connected Go-Live. The team will address issues as quickly as possible.
In addition to having a helping hand just a phone call away, units and clinics will also be staffed with knowledgeable project team members, who will visit sites in rounds. A large group of representatives from Epic will also be on-site to help with the transition. You will be able to identify all of these individuals by their utmbconnect “C” buttons. They will be highly visible and available to assist with questions, documenting issues, or directing your questions to the right person if they don’t have the answer.
Some individuals may be involved in activities post go-live. For example, project executive leadership will participate in daily calls to discuss major impacts to patient care, revenue and productivity (or other major issues and concerns), while project leadership will participate in daily updates to review trends in issues and training updates that may be required. Access and Revenue Cycle Readiness (ARCR) members will meet at pre-determined dates post go-live to review metrics and develop plans to ensure everything is going according to plan.
It will be a busy and exciting time as we move our organization forward. There is a lot of change going on at once, but UTMB’s new Revenue Cycle system will assure our workflows align with state-of-the-art models and that we will offer new and exciting conveniences to our patients.
Thank you all for your hard work to make the utmbconnect project a success!