Introduction
Switching electronic health record (EHR) systems is one of the most challenging yet rewarding projects a hospital can undertake. For Oklahoma Heart Hospital (OHH), an all-digital cardiovascular center, the transition from Cerner to Epic required meticulous planning and execution. Under the leadership of CIO David Miles, the hospital successfully navigated this complex change, overcoming obstacles such as staff resistance and interface complexity.
In this blog, we explore the key tips, strategies, and lessons learned during OHH’s EHR migration journey, offering valuable insights for healthcare organizations considering a similar transition.
Overview of Oklahoma Heart Hospital’s EHR Transition
Importance of Switching to Epic
Epic is widely regarded as a robust EHR system, offering automation, advanced workflows, and tools designed around best practices from its extensive client base. For OHH, the transition to Epic presented an opportunity to improve operational efficiency, streamline workflows, and enhance patient care.
Challenges Encountered During the Transition
Migrating to Epic was not without challenges. The hospital faced:
- Staff resistance to change.
- Managing over 125 unique interfaces connecting 35 systems.
- Ensuring adequate training for clinicians and staff.
These hurdles required careful planning, collaboration, and external support.
Key Tips for a Successful EHR Migration
Building Momentum and Embracing Change
One of the most critical steps is preparing staff for change:
- Encourage a positive mindset: Emphasize the benefits of the new system and make staff feel involved in the transition process.
- Set expectations: Help staff understand that the switch will require adjustments and patience.
“Having grace for yourself and others is key,” says David Miles. “Encourage collaboration and foster an environment where it’s okay to learn and improve.”
Role-Based Provisioning and Security Measures
Implementing role-based provisioning ensures secure access to sensitive systems:
- Define roles and responsibilities: Establish clear job titles and corresponding access levels.
- Limit exposure to threats: Role-based provisioning minimizes vulnerabilities in case of cybersecurity breaches.
While OHH started late on this task, it proved essential in safeguarding the organization’s IT infrastructure.
Structured Training for Effective Adoption
Training plays a pivotal role in the success of any EHR transition:
- Familiarization training: Introduce staff to the system’s interface and basic functionality.
- Job-specific training: Focus on tasks directly related to individual roles.
- Ongoing support: Provide post-go-live training to address evolving needs.
Structured, rigorous training ensures that clinicians and staff are confident and capable when using the new system.
Ensuring Adequate Post-Go-Live Support
Post-go-live support is essential for addressing immediate concerns:
- At-the-elbow support: Deploy team members to assist clinicians in real time.
- Advanced understanding: Ensure that support staff have deep knowledge of the system to resolve issues effectively.
OHH invested heavily in providing this support, helping to smooth the transition process.
Strategies to Overcome Staff Resistance
Resistance to change is natural. To address this:
- Establish open communication: Use workgroups, advisory councils, and steering committees to gather feedback and address concerns.
- Acknowledge challenges: Show staff that their struggles are understood and actively work to resolve them.
- Be flexible and adaptive: Adjust decisions based on feedback and new insights.
- Focus on patient outcomes: Align staff efforts with the hospital’s mission of improving patient care.
OHH’s leadership fostered trust by listening to staff and making necessary adjustments throughout the project.
Working with a Consulting Firm: Lessons from CereCore
Addressing Interface Complexity
OHH’s transition required managing 125 unique interfaces. With only one full-time interface engineer, the hospital partnered with CereCore to:
- Handle the nuts-and-bolts engineering work.
- Optimize documentation and interface design.
- Improve the functionality and reliability of connections.
Simplifying Processes and Documentation
CereCore’s expertise helped simplify interfaces, making them more robust and reliable. Their project management support also ensured that engineers could easily pick up work as needed.
“Simplicity equals reliability,” says Miles. “CereCore’s contribution raised the bar for our documentation and system reliability.”
Conclusion
Migrating an all-digital hospital to Epic is a monumental task, but as Oklahoma Heart Hospital demonstrated, success is achievable with proper planning, collaboration, and support. By addressing staff resistance, prioritizing training, and partnering with experts like CereCore, OHH set a benchmark for EHR transitions.
For hospitals considering a similar move, the key takeaways are clear: build momentum for change, focus on security and training, and provide continuous support. With these strategies, healthcare organizations can unlock the full potential of their EHR systems, ultimately improving both clinician satisfaction and patient care outcomes.
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FAQs
1: Why did Oklahoma Heart Hospital switch to Epic?
Ans: Epic offers advanced workflows, tools, and best practices that improve efficiency, enhance care delivery, and better support an all-digital hospital.
2: How did OHH address staff resistance during the transition?
Ans: By fostering open communication, acknowledging challenges, and actively addressing concerns, OHH built trust and encouraged staff to embrace change.
3: What role did training play in the transition?
Ans: Training was critical for familiarizing staff with the new system, providing job-specific education, and ensuring ongoing support post-go-live.
4: Why did OHH partner with CereCore?
Ans: CereCore provided expertise in managing interface complexity, simplifying processes, and ensuring project timelines were met effectively.
5: What lessons can other hospitals learn from OHH’s transition?
Ans: Focus on building momentum for change, investing in training, securing role-based provisioning, and providing robust post-go-live support.
