Tool 7.2: Oregon Community Health Information Network Electronic Medical Record (EMR) Implementation and Planning Tool

6 Months Prior Leadership & CIT (Clinic Implementation Team) Engagement	6 Months Prior Engagement: Work Processes CIT Meets Monthly	4 Months Prior Communication Logistics, Work Flows CIT Meets Bi-Monthly	3 Months Prior Communication, Readiness CIT Meets Bi-Weekly	2 Months Prior Communication, Hardware CIT Meets Weekly
Major Activities: Understand Clinic Implementation Team activities from now until post rollout Orient Clinic leadership to clinic rollout toolkit Orient Clinic leadership to EMR features to be rolled out Identify patients of the Clinic implementation team for the site Acquire leadership commitment Conduct initial site readiness survey Develop communications plan Conduct walkthrough for workstations and printers	Major Activities: Conduct first Implementation Team meeting: clarify roles, responsibilities, assignments, meeting schedule Schedule CIT visit to ‘Buddy Clinic’ if appropriate Review ambulatory workflows, identify changes and process for agreement Complete 5 month site readiness survey Implement communication plan-initial demo lunch sessions Identify training, support work places	Major Activities: Understand the training approach: communicate and discuss with staff/clinicians Schedule staff and clinicians for training Design and amend workflows Site support assigned: present at the clinic Complete the 4 month readiness survey Understand the patient communication plan Complete lunch demos	Major Activities: Hardware installation plan finalized; hardware ordered for 60 days prior Implementation team meets weekly Vacation time/off guidelines discussed with staff/MDs Complete the 3 month readiness survey and the 90 day checklist Staff, clinician and locum schedules for training and support finalized All clinic meeting and live demo, workflows Identification of physician and staff champions Engage medical records staff plan for transitions	Major Activities: Hardware installation including exam room computers Finalize and lock into place the training schedule and locum schedule Conduct operational workflow meetings with all teams Complete 2 month readiness survey and 60 day checklist Identify locum offices if appropriate Conduct exam room computing training Implementation team meets weekly, second ‘buddy’ visit Clinic communication plan
Deliverables: Clinic leadership support Map for WS and printers Communications Plan Complete 6 month readiness survey Implementation Team ID’d List of all providers/staff	Deliverables: Visit to ‘Buddy Clinic’ Implementation minutes and assignments 5 month readiness survey Agreed upon workflows Lunch demos Workspaces identified	Deliverables: Training schedule completed and communicated Backfill/locums plan approved> Patient communication plan 4 month readiness survey Implementation team minutes Lunch demos	Deliverables: Hardware ordered, scheduled for installation Implementation team minutes 3 month readiness survey and 90 day checklist All clinic demonstration and kickoff Medical records plan	Deliverables: Hardware installed Training schedule completed, locums secured 2 month readiness survey & 60 day checklist ERC training Implementation team minutes

1 Month Prior Communication Logistics CIT Meets Weekly	1 Week Prior	Go Live	30 Days Post	90 Days Post
Major Activities: Launch patient communication plan Finalize all workflows and communicate to clinicians and staff Train CIT team prior to staff and clinician training Order and stock a supply of downtime forms; communicate downtime process Confirm logistics are still in place e.g. equipment, etc. Conduct final lunch session demos Confirm training sessions and appropriate access Attend CIT meetings Complete 1 month readiness survey and 30 day checklist	Major Activities: Lead and support transition activities Resolve any outstanding issues Confirm leadership well informed		Major Activities: 30 day post go-live readiness survey Epic 30 day walkthrough if appropriate Attend CIT post go-live meeting Conduct weekly ‘huddles’ with staff and clinicians
Deliverables: 1 month readiness survey 30 day checklist Patient communications Plan Lunch demo sessions CIT meeting minutes Training plan Ambulatory record access codes ready for assignment