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 |
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· 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 |
· 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 |
· 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 |
· 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 |
· 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 |
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· Clinic leadership support · Map for WS and printers · Communications Plan · Complete 6 month readiness survey · Implementation Team ID’d · List of all providers/staff |
· Visit to ‘Buddy Clinic’ · Implementation minutes and assignments · 5 month readiness survey · Agreed upon workflows · Lunch demos · Workspaces identified |
· Training schedule completed and communicated · Backfill/locums plan approved · Patient communication plan · 4 month readiness survey · Implementation team minutes · Lunch demos |
· Hardware ordered, scheduled for installation · Implementation team minutes · 3 month readiness survey and 90 day checklist · All clinic demonstration and kickoff · Medical records plan |
· Hardware installed · Training schedule completed, locums secured · 2 month readiness survey & 60 day checklist · ERC training · Implementation team minutes |
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Major
Activities |
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Deliverables |
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1
Month Prior Communication Logistics CIT Meets Weekly |
1
Week Prior |
Go
Live |
30
Days Post |
90
Days Post |
· 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 |
· Lead and support transition activities · Resolve any outstanding issues · Confirm leadership well informed |
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· 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 |
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· 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 |
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Major
Activities |
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Deliverables |
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