What's coming up next in the Epic@UNC project?

Next week is a very big week for the Epic@UNC project. Physician overviews and executive overviews are scheduled at UNC Hospitals and Rex on Tuesday and Thursday, Feb. 26 and 28. Also, an Epic@UNC “Subject Matter Expert” kickoff is scheduled for Tuesday, Feb. 26. Additionally, staff from Epic will be on-site at many UNC Health Care facilities for “Discovery Sessions” from Monday, Feb. 25 - Thursday, Feb. 28, to visit with our co-workers and learn how our current workflows and processes work. 




Upcoming Epic@UNC events

View the details of all of these upcoming Epic@UNC events below and on the Epic@UNC calendar:


Physician Overview

Tuesday, Feb. 26
7 – 8:30 a.m.
UNC Hospitals 4th floor Clinic Auditorium

Thursday, Feb. 28
4 – 5:30 p.m.
Rex Cancer Center

This meeting will provide physicians with an overview of Epic's installation process and methodology and discuss physician involvement in the project. Representatives from Epic and UNC Health Care will:

  • Introduce the Epic implementation phases
  • Explain the role of physicians during each phase of the Epic project,
  • Review our Epic@UNC guiding principles
  • Review what is expected from physicians during implementation,
  • Describe what physicians will “get” from the final product, and
  • Provide a brief demonstration of the Epic model system.

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Executive Overview

Tuesday, Feb. 26
4 – 5:30 p.m.
Medical Biomolecular Research Building (MBRB) room 2204

Thursday, Feb. 28
7 – 8:30 a.m.
Rex Executive Conference Room

This meeting will provide executives with an overview of Epic's installation process and methodology and discuss physician involvement in the project. Representatives from Epic and UNC Health Care will:

  • Introduce the Epic implementation phases
  • Explain the role of executives during each phase of the Epic project,
  • Review our Epic@UNC guiding principles
  • Review what is expected from executives during implementation,
  • Describe what executives can expect from Epic
  • Provide a brief demonstration of the Epic model system.

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Subject Matter Expert kickoff

Tuesday, Feb. 26
8:30 – 10 a.m.
UNC Hospitals 4th floor Clinic Auditorium

As we begin to plan and develop our Epic@UNC enterprise information system, we will rely on the expertise of “subject matter experts” (SMEs) across the UNC Health Care System to ensure that our final product meets the needs of our patients, providers, and co-workers.

SMEs play an integral role in preparing for the Epic@UNC project and in Validation Sessions (see below) during implementation. These individuals provide our project teams with essential operational knowledge and ensure that the Epic@UNC system is built appropriately and supports the needs of its many users.

The Epic@UNC Core Team has identified more than 600 SMEs who are invited to this SME Kickoff, where leaders from Epic and the Epic@UNC team we will discuss the following items:

  • UNC Health System overview
  • Epic overview
  • Epic Demo – end-to-end workflow

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Discovery Sessions

UNC Hospitals, Rex, Chatham Hospital, UNC Faculty Physicians, UNC Physicians Network practices

More than 40 Epic staff members working on the Epic@UNC project will be on-site Feb. 25 - 28 and March 5 - 7 to hold “Discovery Sessions” throughout the UNC Health Care System. Just as our Epic@UNC Core Team visited Epic headquarters to learn about Epic's software, Epic staff members will now visit our facilities for the chance to learn more about the UNC Health Care System.

"Discovery Sessions" give the Epic team the opportunity to gain a general understanding of our current systems and current operational workflows. Teams of Epic staff, typically divided up by Epic software application (descriptions available on the Intranet), will visit different areas of our hospitals and clinics. Epic staff members will ask a few workflow questions (usually in a break room or office) and may then have a quick tour of the area. The department manager or other individuals can usually answer the majority of Epic's questions, but other co-workers can be pulled into the conversation at any point in the discussion.

The Epic@UNC Core Teams have created a Discovery Session schedule (Intranet Excel file link) to facilitate this visit. Epic staff members will not visit every part of our hospitals and clinics during these discovery sessions, but we do hope to provide them with a full overview of the systems and workflows we use at this time.

The overall schedule is broken by day and session and further details for each session, including participants and locations, can be accessed by clicking the name of the Track hyperlink (i.e. Access, Orders, Radiant Radiology, etc.) at the top of each section. Minor changes may still occur, so please contact the Epic@UNC Track Managers with any questions.

You can view the team from Epic in this presentation on the Intranet pictured alongside art from Epic’s Verona, Wis., campus. Please welcome our visitors and offer any feedback you have on our current systems, as this will help us (and Epic) as we develop the Epic@UNC system.

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Validation Sessions

Location TBD

There are three “Validation Sessions” scheduled during the Epic@UNC project. During each validation session, representatives from Epic will present many of the specific workflows (i.e. – admission/discharge) of the proposed Epic@UNC system from end-to-end for a group of Subject Matter Experts (SMEs) to review.

Our three validation days are scheduled for March 26 – 28, April 9 – 11, and April 23 – 25. The schedules for these events are still in development, but SMEs should be contacted very soon if needed at a particular workflow discussion.

It is highly desirable and recommended by Epic that SME’s participating in the Validation Sessions need to participate in all three sessions. Continuity is important to facilitate the decision-making process and because decisions made in one validation session will inform subsequent validation sessions, it is critical to have the same participants at the table.

During validation sessions, SMEs will be presented with a potential workflow then vote with either a red (do not agree) or green (agree) note card to indicate whether they are comfortable with the workflow as presented.

Based on feedback from SMEs on each workflow, Epic representatives and our Epic@UNC teams then review workflows identified as problematic, determine what needs to be fixed. The workflows that are “validated” by SMEs will move forward into the final Epic@UNC system.

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