Epic Optimization Progress Report
News and updates we're making to improve your Epic experience
August 2018
In July, we continued our SWAT Team approach for improving the Epic experience for our providers. This program has been well received, and providers are reporting that the time spent with the SWAT teams is paying off with improved workflows. We are encouraged by this response and will keep this process going.

Also in the SWAT team process, we have identified improvements we can make to Epic. It is clear we need to deliver these improvements quickly. Therefore, as part of our continued commitment, we are adding dedicated resources to this work . This will increase the speed of delivery of improvements. 

As we continue to dedicate staff resources to optimization, we remain committed to better supporting the provider community, so you can provide the highest quality of patient care. 

Below, you'll find our August Progress Report on this program. Your feedback and suggestions are important to us. We want to make a difference. Please don't hesitate to reach out to us with any comments or ideas. We look forward to working with all of you on this important MaineHealth initiative.

Senior Vice President and Chief Information Officer Marcy Dunn and
Chief Medical Information Officer Jackie Cawley, DO
SWAT Update
Our SWAT progress continues
We've gearing up for our newest SWAT assessments, coming this fall.
  • Urology and Neurology SWATs are completed, with a 99% provider participation rate

  • Internal Medicine SWAT now under way

  • Upcoming: SWAT training and personalization sessions coming this fall to Pediatrics, Family Medicine & Surgery
Executive Spotlight: Joan Boomsma
Q. Why did MaineHealth see Epic Optimization as an important system-wide focused goal?

A: Senior leadership listened to providers. Through the engagement survey results, comments made in the engagement survey, and listening sessions across the system, it became clear that Epic functionality is a major issue for providers. Optimization is an opportunity to begin to make Epic a tool that supports providers in delivering patient care rather than being a burden. We have a long way to go, but that is the goal.
Joan Boomsma, MD, MBA
Chief Medical Officer, MaineHealth
Did you know we have regularly scheduled Epic training sessions at all MaineHealth member organizations? Upcoming sessions include:
August 17 : Dragon Medical One
Beginner | 12-1 PM

August 30 : Dragon Medical One Advanced | 4:30-6 PM
Physician Builder Spotlight
Each edition, we'll introduce a member of the MaineHealth Physician Builder Program. This month, we feature insights from Joel Lafleur – why he joined the program, the build progress he and his team have made, and how other providers can get involved.

Q. We know that end users have expressed frustration with Epic. Do you have any advice for people struggling with their Epic build?

A: I certainly understand it's frustrating. People share their frustrations with me on an almost daily basis. I think you have to reach out to someone for help. One thing that's been helpful with the SWATs is that we've scheduled advanced personalization with providers. With these sessions, we review their current workflow, and help them explore existing features already in Epic that can make their work easier.

To read the full interview with Dr. Lafleur, click here .
Joel Lafleur, MD
SeHR Regional Medical Director, MaineHealth


POLL: What Would You Like to See Here?
What information do you find most useful in these Progress Reports?
Training Sessions
SWAT Updates
Cool Things Ahead
Physician Builder Spotlights
In Case You Missed It...
In case you missed our July Progress Report, here's a recap of what we've been working on and improvements next on our list:

  • We have onboarded new optimization staff, including analysts, physicians and other clinicians who will focus on getting new build and improvements into the system.

  • Prep for Case Improvements: Enhancements went live June 26. Next, we'll be cleaning up the Base Procedures this fall.

  • We now have a team focused on reducing duplicate medication and therapy alerts.

  • Preference List Improvements: This fall, we're building a standard Adult Medication Preference List that will be centrally managed/updated and can be pushed out to Internal Medicine and Family Medicine providers; a similar list is also in development for Neurology and for referrals.

  • Navigator Reviews: Ambulatory screenings are now housed under the Screening Activity, making it easier to find and complete screenings; the Rooming Activity is cleaner and more user-friendly; we added use of an interpreter or chaperone field and added sexual orientation and gender identity SmartForm to the Screen Activity.

  • Updated Discharged as Deceased Navigator that makes it easier to complete and comply with the new state mandate to record death certificates electronically is under revision for summer release.

  • SmartSets and Tools for Neurology and Urology, COPD and Heart Failure will go live early August. The Adult Diabetes SmartSet will be in production within the next few weeks.

  • Pedigree: Providers will be able to take family history documentation and transform into visual within Epic; coming late summer-early fall.
In Our Next Issue...

  • More on fall training, personalization sessions, SWATs and optimization work
  • Upcoming Epic build releases
Have feedback for these Progress Reports? Are there things you'd like to see here? We'd love to hear from you.