PMMC live on Epic: Week three update

May 10, 2013


Providence Medford Medical Center has successfully transitioned to Epic and we couldn’t have done it without you. Thank you for all your hard work over the last few months. Some statistics:

  • Over 95 percent of medical staff completed training and had access at the time of go-live.
  • More than 175 of you attended the provider optimization workshops – wow!
  • PMMC CPOE rate has been above 86 percent since go-live and several departments have hit 100 percent.
  • In the first week, 1,232 trouble tickets were opened across PMMC, Providence Willamette Falls and seven outpatient departments; 81 percent have been closed.



To put these numbers in perspective, this is the highest percentage of electronic orders at this stage (even compared to hospitals that were previously up on CPOE), the lowest number of trouble tickets compared to similar sized hospitals and the highest ticket closure rate at one week post-go-live. We’ve seen amazing levels of support, great attitudes from all involved and a real “can do” spirit among clinicians.

Those who have experienced other Epic go-lives, both at Providence and other health systems, have said this was one of the smoothest implementations they have seen. Clearly, it was worth the wait. That said, there are difficulties ahead. As we use Epic more extensively, we will find things that don’t work the way we’d like them to and we’ll identify improvements that need to be made. By August, all eight Providence hospitals in Oregon will be using Epic, and in the years ahead, we will strive to optimize the system to meet our needs and adhere to evolving best practice standards.

Assistance with Epic – trouble tickets

Please continue calling the provider support line at ext. 25015 or 541-732-5015 with your Epic concerns until June 7. Know that all “break/fix” issues will be tracked and prioritized by severity. Some low priority technical issues will not be addressed immediately, but you will be provided with status updates. (After June 7, calls will be handled by the Help Desk at 541-732-PROV.)

Log-in department needs to be "OMD Provider ________"

Each Providence hospital has a three-letter designation in Epic and ours is “OMD,” which stands for Oregon Medford. Each time you log into Epic, it is very important that you sign in to the correct department, so “OMD provider _________” – fill in the blank with cardiology, med/surg, OBGYN, surgical, etc. Logging into the wrong department or hospital will affect providers view, orders and charges.

Provider expectations for appropriate charting in Epic

·         It is the responsibility of all providers to update the problem list daily. When you do so, please remember to click “mark as reviewed.”

·         Please use the navigators, as they are designed to guide your workflows.

·         Use order management consistently to ensure there are no erroneous, unnecessary or duplicate orders. 

·         Medication reconciliation needs to be completed at admission, discharge and during all transitions of care. This represents standard of care, and it has been deemed a patient safety goal by The Joint Commission.

Haiku, physician access for iPhone or Android

Haiku gives physicians secure and portable access to the Epic EMR when they are away from a computer – whether on the road or simply in the hallways of the hospital. Functionality includes chart review, patient lists, schedule, search and messaging. A similar app, called Canto, exists for iPad. To get started with Haiku or Canto contact Shauna Spees (541-732-6720) or Micah Rockwood (541-732-6834).

Thank you for all your support during this go-live. If you have additional questions, don’t hesitate to ask us.