Mount Auburn & MACIPAOneIS Staffing SummitJuly 2015

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Meeting Purpose

• Provide a high level overview of the OneIS model, structure, and how it relates to the Epic project

• Discuss the opportunities this creates for current IT staff

• Provide details on the process/procedures that will be in place during the transition to OneIS

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OneIS Background

• Epic is a shared enterprise system• Shared database and infrastructure• Single, unified clinical record• Standardized master files and data elements

• Creating an enterprise IT structure is the most effective way to manage technology moving forward• OneIS team working towards shared goals and objectives• Single change management and escalation process• Shared helpdesk and application team to support both hospital and

ambulatory providers/staff

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Benefits to Patients and Providers

• Facilitate communication between care settings and providers• Reduces the need for interfaces and manual transmission of

information

• Increase access to information• Use the same system in ambulatory, emergency, and inpatient

settings• Single patient records with one problem, allergy, medication list etc.

• Take better care of patients• Integrated and standard quality information across the continuum

of care• Single patient portal to access all clinical and financial information

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Out of Scope for this Meeting

• Discuss individual roles for the project• Discuss individual salaries

• Individual meetings with your supervisor will take place following this discussion• This will occur over the next two to three weeks

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First Question

• Is there a job for me in the OneIS organization structure?

• Mount Auburn and MACIPA highly value your experience and organizational knowledge. Leveraging this in the Epic implementation will help to make the project a success

• Your future role may be a little different than what you do today. The organization is investing in your travel and training to make you successful

Yes!

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Second Question

• What will happen to my pay and benefits as a result of the OneIS structure?• Our goal is to provide fair and equitable payment. No

one should expect a negative impact on their total compensation

• Moving to the Epic team represents a significant professional development, training, and certification opportunity

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Meeting Agenda

• OneIS Organizational Chart• HR and staffing policies

• HR Transition Process• Epic Assessment Test• Epic Certification

• OneIS Governance• Next Steps• Q&A

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Organizational Chart

Internal Staff

External Staff

MACIPA Third Party Services

LEGEND:

C Epic Certified

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Organizational Chart Notes

• The organizational chart was developed based on the recommended structure and our experience implementing Epic

• There are significantly more positions in future state than in current state

• The organizational chart represents the project reporting structure for the implementation• Formal HR reporting, performance reviews, etc. will go through the

internal OneIS structure

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Organizational Chart Notes

• There are three main application positions in the chart• Manager• Lead• Analyst

• Analyst is broken down further into three roles, Analyst I, II, and III depending on the level of experience and skillset

• Technical roles are shown by area of expertise• The leadership team has mapped the skillset of all IT staff

to the future state structure. Those details will be discussed individually

• By default, transitions to the future state OneIS team will be lateral moves

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Project Director

Mount Auburn Hospital CEOOr Designee

Hospital IT Leadership

Technology Manager

Training Manager

RCM Manager

Ambulatory Manager

Project Management Lead

Inpatient Manager

Healthcare Intelligence Director

Project LeadershipImplementation

Project LeadershipImplementation

Project Management Lead

Reporting

Manager(s)

Ambulatory IT Leadership

Ambulatory Legacy Applications

Hospital Legacy Applications

IntegrationManager

Help Desk / Desktop Manager

CIO

AncillaryManager

MACIPA CEOOr Designee

CCC

C

C

C

C C

C

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Detailed Org Chart Introduction

• Brief description of the application teams that make up each major functional area and how they are organized

• Show the general size and scope of the new OneIS Structure

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15

16

Revenue and Access Manager

Hospital Billing Lead

Access Lead

Professional Billing Lead

HIM Lead

HIM Analyst/ID

HIM Coding/OnBase Analyst

ADT/Prelude Analyst

Cadence ID

Cadence Analyst

ADT/Prelude ID

ADT/Prelude Analyst

Cadence Analyst

Cadence Analyst

ADT/Prelude Analyst

HB Claims Analyst

HB Analyst

HB Analyst

HB Analyst

HB ID

PB Claims Analyst

PB ID

PB Analyst

Access and Revenue Cycle Readiness

Leads

Revenue and AccessImplementation

Revenue and AccessImplementation

Professional Billing Lead

Home Health Billing Analyst

C

C

C

C

C

C

C

C

C

C

C

C

C

C C

C

C

C

C

C

C

C

C

C C

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18

TechnologyImplementation

TechnologyImplementation

Technology Manager

Third Party SecurityAdministration (Onsite

and Remote)

Citrix and Windows Admin

Senior Network

Network Analyst

Client Systems Admin

Exchange/AD

Sys Admin (Server, Storage, VMWare)

Cache/Clarity ETL DBA

Cache/SQL DBA

Cache/Clarity ETL

Sys Admin (Server, Storage, VMWare)

Program Manager

Engineer

Engineer

Engineer

Engineer

Engineer

Data Center and Systems Admin

Network Administrator

PRIVATE - 3rd Party Network Support

Sys Admin

C

C

C

C

C

C

C

C

C

Help Desk / Desktop Manager

WorkstationSupport

WorkstationSupport

WorkstationSupport

Help Desk

Help Desk

Help Desk

Help Desk

Help Desk

Help Desk

Help Desk

Help Desk

Help Desk / DesktopImplementation

Help Desk / DesktopImplementation

PRIVATE - 3rd Party Desktop Support

Epic WorkstationSupport

WorkstationSupport

WorkstationSupport

WorkstationSupport

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Healthcare/Business Intelligence Director

Qlikview Lead Analyst

Qlikview Analyst

Qlikview Analyst

Reporting Workbench/Radar

Admin/Coordinator

Clinical Report Writer Lead

Clinical Report Writer

Clinical Report Writer

Clinical Report Writer

*MACIPA

Access & Revenue Report Writer Lead

Access & Revenue Report Writer

*MACIPA

Access & Revenue Report Writer

Access & Revenue Report Writer

0.6 FTE

Qlikview Analyst 0.6 FTE

Healthcare Business IntelligenceImplementation

Healthcare Business IntelligenceImplementation

Clinical Report Writer/Healthy

Planet C

C

C

C

CC

C

C

C

C

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HR Transition Process

• Manager/lead positions will be interviewed by a small group of MACIPA and MAH leaders to formalize the transition to the OneIS structure

• Staff assigned to a project position can apply to move into a different position and will be evaluated against the experience/skills required for those positions

• Both organizations are finalizing plans to support legacy systems. If you are interested in continuing to support those applications please discuss individually with your manager

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Epic Assessment Test

• All staff moving into a role that requires Epic Certification will be required to take the Epic Assessment test

• The assessment test predicts the likelihood of attaining Epic certification

• The test will not be used to rule out internal candidates, but to help you prepare for certification

• All external candidates applying for Epic certified roles will be required to pass the assessment test to become part of the project team

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Epic Certification

• Attaining Epic certification will be required of all applicable staff within three attempts to continue to be part of the project

• The policies are in place because Epic certification increases the quality of the overall implementation and is required to support the product

• If you commit to the Epic Project and do not pass the certification tests, you may be eligible to apply for an open position at MAH or MACIPA that does not require Epic certification• There is no guarantee that your former position will be available

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Epic Certification

• Epic certification involves travel to Verona, WI for in-person training at Epic on predetermined dates• Most trips to Epic will be between November ‘15 and January ’16. We

will communicate these dates when you meet with your manager• Trips are generally three nights in duration• Epic certification typically requires between two and five trips (three

is average)

• Following the training you typically will complete a build project and take a certification test

• Mount Auburn and MACIPA are committed to helping you succeed in certification• During the training phase you will be dedicated to the Epic project

and attending training, completing projects, and passing certification tests will be your full-time role

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OneIS and Governance Structure

• The OneIS structure will be employed under Mount Auburn Hospital • For MACIPA staff: we will have further discussions around the

transition, but we do not expect any negative impact to total compensation

• There is a formal governance process that involves equal leadership from both MACIPA and Mount Auburn Hospital to manage the project• This is both during implementation and in support

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OneIS Space

• A new office space is under lease on Grove Street to support the project

• Adjacent to the Grove Street parking lot

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OneIS and Epic Next Steps

• OneIS leadership team will have individual discussions related to future state roles and benefits

• Remaining positions will be posted for internal and external candidates

• We will plan a follow-up meeting with this group in early fall to provide project updates

• Epic certified staff will be transitioning current support roles (backfill) starting in the October timeframe to prepare for the Epic project

• Other roles will transition onto the project as needed

18 MonthInpatient Implementation

Epic Project Timeline

Wave 2 Prep

(3 months)

Team Hiring & Certification(6 months)

Validation(2 months)

Re-engineering & Configuration

(5 months)

Testing(5 months)

Readiness Activities & Planning

(12 months)

0 Implementation Start (November 2015)

1 Outpatient Go-live(February 2017)

2Inpatient Outpatient Go-live

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3 Outpatient Go-live

FY 1 FY 2 FY 3

Wave 3 Prep

(3 months)

Wave 1 Prep

(3 months)

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Questions?