Monday June 13, 2022

To Our Wave 3 Colleagues:

This newsletter includes updates on items related to Epic.

This week, to avoid email fatigue, we will reduce our circulation to Monday, Wednesday, and Friday.  

Wave 3 Epic Updates: 

NetLearning Password Update Required

Starting Tuesday, June 14^th, learners whose NetLearning passwords are fewer than eight-characters will be prompted to create a new NetLearning password.

• If a learner is logging in for the first time, the default password is lastnamefirstinitial.

If a password is forgotten at any point, please do one of the following:

1. Click “Forget Password” on the login screen of NetLearning and follow the prompt to receive your password.
2. Call Epic Training Support (732-387-3371) to verify your email address for your NetLearning account.
3. Call the Enterprise Service Desk (844-513-4357) or submit a ticket for password assistance.

Hospital Procedural Areas - Hospital Outpatient Visit (HOV) Encounters:

• Issue: Users in multiple procedural areas are selecting Admit for Hospital Outpatient Visit (HOV) encounters once they've been checked in.
• Solution: If the encounter has a "Check In" button initially, this should be used for the encounter.
• Once the encounter is checked in, there is an available "Admit" button.
• An HOV should only be upgraded to an admission in the event the patient is being moved to a medical unit due to medical complications.

Click here to review details on the correct workflows for managing HOVs.

Review Your Patient Flow Guide

• The correct steps to upgrade a checked in HOV to an admission are outlined on the Patient Flow Guide available on your Learning Home Dashboard. 
• Press F1 to access your Learning Home Dashboard.

Ambulatory Practice Managers - In Basket Pool Management Reminder 

• ISSUE: Some ambulatory departments have not assigned users to their four In Basket Pools, resulting in messages not being read and acted upon efficiently. 
• Each Ambulatory department is assigned a total of four In Basket pools within Epic. 
• These pools are an integral part of the workflow for communicating the following messages:
• Patient messages from MyChart
• Staff messages
• Result management
• Inter-department coverage on communication
• Each department/practice manager is responsible for ensuring staff are assigned to the appropriate pools. 
• When staff are not assigned to the pools, messages are delivered to the pools, however, are not seen by staff and providers creating a delay in patient care, break down in communication, and creating a potential patient safety risk. 

Click here to review the In Basket Quick Start Guide which covers assigning staff in your department to the pools.

Heparin and Insulin Infusion Protocols:

As the Heparin Infusion and Insulin Infusion workflows remain an "Epic Top 10 at Noon" issue, please review the helpful tip sheets on these important workflows.

Nursing and Allied Health Daily Focus

Priority 1: Blood Administration: Review Incomplete Blood Administration

• Access the Operational Safety and Quality Dashboard. 
• Access the Blood Transfusion Non Compliance Report.
• This shows the Incomplete Blood Documentation. 
• Corrections/completions/edits must be made within three days.  
• After three days, you must request a Chart Correction to make any updates and complete Blood Administration. 
• Please focus on any incomplete blood documentation from the weekend. 

Click here to review the Complete Blood Transfusion Tip Sheet.

Priority 2: Uncollected Labs

Uncollected labs remain an area of focus on Day 10 of Go-Live. 

• Access the Workflow Safety Dashboard metrics. 
• Access the Uncollected Labs component.
• You can export the report results into Excel and pivot the metrics. 
• This exported data shows opportunities for improvement by unit.
• Watch for possible duplicate orders.
• Please ensure Point of Care Testing (POCT) Docking is taking place.
• If issues arise in this area, please open Help Desk incidents for resolution.

Priority 3: Rover and Vocera Support

• Please call your Inpatient Informatics for in-person 24/7 support with Rover and Vocera. 
• Hamilton:  3284
• New Brunswick: 33284
• Rahway:  73284
• Somerset: 63284

New Brunswick Vocera Support begins tomorrow.

• Vocera Vina is the primary communication tool on the nursing Rover iPhones allowing nurses to communicate with other staff members.
• Vocera vendor representatives will be rounding units in New Brunswick from June 14 - 16 to ensure everyone knows how to use it.

Click here to review the Rover Quick Start Guide.

Click here to review the Mobile Device Quick Start Guide.

Click here to review the Rover/Vocera Vina Training Tools

Reminders, Tips, & Tricks

Changing Jobs in Epic

Some staff perform multiple jobs. In Epic, you may need to change jobs when performing different tasks. 

• To change jobs in Epic, click the arrow to the right of Log Out in the upper, right-hand corner and select Change Job from the dropdown menu.  
• You can also click Epic > Change Job.
• You can also search "Change Job" in Chart Search.

• Click Change Job on the Log Out to Change Job pop-up window.

• Select the appropriate job role from the list. 
• Click Accept to save your changes.

You are now signed in as your other job role.

Epic Top 10 Issues

The Executive Committee's "Epic Top 10 at Noon" Go-Live issues and daily status report, as of 12 pm today, are available in the link above.

Epic Top 10 at Noon Resolved Issues:

• ICU Monitor Device Integration
• Credit Card Processing at CINJ and New Brunswick
• IV Pump Integration

Training Spotlight

This section will provide a list of highlighted tip sheets and videos. Check this every day to keep informed and guide you through your daily workflow.

Please review today's highlighted tip sheets below! 

For a complete list of tip sheets, press F1 to access your Learning Home Dashboard.

How to "Get Help" With Epic

We have developed this handy one-page "Go-Live Help at a Glance" guide that will give you all the information you need to access help with Epic: 

Good Humor

For more information about

Wave 3 Implementation,

visit our website at 

www.EpicTogetherNJ.org