{"id":48079,"date":"2019-06-06T13:32:24","date_gmt":"2019-06-06T17:32:24","guid":{"rendered":"https:\/\/www.ottawahospital.on.ca\/?p=48079"},"modified":"2021-03-17T14:03:44","modified_gmt":"2021-03-17T18:03:44","slug":"staff-work-to-carefully-cutover-patient-information-into-epic-before-big-launch","status":"publish","type":"post","link":"https:\/\/www.ottawahospital.on.ca\/en\/healthy-tomorrows\/staff-work-to-carefully-cutover-patient-information-into-epic-before-big-launch\/","title":{"rendered":"Staff work to carefully \u2018cutover\u2019 patient information into Epic before big launch."},"content":{"rendered":"\n

Hundreds of staff members worked for weeks to carefully transfer hundreds of thousands of pieces of patient information to the Epic system in a process called cutover. <\/em><\/p>\n\n\n\n

When patients visited the hospital on June 1, it was a seemingly normal day. Appointments were held, meals delivered, and tests taken. But instead of the paper charts patients were accustomed to, staff used Epic, the hospital\u2019s newly-launched digital health network. <\/p>\n\n\n\n

Even though patients might not have noticed, the transition from legacy systems to Epic was no small feat.<\/p>\n\n\n\n

<\/p>\u201cCutover and the transition to Epic was truly a once in a generation experience.\u201d <\/cite><\/blockquote><\/figure>\n\n\n\n

\u201cBecause we were implementing a new\nelectronic medical health record, it was integral to patient safety that we\nmade sure we moved all the information that existed in our legacy system into Epic\nbefore it went live on June 1,\u201d said Kevin Peters, Director of Surgical Care. <\/p>\n\n\n\n

This process, known as cutover, took place\nduring the 22 days leading up to Epic\u2019s launch. It involved nearly 1,000 staff\nmembers working tirelessly to transfer thousands of data sets into the new system.<\/p>\n\n\n\n

Cutover officially began on May 12, with the conversion of more than 80,000 outpatient appointments.  <\/p>\n\n\n\n

\u201cWe\nhad teams of nurses, pharmacists and admitting clerks working from two screens:\none displayed the legacy system, the other displayed Epic where they entered\ndata,\u201d said Peters. \u201cNurses had to go from room to room, chart to chart, taking\nout all the pertinent patient information and inputting it into the electronic\nsystem.\u201d<\/p>\n\n\n\n

Staff repeated the cutover process throughout every area of the hospital. They transferred everything from OR and surgical case appointments to diagnostic imaging. Through teamwork and an incredible amount of hard work, staff converted the data of 1,100 patients, 18,000 medication orders and more than 15,000 physician and nursing orders all into Epic for inpatient cases alone!<\/p>\n\n\n\n

\"EPIC
<\/em><\/figcaption><\/figure><\/div>\n\n\n\n

To ensure cutover was completed\nsuccessfully, its progress was monitored every few hours across the six health\norganizations adopting Epic on June 1. As information was entered, electronic\nsystems confirmed that the information was properly entered, and nothing was\nmissed. <\/p>\n\n\n\n

\u201cBut cutover\u2019s success was truly validated when\nnurses and physicians logged into Epic for the first time,\u201d said Peters.<\/p>\n\n\n\n

\u201cOn June 1, nurses and doctors were able to log in to our new system and have all the information they needed to continue the course of care,\u201d said Peters. \u201cCutover is how we made sure this transition was seamless to patients. They shouldn\u2019t have even realized anything changed.\u201d <\/p>\n\n\n\n

This amazing achievement can be credited to\nthe hospital staff who came together, working day, evening and night to\ntransfer patients\u2019 information into Epic, upholding patient safety and ultimately\nbringing in a new era of care. <\/p>\n\n\n\n

\u201cIt was remarkable to see administrators,\ndirectors and senior team members stepping up to the plate, coming together and\nrecognizing the importance of doing this well,\u201d said Peters. \u201cCutover and the\ntransition to Epic was truly a once in a generation experience.\u201d <\/p>\n","protected":false},"excerpt":{"rendered":"

For weeks, staff at the Ottawa Hospital have been transferring patient information from legacy systems into Epic, the new digital health network. This \u2018cutover\u2019 process helped ensure continued patient safety and care during the \u2018once-in-a-generation\u2019 transition.<\/p>\n","protected":false},"author":25,"featured_media":48090,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[9],"tags":[397,413,404],"class_list":["post-48079","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-healthy-tomorrows","tag-epic","tag-patient-safety","tag-working-together"],"acf":[],"wps_subtitle":"","_links":{"self":[{"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/posts\/48079","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/comments?post=48079"}],"version-history":[{"count":0,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/posts\/48079\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/media\/48090"}],"wp:attachment":[{"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/media?parent=48079"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/categories?post=48079"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.ottawahospital.on.ca\/en\/wp-json\/wp\/v2\/tags?post=48079"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}