A state hospital system with new worksites implemented Epic to consolidate its EMR platform across the enterprise.
SITUATION
Our client chose to implement Epic to worksites that they recently acquired to consolidate their EMR platform across the enterprise. They didn't have the internal bandwidth to take on this effort and needed a partner to assist with ensuring all hardware devices are compliant and capable of running on Epic. Apex was selected to perform the work because the client felt we could do a superior job of staying within budget and adhering to the desired timeframes.
75% Of Sites On Track To Be Completed On Time
Apex deployed a field services team, led by a project manager, to assist with this migration effort. The Apex technicians provided an initial inventory of all devices, deployment of new hardware as necessary, and device testing and configuration. Apex included project management resources to help oversee the performance of the team, ensure the project proceeded on schedule and budget, and address any critical issues that came up during the engagement.
We assisted with a phased approach to reviewing all site equipment and replacing old equipment as needed for the Epic rollout. For the first phase, our technicians utilized a spreadsheet to track desktops, printers, scanners, and other devices. Then the team performed a gap analysis to determine what equipment was missing and needed to be purchased. For the second phase, deployment, all the new equipment needed to be set up for staff use. The third phase is the Technical Dress Rehearsal (TDR), during which, our technicians will utilize a script to test all equipment to ensure it is fully functioning before Epic is live within all the sites.
RESULTS
Apex is providing the expertise to allow the client team to expand and deploy all the equipment needed so that when Epic goes live, all sites are fully set up and ready to go. Our expertise in project management has boosted retention and increased communication between all relevant client stakeholders such as site managers, team leads, and project directors. Our backfill program has been successful with an average two-week turnaround to replace a technician. We also improved the client’s onboarding system by creating a welcome packet for all new technicians and streamlining the onboarding process for Apex’s recruiters. With our assistance, 75% of the client sites are on track to be completed on time.
