Epic, A-Z

Over the past few weeks, we have given you the names and definitions of several Epic applications that are coming to GBMC. You may have been wondering where in the world some of these names came from. To help you out, we have made a list of the ones most commonly associated with head-scratching and provided a brief explanation of origin.

ASAP (Emergency Department) – Things happen in the Emergency Department very quickly, which is how the application got its acronym, As Soon As Possible.

Beacon (Oncology) – A beacon is something or someone that guides or gives hope to others.  Cancer patients look for a “beacon” of hope after diagnosis.

Beaker (Lab) – Named after the common piece of lab equipment, not the Muppet.

Cadence (Scheduling and TeleTracker) – Much like its literal definition, (a rhythmic, steady beat of sound or words), this application keeps the beat of GBMC’s busy scheduling and patient movement.

Canto (Mobile Phone Access) – A canto is a “chapter” or primary division of a long, epic poem. This application is Epic’s smallest version of Hyperspace, the overall umbrella of all Epic applications and functionality.

Cogito (Encompasses Clarity, analytics, Reporting Workbench, Radar dashboards, registries and reporting content) – As Juan noted in his blog post last week, “cogito” is short for the Latin phrase, Cogito Ergo Sum…“I think, therefore I am.” This blanket term, Cogito, is used to describe everything related to reporting and analytics in Epic. The applications and functionality included under this blanket do a wide variety of thinking and analyzing for Epic.

Grand Central (Registration and Patient Movement) – Like Grand Central Station in New York City…it is the hub of patient movement at GBMC. As an additional FYI, this application will be replacing our current TeleTracking system.

Haiku (Tablet Access) – Much like Canto, this application’s name has a poetic origin. A haiku is a type of short, small poem. The application is a smaller version of Hyperspace.

Healthy Planet (Population Health) – Making the planet healthier, one patient population at a time.

Hyperspace – The overall umbrella of Epic applications and functionality. When someone logs onto Epic whether it be on their computer or a mobile device, they’re logging into hyperspace! (No Millennium Falcons included for you Star Wars folks, sorry!)

Kaleidoscope (Ophthalmology) – You may remember playing with a kaleidoscope as a child, seeing the colorful shapes and patterns as they change. The word kaleidoscope is derived from three Greek words: kalos (beautiful), eidos (form) and skopein (to view). Like the toy, your eyes function as a kaleidoscope for your body, allowing you to see beautiful things.

MyChart (Patient Portal) – When a patient refers to something that belongs to them, they say “my.”  This application grants patients access to their medical chart. GBMC patients will, however, continue to know this as “myGBMC.”

Optime (Surgery) – This is short for “operating time.”

Radiant (Radiology) – Various imaging and radiology departments work with different types of radiation, which is where this application gets its name.

Rover (Barcode Medication Scanning and MobiLab) – Rovers commonly refer to different modes of transportation, which allow movement. The Rover application assists with improved workflow by allowing clinicians to review information, document and perform other key workflows “on the go.”

Hippocrates

Stork (Labor and Delivery Clinical Documentation) – We have all heard the stories about a stork flying through the sky carrying a bundle of joy in a cloth and then dropping the baby off at the doorstep. The Labor and Delivery Department brings babies, just like storks.

Willow (Pharmacy) – Did you know the bark of a willow tree has therapeutic effects? The bark contains a chemical called salicin. When consumed, the body converts this to salicylic acid, which is the key ingredient in aspirin. This knowledge has been around so long that even Hippocrates, the Greek physician, noted its benefits!

We hope this gives your head some relief as you continue to increase your Epic knowledge!!

-Laura Jo Limmer
Instructional Designer

Embedded Analytics

René Descartes

If you got past that title and you are still reading this, thank you!  In all seriousness, we have lots of exciting developments to look forward to as part of the Epic implementation.

For starters, we get to say “Cogito.”  Ask any Epic colleague, and he or she will be happy to correct your pronunciation (KOH-gee-toh) and explain that it’s the name of the overall Epic analytics and reporting platform. It isn’t completely clear why this name was selected, although it was seemingly inspired by philosopher René Descartes’ famous phrase “ego cogito, ergo sum” (I think, therefore I am).

Speaking of caveats, as much as we will be able to do with Epic’s integrated electronic health record (EHR) and its embedded reporting tools, it is important to remember that these are still only tools. Lean processes aligned with our strategy and clearly defined metrics are still key drivers for any successful implementation. Therefore, in this post I would like to highlight a few items in two key areas.


1) Data Governance.  Organization-wide Lean efforts and projects such as the GBMC Integrated Data Warehouse have given us several opportunities to discuss and agree to standardized metric definitions. By necessity, the scope has been limited to the areas under consideration. With the broad-ranging Epic implementation, and the time and people dedicated to this effort, we have a unique opportunity to address key measure definitions right from the beginning of the process, communicate accordingly across all entities, standardize and provide ongoing governance. Although some of us might complain about what may be perceived as cumbersome and time-consuming steps, Epic brings to the table well-thought-out and comprehensive project tools for just about every step of the implementation.  We can leverage these tools to ensure that we are identifying and defining key metrics and priority reports. In the near term, steps include workflow adoption meetings and report content sessions.  Whether reviewing application workflows, reports embedded in the screens or back-end reports, our challenge is to maintain consistency in how we input, retrieve and interpret information.

2) Reporting Tools.  At GBMC, we can be proud of having access to state-of-the-art reporting tools such as our existing SAP Business Intelligence reporting platform. This platform, which provides us with tools such as Crystal reports, makes up the front end to our data warehouse and enables us to schedule and distribute reports organization-wide. With Epic, we will continue to leverage those tools. For example, we can use Crystal to author reports through Clarity and use the Web Intelligence query tool for the Cogito Data Warehouse. A huge new advantage to this is that we will now be able to embed a lot of that information up front in near real-time. Reports pulling more than 5,000 records over long periods of time will continue to be generated overnight with tools such as Clarity. But for data pertaining to shorter time frames and fewer records, Epic’s Reporting Workbench and Radar tools now provide us with the capability to display real-time information, for example as a dashboard chart or a table.

Clinical Metric Trends Screenshot

Additionally, Epic will give us the ability to benchmark against other Epic clients as well as against national goals. This opens up a whole array of exciting possibilities. Imagine being able to see key quality outcome metrics, as of today (as opposed to a month ago), on a unit dashboard along with a comparison to benchmarks. During the report content sessions, application report leads (ARLs) from each application team and report writers from the reporting team will begin reviewing the Epic-delivered standard reports with the subject matter experts (SMEs). ARLs will continue to focus on reporting workbench reports, while the centralized reporting staff focuses on Clarity and other report tools.

As Cogito project manager, I will coordinate those efforts. Our challenge will be to identify any critical gaps between the foundation reports and GBMC requirements and to ensure we deliver fully tested and accurate go-live critical reports on Day 1.

I look forward to working with the various stakeholders and helping to answer any questions you may have. And if you think this was an exciting topic, wait till my next post on statistics.

Juan Negrin
Reporting and Analytics Project Manager

What's That?

If you’ve been asking yourself that question in regard to Epic the past few weeks, then this post is for you! Now that the Epic implementation at GBMC is in full swing, you may be hearing a lot of “Epic speak” and unfamiliar terminology. We hope to clear up some of that confusion for you.

Below are some Epic words, applications and their definitions that you’ll want to understand as we move further with the Epic implementation!

• ASAP -- Emergency Room
• Beacon -- Oncology
• Beaker -- Lab
• Cadence -- Scheduling and TeleTracker
• Canto -- Mobile Phone Access
• Clin Doc -- Inpatient Nurse/Ancillary Staff Workflows
• Cogito/Clarity -- Executive Reports, Data Warehouse and Date Repositories
• Epic Everything -- Meaningful Use
• EpicCare Ambulatory -- Ambulatory Clinical Documentation
• EpicCare Everywhere -- Interoperability with other organizations, both Epic and non-Epic
• EpicCare Inpatient -- This is the umbrella over Clin Doc and Orders
• EpicCare Link -- Non-affiliated Web-Based Provider Access
• Haiku -- Tablet Access
• Healthy Planet -- Population Health
• HIM -- Medical Records, Health Information Management and Abstracting
• Kaleidoscope -- Ophthalmology
• MyChart -- Patient Portal
• Optime -- Surgery
• Orders -- Inpatient Physician Workflow
• Ortho -- Outpatient Ortho
• Prelude/ADT/Grand Central -- Registration and Patient Movement
• Radiant -- Radiology
• Resolute Hospital Billing (HB) -- Hospital and Technical Charging
• Resolute Professional Billing (PB) -- Professional Charges
• Rover -- Barcode Medication Scanning and MobiLab
• Stork -- Labor and Delivery Clinical Documentation
• Willow -- Pharmacy
• Workbench and Radar -- System Reports

Since you’re all a part of the Epic implementation, we hope you find this post helpful for when you start hearing these words used more!

Also, congratulations to Laura Hines for winning our Epic contest and answering the question correctly in Josh Von Reuden's blog post, Technically Epic!


Laura Jo Limmer
Instructional Designer

Who's Who?

As the Epic Adventure continues, we want to make sure you are familiar with the different roles of the Epic project team! For this reason, we bring you a quick "Who's Who." Here are some roles and descriptions you should be familiar with throughout the Epic implementation process!

Get your thinking caps ready because next week, we will test you on your Epic acronyms! Here are just a few sneak peeks! 

Can you guess what the following acronyms might stand for or mean?

• ASAP (Hint – it’s not what you think it means!)
• Beacon  
• Cadence 

Let us know your thoughts in the comments below!

Laura Jo Limmer
Instructional Designer

Technically Epic, part II

Old Data Center with Servers

To ensure we have at least one awful pun in almost every blog post: Just as you likely wouldn't take fresh-from-the-bay Maryland crab and serve it with Cheese Whiz, we’re not deploying Epic on any older technology, or with Cheese Whiz for that matter! (Apologies to anyone who does this; we’re sure it’s great.)

Take a look at GBMC’s new Epic server hardware system! Yes, it actually does have the cool, blue, “techie” lights. No, the lights don’t actually do anything other than look cool.

GBMC's New Server System Hardware

This and what was discussed in our previous posts are just a few aspects of what Epic is introducing from a technology perspective. There are many others that we don’t have space to talk about here, such as our discussions and planning in painful detail of workstations, printers, Wi-Fi performance and disaster recovery.

Most importantly, these efforts and technologies are all aligned to ensure an end-user experience that lets every GBMC staff member enjoy this fantastic system that our applications build team is building and will deploy to you. Don't worry, we're intending to sure ensure that you won't even have to think about the technical side of the system when using it (such as whether that print job worked or how slow a document is opening) so you can simply experience this great system as it's intended once it's in your capable (and proverbial) hands.

Joshua von Rueden,

Director, Technical Services

Technically Epic

Epic Technical Overview with Epic staff

Direct from GBMC’s own data center, here’s exciting news! For the first time, Epic is no longer a theoretical product or pretty screenshot. Instead, GBMC now has its very own Epic install deployed to our own servers and storage!

What does this mean for you? Great question! It means that GBMC officially has its own version of Epic and that our dedicated build team is beginning to tailor the 2015 foundation platform to match GBMC’s unique workflow needs.

Although a fully customized Epic release is the system GBMC deserves (and will get in October 2016), it’s not the one it needs right now.




The first non-Epic staff member who can comment to this blog post with the movie that the preceding line is taken from wins a prize!

Also, reflecting the importance of the Epic platform to GBMC’s strategic vision, the technical team is deploying cutting-edge hardware that best ensures that the system’s performance matches its many capabilities.

Another exciting element that we'll be deploying with Epic is a new method of proactively watching how the entire system is performing in real-time. We'll have detailed metrics of what should be occurring and a tool to identify, at any given moment, when storage, servers, clients or other equipment is meeting our target thresholds.

Check out some of these fun numbers from the Epic Tech. Team!

Stay tuned for our next post where you’ll learn more about our Epic hardware!

Joshua von Rueden,
Director, Technical Services

Batter Up!

Much like the O’s, the Epic team has started off the season strong. After a solid performance in Spring (Epic) training, we’ve slid into our new home in South Chapman. We have an incredibly strong bullpen, with tremendous control and an uncanny ability to relieve any situation. Our subject matter experts are our power hitters; knocking our discovery sessions out of the park and affirming that our organization is well-positioned to lift the trophy come October (…of 2016 that is).

Our Epic counterparts will be assisting us to minimize errors as we turn double-plays of workflow adoption, design and build in the upcoming months. We are confident that we’ll be able to handle any curveballs that come our way.

This is a team effort that requires all of us to work as one. Let’s continue this great momentum and make the necessary sacrifices needed to get the W.

And if these baseball puns weren’t enough, wait till you hear about our grand slam events that we have planned in the future. More to come there!

Paulo Farqui, MSPH
Finance/Operational Efficiencies Manager