Even during the Pandemic, Virtual Training & Support Ensures Epic Go-Live Stays on Schedule

Challenge

La Clinica de La Raza (La Clinica), based in Oakland,
California, has over 30 clinics spread across three counties. The Stay-at-Home order for COVID-19 from the State of California was announced mid-March 2020 and La Clinica needed a rapidly deployable strategy to finish training and implement its Epic EHR by April 28th.

 

Solution

Together, La Clinica, Pivot Point Consulting and
OCHIN, the IT services provider hosting and
deploying Epic, used the following process:

  • Identify and prioritize the top success factors and
    business drivers for virtual training and go-live
  • Plan, develop and convert the remaining training
    classes to virtual training and complete virtual go-live
    support using new methodology developed over
    one week of paused classes
  • Execute the support model with a focus on Health
    Center priorities — patient and staff safety and go-live
    success

Outcome

The virtualized training and go-live approach ensured the Epic implementation stayed on schedule without added risk, or negative financial impact. In fact, the virtual approach reduced travel costs for training and go-live by approximately $300K while addressing the safety of patients, 1,100 staff and almost 100 vendor and contractor staff. Keys to success included:

  • Rightsizing the virtual classroom to allow for personalized training support and ample Q&A
  • Extensive support planning for staff personal devices for training, go-live support and remote clinic work
  • Carefully planning device deployment, management and support
  • Equipping super users and leadership with tools and technologies to safely support colleagues in the clinic and those working remotely
  • Launching a virtual command center and go-live model that made use of real-time web collaboration technologies for rapid issue resolution and vital information flow
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$300K

in estimated cost savings

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650+

staff and clinicians trained

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60%

staff members trained virtually

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