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Our EPIC Conversion

Our EPIC Conversion. Florence Davis Director, Patient Access Children’s Healthcare of Atlanta. Children’s Healthcare of Atlanta. 489 Bed 600,000 Patient Visits 3 Hospital Campuses 4 Immediate Care Centers 13 Neighborhood Centers. Patient Access Department. Functional Areas Scheduling

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Our EPIC Conversion

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  1. Our EPIC Conversion Florence Davis Director, Patient Access Children’s Healthcare of Atlanta

  2. Children’s Healthcare of Atlanta • 489 Bed • 600,000 Patient Visits • 3 Hospital Campuses • 4 Immediate Care Centers • 13 Neighborhood Centers

  3. Patient Access Department • Functional Areas • Scheduling • Order Management • Pre-Registration • Insurance Verification/Authorization • Financial Counseling/Charity • Registration • 300 Access Staff

  4. Why Do We Care? • Our mission: To enhance the lives of children through excellence in patient care, research and education.

  5. Lessons Learned It’s a Girl!!! Not a Boy!!!

  6. Lesson Learned 1:Be Prepared for Surprises!! • Coverage Conversion • Guarantor Conversion • Security Access • Access to Delete/Term/Update Coverage • Access to Event Management • Hardwiring Required Data Elements

  7. Lessons Learned 2: Key Workflows • Out Patient Verification Workflow • Reports vs. WQ • Benefit Page vs. Forms • Referrals • Coverage Management • Attach to Hospital Account and Guarantor Account • Subscriber Relationship to Patient • Benefit Management (Retro Adjudication) Effective Date of Coverages • Bedded Patients vs. Inpatient • Cash Drawer

  8. Lessons Learned 3: Training Strategy • Technical Training vs. Operational Training • COB • Billing indicators • Skill Sets of Super Users • Report Crosswalk • Coverage Crosswalk • Workqueue Management

  9. Lesson Learned 4:EPIC is One System! • Create a change control process • Changes to one team’s workflow, will affect another team’s! • Changes made to data in one module will affect data in another module!

  10. Key Success Factors • Change Management • Communication Plan • Employee: Video/Newsletter • Community Physicians • Parents • Leader Engagement • Risk Assessment for Department • Lead Sub Teams • Define Project Goals/Scope • Project Design Teams • Outliers • Standardization

  11. Key Success Factors Cont’d • ID Resources • SMEs (Knowledge Experts) • Roles & Responsibilities • Created/updated Policies • Guarantor • Account Management • Point of Service & Refunds • Self Pay • HR impact • Job Description Changes • Job Grade

  12. Outcome EPIC has enabled us to: • Improve Efficiencies • Standardization • Hardwiring Processes • Accountability • Streamline Front End Processes • “Schegistration” • Reports (Trending & Decision Making)

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