From planning to performance: Strategies for a successful Epic implementation 

Healthcare executives often express concerns when facing the challenges associated with an Epic implementation. These concerns typically involve ensuring seamless clinical adoption, optimizing patient outcomes, and maintaining compliance with stringent reporting standards. 

To ensure a successful implementation, it’s essential to focus on key strategic areas that lay the groundwork for effective execution. By addressing these foundational elements, organizations can navigate the complexities of change and set themselves up for long-term success. 

Pre-implementation planning to support to post go-live improvement 

Through tailored strategies and a hands-on approach, your organization can navigate this intricate process with confidence, while effectively managing change to exceed your strategic objectives. Appropriate pre-implementation planning can make all the difference to the success of your implementation and your organization’s ability to continue to make improvements to the system in the future.  During pre-implementation planning, consider the following to ensure a smooth implementation and support future improvements post go-live: 

• Identify key value drivers and measure success: Set clear, measurable goals and communicate them effectively, to ensure that everyone is aligned and focused on the same objectives. 
• Establish an effective project governance structure: A well-defined governance structure enables your organization to make decisions quickly and resolve issues effectively. 
• Review total cost of ownership: Understanding every aspect of the implementation budget—including consultants, third-party systems, interfaces, go-live support, and training—is crucial for accurate cost estimation. 
• Give operations a head start on standardizing workflows: Standardizing workflows is essential for maintenance, testing, and training. Foundation build should always be considered during this phase. 
• Define future-state, third-party scope: Early determination of which non-Epic systems will remain integrated is critical for a smooth transition. 
• Staff the project team with the right skill sets: A balanced team of operational or clinical experts, project managers, IT professionals, critical thinkers, and organized leaders is essential for success. 

The importance of effective leadership & project management 

In addition to pre-implementation planning efforts, effective leadership and project management are essential for steering your organization through the complexities of implementation. A well-defined change management and communication strategy helps maintain alignment during this period of significant transition. By prioritizing clear communication, tailored training, and robust support systems, leaders can navigate challenges and create a resilient framework that not only facilitates a successful go-live but also sets the stage for ongoing improvement and growth. Strategies to ensure effective leadership and management to consider include:  

• Define a change management and communication strategy: Epic will bring significant changes to your organization; clear and consistent communication is vital. 
• Guide clinical and revenue cycle transformation: Programs like ARCR (Access & Revenue Cycle Readiness) and CORe (Clinical Operational Readiness) play key roles in the transformation process. 
• Implement comprehensive testing and training approaches: Effective testing helps identify and resolve build and workflow issues before go-live, while a well-developed training plan ensures that superusers and end users are fully prepared. 
• Create a go-live support strategy and preparation plan: A robust issues resolution process is essential for a smooth go-live experience. 
• Advise on long-term staffing for post go-live improvement: The number of full-time equivalents (FTEs) required varies based on your organization’s size and application mix.

Our approach 

Conducting a successful Epic implementation can be challenging, but by addressing these key foundational elements, your organization can navigate the complexities of change for successful execution and improved patient outcomes. 

At Baker Tilly, our team of seasoned Epic consultants is dedicated to alleviating your concerns by providing expert guidance and support throughout the entire implementation journey.  We pride ourselves on our ability to guide your organization through the complexities of an Epic system implementation, focusing on maximizing efficiency and effectiveness. From pre-implementation planning to post-live improvement, our comprehensive approach ensures that your project is set up for success at every stage. With Baker Tilly, you can trust that your Epic implementation will drive meaningful results and sustainable growth. 

Contact us to learn more   

For more information on this topic or to learn more about our comprehensive solutions for Healthcare IT, connect with us today.