Things to Know, FAQs- For Physicians

Below are many typical questions (and answers) regarding Epic and SRHS Epic use and training for physicians. Please read and then refer to it as needed.  You can also e-mail questions to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

ACCESS | Devices

Can I use my own laptop?

Epic will be accessible from any device with a high-speed Internet connection. There are limitations, however, based on screen size (smaller screens require a lot of scrolling) that make some devices unusable.

Can I use my iPhone or iPad to access the Epic system?

Yes.   Handheld applications called Haiku and Canto are linked into our Epic system and makes providing care  easier for physicians with their personal Apple products. With the touch of a screen, physicians will be able to find patients in the system and review information about their medical histories, active orders, admission information and more. Haiku and Canto, which work with Apple iPhones and iPads, will be implemented by SRHS.
It allows physicians to remotely view patient lists, schedules, care team information and results. The read-only functionality provides physicians with detailed reports that enable them to make sound clinical decisions.

Information you need

Highlights of the application include the ability to view appointment schedules for a two-week window and to review patient notes, lab results and imaging result narratives. Information is not stored on the iPad or iPhone, so users need a live wireless connection to view information. To gain access, users must be competent in Hyperspace after a Epic go-live for three to six weeks.

Placing orders or writing notes is not supported yet in either Haiku or Canto. As Epic and technology continue to evolve, our physicians and nurses will find that delivering world-class care will become even easier, more efficient and more cost-effective.

ACCESS | Passwords

Will I need separate passwords for EPIC and PACS?

No, you will be able to access radiology reports within Epic without entering a separate password. You will then be able to view the actual images via a hyperlink.

Will multiple passwords be necessary?

One password should suffice both inside and outside the hospital

ACCESS | Remote access

Can I access Epic from home?

Yes. All you need is a PC (or a MAC) with a high-speed Internet connection. Once you have trained and have a password, you will have full remote access to the program.

Can I access Epic from my office?

Yes. All you need is a PC (or a MAC) with a high-speed Internet connection. Once you have trained and have a password, you will have full remote access to the program.

Will my office need new equipment to access Epic?

Probably not. Epic is a Web-based program. All you need is a high-speed Internet connection to view your in-patients within SRHS. Once you have trained on the system and have a password, you will have full remote access. Either a MAC or PC can be used.

BASIC | Development

How are physicians involved in the development of Epic for SRHS?

More than 40 physicians from across SRHS (the majority being “non-employed”) helped develop Order Sets and other aspects of the program.

Ongoing physician input is strongly encouraged, and these efforts will be coordinated by the Information Systems Physician Engagement Committee (ISPEC) consisting of physicians from across the SRHS system.

Physicians continue to participate in review of new functionality and training materials.

BASIC | Implementation

What is the timeline for implementation?

Big bang Go-Live is scheduled for SRHS on July 1, 2012

End-user training will take place for six to eight weeks prior to Go-Live.

Why is SRHS implementing an EHR?

An EHR constructed using evidence-based medicine makes patient care safer and more efficient. Data retrieval is much easier. Multiple users can access the chart at one time. Handwriting legibility will no longer be a problem. The ability to access the record from remote sites make rounding and follow-up easier. Recent federal financial initiatives favor the use of EHRs (and they will eventually be mandated).  Local, regional and national Health Information Exchange Systems require searchable databases, and Epic will provide this functionality.

DATA ENTRY | Dictation

Will I be able to dictate, and if so, what can I dictate?

Epic’s templated documentation tools can help providers efficiently create complete notes without the need for transcription.  If needed, voice recognition dictation with Dragon can be used to complete patient notes.

DATA ENTRY | General

What will rounding look like?

1) Use “Activity” tabs to choose a desired activity (Rounding, Transfer, Discharge, etc.).

2) This will open a “Navigator,” a list of tabs that guide you step-by-step through the desired activity.

3) Once you reach the bottom of the list, you’re done.

4) Notes can be added using Smart Tools, customized Templates, free-text, or Dragon voice recognition.

DATA RETRIEVAL | Allergies

How do I review allergies?

Allergy information is ALWAYS at the top of every patient’s chart. Allergy information is also available (and can be edited) from the “Allergy” activity or the “Allergy” tab from most of the Navigators.

The system is designed to warn you if you try to prescribe a medication to which the patient is allergic.

How can I get a summary of my patient’s ED visit?

1) Open patient’s chart by double-clicking on name from Home workspace (Patient Lists).

2) Chart will open to Patient Summary Activity

3) Click on “ED Encounter Summary” from Report Toolbar

Note: If the “ED Encounter Summary” report is not in the Toolbar, click the Report Selection Icon, find the “ED Encounter Summary” report, and click Accept.

ED summaries will be sent automatically to either your fax # or Epic in-basket. You will be able to choose your preferred communication method.

DATA RETRIEVAL | Patient Lists

Can I print out a patient list of my own patients?

Yes. From the Home Workspace look under your “MyList” tab. Add or remove patients to update your list if necessary (admissions and discharges will be added or removed automatically). You may sort the list on any column. Print the result.

MEDICAL RECORDS | Old Charts

What happens to the old (paper) charts?

All paper medical records will be stored according to current retention policies and procedures. They can be retrieved by the HIM department as they are currently and will be viewable in Epic by a link to HPF.

MEDICAL RECORDS | Signing

How will I sign medical records?

When orders are placed or notes “written” in the system, they are electronically signed as they are “Accepted.” Any items that are not entered as above will appear as “deficiencies” in your in-basket where they can be reviewed and electronically “signed.”

ORDER SETS | Customization

Can I have my own Order Sets?

Each Order Set has multiple choices for each item or category (VS, diet, antibiotic choices, etc.). Each physician can make selections from any of these choices and save the result as his/her “Favorites.”
When that physician opens that same Order Set again, the pre-selected choices are checked and are ready to order. Any new selections may be substituted “on-the-fly” or may be saved as a new “Favorite.”
Additional orders can be added to the orders in the Order Set for a given patient, but they are not saved with the Order Set as are the selections in the “Favorites.” “Preference Lists” can be used to simplify ordering.

How do you handle unusual therapies or diagnoses if you have standardized Order
Sets?

Additional orders can be added at any time. Also, selections from more than one Order Set can be used. For commonly used items, each user can set up a list of “Preferences,” orders which can be placed from a short list with just a couple of clicks.
Setting up “Preference Lists” is an important step recommended for all users prior to Go-Live.

What are Problem Lists and what are Physicians' responsibilities regarding them?

The Problem List section in Epic is an area where a patient's current problems are listed.  This list will need to be verified and/or updated every time a patient is seen in the emergency department or is admitted to the hospital.  It is the primary physician's responsibility to add new problems to the list or verify the current list if there are no new problems. 

ORDERING | Consults

How do I make/get consults?

1) Make consults: Many Order Sets have a section for consults. You can choose by Specialty, Group, or Individual just as you do now. As usual, for urgent or complex consults, a phone call to the consultant is recommended.

2) Receiving consults: If you receive a consult and you are added to the patient’s Treatment Team, his/her name will appear on your Patient List. You can add patients to your list at any time as well.
Covering physicians will be able to see your list and/or add it to theirs for purposes of making rounds (for weekend calls, etc.). Most physicians still recommend calling physician to physician.

SUPPORT

What support will be available in the hospital?

For the first several weeks after Go-Live there will be around-the-clock support in the form of “Super-Users” (persons who’ve learned the system in more depth). After that initial phase, support will be available as well, but will not be as robust.