Industry
Not-For-Profit Hospital
Challenge
An acquired private, not-for-profit hospital system faced the daunting task of transitioning from legacy MEDITECH and Soarian platforms to Epic. Per the acquiring system’s decision, the local team would not be certified or trained in Epic prior to go-live, creating a significant knowledge gap. With a strict 12-month timeline and a phased rollout starting with outpatient clinics followed by the hospital, leadership needed a way to navigate complex system build decisions, avoid common implementation pitfalls, and manage operational turnover that left gaps in their internal project team.
Results
CereCore provided executive-level advisors with over 15 years of Epic experience to serve as a sounding board and strategic guide. By facilitating acquisition planning, conducting rigorous clinical operational readiness reviews, and managing a complex cutover, CereCore helped the facility meet its 12-month goal. The partnership ensured that leadership remained knowledgeable and conversant throughout the process, resulting in a successful go-live that bridged the gap between legacy workflows and new system requirements.
Services Provided
Epic, EHR Optimization, IT Advisory Services
About the Provider
The facility is a private, not-for-profit organization comprising an acute care hospital, an ambulatory campus, and senior living communities. They offer a wide range of outpatient services, including primary and urgent care, laboratory, and rehabilitation. Notably, the system has been awarded four Magnet designations from the American Nurses Credentialing Center, reflecting a high standard of nursing excellence and patient care.Navigating the Acquisition and Planning Phase
The engagement began with strategic advising during the negotiation and early planning stages. CereCore's lead advisor assisted with foundational decisions regarding reporting, facility structure design, billing office options, and project governance. By having an experienced advisor in the room, the hospital system was able to listen for concerning trends and approach their implementers with informed questions. This early due diligence ensured that the project charter and timeline were realistic and captured the necessary details for a successful 12-month build.
Clinical Operational Readiness and HOD Support
As the implementation moved from outpatient clinics to the hospital side, the complexity increased. CereCore conducted a Clinical Operational Readiness (CORe) review, evaluating critical policies such as restraints and critical results to ensure they aligned with new Epic workflows. Special attention was given to Hospital Outpatient Departments (HOD). The team provided specific support to accommodate HOD needs regarding billing, charging, and referrals, ensuring these departments were not overlooked in the broader system-wide rollout.
Masterful Cutover and Provider Engagement
To instill confidence among clinicians, CereCore mapped out a provider engagement plan that lasted through go-live. A critical component of the move to production was the cutover execution. CereCore created a crosswalk document that allowed users to map orders from the legacy system to Epic accurately. Through cutover dress rehearsals and on-site troubleshooting, the team solidified the timing and resource needs for a smooth transition. This proactive approach helped avoid the common day-one frustrations that often plague major EHR migrations.
Key Outcomes:
Strategic Foundation: Aided executive leadership during high-level negotiations and foundational system design decisions to ensure long-term scalability.
Comprehensive Policy Review: Evaluated and updated clinical policies and order sets to ensure coordinated care across multiple service lines.
Successful Cutover Execution: Developed a detailed order crosswalk and conducted dress rehearsals to reduce risk during the move to production.
HOD Optimization: Delivered tailored advisory services to hospital outpatient departments to balance unique clinical needs with system-wide billing requirements.
On-Site Expert Support: Provided a certified technical and clinical advisor on-site to assist with go-live troubleshooting and bridge knowledge gaps for end-users.
Result
The partnership provided the acquired hospital system with the expertise needed to successfully transition to Epic on time, transforming a lack of previous system knowledge into a high-functioning, ready-for-production environment.
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