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For All Epic Users
Prepare for Oct. 24 Epic Update
Review Changes in Your Update Companion

To learn about changes for your role, click the Update Companion links below, visit the Learning Home (press F1 while in Epic) or visit it.houstonmethodist.org/epicupdate. Note: Your Companion will show an Aug. 15 date, the original date for this Update's go-live.

Reminders

• Staff with multiple roles may have more than one Learning Home and Update Companion. Be sure to review all the appropriate material for your roles.
• If you clicked the Close button on the Update Companion banner in the Learning Home, the banner will not reappear. To review an Update Companion again after you close the window, or to view Update Companions for other roles, visit it.houstonmethodist.org/epicupdate/.
• Use the guided activities in your Update Companion to experience and practice new workflows in the Epic Playground. For instructions and a list of user IDs and passwords for all roles, view the Accessing the Epic Playground tip sheet.

Provider Companions

Clinician Companions

Non-Clinician / Staff Companions

For All Epic Users
Epic Downtime
2 to 4 a.m. on Sunday, Oct. 24

In preparation for the Update, Epic will experience a planned downtime on Sunday, Oct. 24, from 2 to 4 a.m. During the downtime, access Epic Read-Only.

Note: Data in Epic Read-Only is current until the downtime begins. You can’t document or place orders in Epic Read-Only. For more details, review the Planned Downtime Instructions.

For All SPG/PCG Providers and Clinical Staff
Caregility Upgrade for MyChart Video Visits
Effective Monday, Oct. 4

On Monday, Oct. 4, Caregility, our platform for video visits through MyChart, will be updated for our patients and to help you conduct these visits more efficiently. Your current workflows remain the same, but you’ll notice new features and a new look for your video visits. New features and enhancements include:

• Faster video session launch set-up.
• Improved session quality.
• More control over your video visit sessions.
  • Upload a virtual background.
  • Coming Soon: Use Stratus to invite an interpreter to the visit, when needed.
  • Chat with patients privately.

To find out more, review this presentation or visit the Telemedicine Resources and Training website.

Security Matters

For Everyone
How to Know If Your Smart TV Has Been Hacked
Cybersecurity Awareness Series 

Is your TV changing channels or displaying content without you controlling it? If so, it's possible your smart TV is hacked. Any devices that connect to your Wi-Fi network, such as mobile phones, gaming consoles, doorbells, etc., come with the potential risk for being hacked.

Here are a few tips to keep your smart TV safe:  

• Use strong passwords: This is so important. Make sure to set up your modem and router with strong passwords and not the network default that came with it when you purchased it. 
• Set up your TV with restrictive options: While setting up your smart TV, you’ll probably be asked to enable features, opt into data sharing, etc. Choose the most restrictive options to limit your exposure.
• Update your smart TV operating system: Just as your smartphone has regular updates, your smart TV also needs periodic operating system updates.  
• Don’t attach all devices: Not every device needs to be connected to your home network. Limit it to only those that are necessary. 

For more details and tips on keeping your smart TV safe, visit allconnect.com. 

For Hiring Managers
Office 365 Multi-Factor Authentication Required for New Employees Needing Off-Network Access
Deadline to Complete is Two Weeks Following Their Start Date

Effective Monday, Sept. 27, new employees and contractors have two weeks following their start dates to complete Office 365 multi-factor authentication (MFA). This is a required layer of IT security for anyone who needs access to Microsoft 365 apps, HM emails or OneDrive files from their HM-issued or personal devices while off-network. Office 365 MFA is not the same as the authentication required for VPN access.

To complete Office 365 MFA, log in to Office 365 using your HM email address and password. Follow the set-up prompts (which only appear if MFA is not complete). You’ll also have the option to install the Microsoft Authenticator app on your mobile device. This app provides an extra layer of security and removes the need to enter a code; verification is just one click.

If an employee or contractor started on or before Monday, Sept. 13 and they haven’t already activated MFA, off-network access is currently locked. To remove this lock, contact the IT Help Desk at helpdesk@houstonmethodist.org or 832.667.5600.

For Apple Users
Need a Reason to Update Your Device?
Here's Three: FaceTime, Maps and Focus 

One of the best ways to keep your Apple devices secure is to update them to the latest version. Most times, you won’t notice a difference, but there are usually things working in the background to keep your devices secure. This time, Apple iOS 15 has quite a few features that can enhance your experience. Here are three: 

Physician Connect

For All Providers
Physician Connect

Click here for the September issue of Physician Connect. 

Launch Alerts

On Monday, Sept. 13, HM went live with a new workflow that automatically texts patients when their physicians place PT/OT orders. The texts contain a link allowing patients to select their site, appointment time and specific service. 

Patients also can text their questions, and departments can respond via WELL Health (our texting platform). This streamlines communications, increases patient satisfaction and employee productivity.

During Hurricane Nicholas, this service proved invaluable to Vickie Chao, NTW director at the Center for Rehabilitation, HMB. “We were able to send a broadcast message to the morning’s patients letting them know we would have to reschedule their appointments, and we let the afternoon patients know what time we were reopening. Compared to our last natural disaster, where we had to manually call each patient one by one, this service is great!” Chao said.  

In the coming months, we’ll add this feature for 80% of our mammography and imaging procedures. Stay tuned for more information.

For HMWB Nurses, PCAs, Techs, Lab Staff, Paramedics and Respiratory Therapists
HMWB Specimen Scanning Launch: Monday, Oct. 18
Complete Required Training by Friday, Oct. 15

Specimen Scanning launches at HMWB on Monday, Oct. 18 for nurses, PCAs, techs, lab staff, paramedics and respiratory therapists. Required LMS online training has been assigned to all impacted staff (Epic Lab Specimen Collection & Barcode Scanning for Clinical Staff, course #1582031). Please complete this training by Friday, Oct. 15.

Road shows – Monday to Friday (no weekends), now through Friday, Oct. 15
Road shows featuring live demonstrations are taking place now through Friday, Oct. 15 (no weekends) for day and night shifts. Look for the road show coming to your unit.

Go-live support onsite – Monday to Friday, Oct. 18 - 22

• Monday, 11 a.m. - 9 p.m.
• Tuesday to Thursday, 3 a.m. - 9 p.m.
• Friday, 7 a.m. - 5 p.m.

For more information, including tip sheets and quick-start guides, visit it.houstonmethodist.org/specimenscanning

For Inpatient Providers and Med/Surg and ICU Nurses
Epic Deterioration Index Replacing Rothman for Early Detection of At-Risk Patients
Effective Sunday, Oct. 24

On Sunday, Oct. 24, the new Epic Deterioration Index (EDI) will be available for early detection and intervention of at-risk patients by inpatient providers and med/surg and ICU nurses. The EDI replaces the Rothman Index, providing clear, easy-to-understand and statistically equivalent deterioration scoring.

Early detection of patient deterioration can improve accuracy of at-risk patient identification and decision-making time, leading to improved patient outcomes. EDI continuously tracks 16 patient variables to yield a numerical score based on:

• Patient’s age
• Recent vital signs and lab results
• Supplemental oxygen use
• Glasgow Coma Scale results
• Clinician’s neurological assessment (WDL or X)

The color-coded EDI score appears on nurses' Overview Summary Report and through an icon on the Brain activity. Providers can view the score on the Summary Report. The score will also be available on the previous Rothman display boards, or providers and nurses can add a Deterioration Index column on the Patient List.

For HMH Nurses
Register for IV Pump Integration Training and Complete Pre-Launch Survey
Training Underway Now 

Before your department's launch of IV pump integration with Epic (see schedule below), please register for and complete your classroom training. This training is assigned to impacted nurses in LMS. The project launches Monday, Nov. 1 through Tuesday, Nov. 9. 

To register, search LMS for your appropriate Epic IV Pump Integration training course and select a session. Classroom size is limited, and each course is two hours.

• Critical Care/ICU Departments – Course ID 1594004
• Emergency Department – Course ID 158905
• Infusion Therapy – Course ID 1589057
• OB Departments – Course ID 1594003
• All Other Departments – Course ID 1589055

Complete the pre-launch survey: To help us to determine opportunities for improvement and areas where additional training and awareness are necessary, please click here to complete our pre-launch survey. It takes less than five minutes.

For more information or assistance with class registration, contact Connie Lauw (cmlauw@houstonmethodist.org) or Epic Training (epictraining@houstonmethodist.org). For additional details, visit it.houstonmethodist.org/ivpump.

Epic Updates

For All ED, Inpatient and Outpatient Providers and Clinicians
Clearer COVID-19 Vaccine Status on Storyboard
Effective Thursday, Sept. 30

Starting today, your patient’s COVID-19 vaccine status will be color-coded on Storyboard. This will make it easier to identify whether your patient has completed, started but not completed or not started a vaccine series, so you can provide vaccination guidance, if needed.

• Green: Completed.
• Orange: Started but not completed.
• Red: Not started.

Examples:

• Vaccine series completed outside HM

• Vaccine series completed or reconciled at HM

• Vaccine series started but not completed

• Vaccine series not started

For All Providers
Dx Codes Updated to IMO Standard
Effective Friday, Oct. 1

On Friday, Oct. 1, diagnosis codes within Epic will update to the latest Intelligent Medical Objects (IMO) standard. This is our routine, yearly update. For more information, including a list of new terms and modifier changes, visit the IMO website.

For All Inpatient Nurses and Inpatient Nursing Leadership
Print Central Line and Foley Reports from Epic
Effective Friday, Oct. 1

Starting tomorrow, Oct. 1, you can print and review Central Line and Foley Reports from Epic. Because of this added convenience, daily reports will no longer be disseminated to nursing leadership.

Managers: Please print the Find and Run Reports from the Library tip sheet and share it with your team during huddles and meetings. You may begin pulling these reports from Epic starting tomorrow, Oct. 1.

For All Providers, Pharmacists and Dieticians
TPN Monitoring Report Enhanced

The TPN Monitoring report has been enhanced and is now available to providers. It includes information on electrolyte and lipid emulsions administration outside of TPN and laboratory trends, appropriate for daily monitoring.

You can find the TPN Monitoring report under Summary reports in Epic.

For All Nursing
Bolus from PCA Module Added to MAR Action
Effective Monday, Oct. 4

On Monday, Oct. 4, to appropriately account for BCMA compliance, Bolus from PCA Module will be added as a MAR Action for medications delivered through a PCA syringe. Use this to document bolus doses administered from a PCA syringe such as fentanyl, hydromorphone, midazolam and lorazepam. Note: Dual signoff continues to be required for medications (System_PCPS 126).

All Providers Placing Outpatient/Discharge Orders
Associate Diagnosis Now Required for Some  Prescriptions
Effective Monday, Oct. 4

Starting Monday, Oct. 4, certain medications will require you to enter an associate diagnosis before you can generate and send the electronic prescription. This step will help minimize outpatient/post-discharge medication delays and reduce calls from the pharmacy requesting more information to fill a prescription (e.g., Medicare Part B medications requiring an associate diagnosis before being filled).

If the medication you’re prescribing requires an associate diagnosis, you’ll now be prompted to enter the information.

Example: Outpatient

Example: Inpatient Discharge

For All Epic Users
Some Epic Functionality Unavailable
5 a.m. Wednesday, Oct. 20 to 4 a.m. Sunday, Oct. 24

Some Epic functions will be unavailable, and no changes or enhancements will be made from 5 a.m. on Wednesday, Oct. 20 to 4 a.m. on Sunday, Oct. 24.

You’ll still be able to work in Epic as usual, but you won't be able to do the following:

• Apply filters in Chart Review. 
• Create, edit and share NoteWriter macros, SmartPhrases and SmartLinks.
• Create and edit In Basket QuickActions.

For All Manager/Directors
Prepare Your Staff for Epic Update

As a leader and sponsor, please help your staff understand the changes before the Oct. 24 Epic Update. To help you communicate with your team, role-specific materials are available to share during meetings, huddles and rounding.

Huddle Notes: https://it.houstonmethodist.org/epicupdate-huddle/
Meeting in a Box: https://it.houstonmethodist.org/epicupdate-miab/

In addition, encourage staff to review their full Update Companion and follow the guided activities in the Epic Playground. View the Accessing the Epic Playground tip sheet for help and a list of user IDs and passwords for all roles.

Planned Downtimes or Maintenances

If you experience issues during a planned maintenance, including missing computer icons or shared drives, please be patient and restart your computer. To ensure minimal impact, save your work often, before and during any planned maintenance.

Reminders

You can see previous issues of IT Matters and more at it.houstonmethodist.org.

For HMH Pharmacists, Pharmacy Techs and Buyers
HMH Pharmacy Inventory Management Launch: Monday, Oct. 25
Complete Required Training Now

For Everyone
COVID-19 Vaccine Booster Documentation in MyChart

For All Providers
New Epic Visitation Restriction Workflow Enhancements

For Apple Device Owners
Devices Older Than iPhone 6 Not Supported, Blocked from Accessing HM Data

For Everyone-Everyone