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For Everyone
MyChart: Improved Patient Tools
Effective Sunday, Oct. 24

On Sunday, Oct. 24, MyChart will get several enhancements, including a redesigned message center and secure contact verification. The new message center allows our patients to:

• View conversation threads in sequential order.
• Bookmark conversations for fast future access.
• Search for messages by keyword.
• Quickly spot questionnaires or scheduling tasks to complete.
• Include attachments in messages to HM customer service staff.

Easier-to-follow prompts will help our patients send messages to providers and others, and they can use the pre-defined folders to keep the messages organized. For more information, review the MyChart Message Center tip sheet or watch this brief video.

We are also adding another layer of security. When patients log in to MyChart for the first time on or after Oct. 24, they’ll be prompted to update and verify their contact information. This will help keep their information updated in case we need to reach them for login help or password resets. Once their information is verified, patients will need to enter a verification code by email or mobile.

To learn about changes for your role, including new features and enhancements like changes to Secure Chat, a replacement for the Rothman Index, a new Behavioral Health module, click the Update Companion links below. 

You can also view your Companion and those for other roles by visiting the Learning Home (press F1 while in Epic) or it.houstonmethodist.org/epicupdate. 

Note: Your Companion will show an Aug. 15 date, the original date for this Update's go-live.

Provider Companions

Clinician Companions

Non-Clinician / Staff Companions

For All Epic Users
Epic Downtime
2 to 4 a.m. 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.

Photos are searchable
Spotlight uses information from Photos to search your full photo library by locations, people, scenes or even things in the photos, like a dog or a car. Find images shared through Messages by including a contact name in your search.

Get the details
Swipe up on a photo or click the info icon on the bottom bar to see details, like the date and time the photo was taken, image and lens format, etc. You can also add a caption as a memo to yourself or for an easy way to search for it later. 

Live text
Text in photos is now recognizable. Search for words in your photos, copy/paste text from photos, use the Look Up feature to learn more or even translate text to another language. 

For more features that are part of the Apple iOS 15 update, visit apple.com/newsroom.

For Everyone
Tech Tuesdays: New Sessions Added
Weekly from 1-2 p.m. 

Weekly Tech Tuesdays sessions hosted by Microsoft for all HM employees continue with new sessions scheduled through early December. Due to technical issues, we've stopped sending calendar invites, but you can access the courses each week from it.houstonmethodist.org/tech-tuesdays. Missed a session? Visit the website to view previously recorded sessions.  

For Everyone
Cisco Voicemail Indicator Light Temporarily Not Illuminating

The Cisco voicemail system upgrade will be complete on Friday, Oct. 8, 9 p.m. Until then the Red Message Waiting indicator light on telephones will not work. However, during this time, voicemails will be sent to you via Outlook.

Security Matters

For Apple Users
Important Security Alert: Update Your Apple Devices

Apple recently released an important update (iOS 15.0.1) and with it come critical security patches. Take some time to update your devices as soon as possible. If you don't, you may not be able to access HM data and emails. Here’s how to do the update: 

• iPhone or iPad: Go to Settings > General > Software Update and tap Download and Install. 
• Apple Watch: From an iPhone, update the Apple Watch app, under General > Software Update.

Did you know you can also set your iPhone or iPad for future automatic updates? Here's how:

• Go to Settings > General > Software Update.
• Tap Automatic Updates, then turn on Download iOS Updates.
• Turn on Install iOS Updates. Note: Some updates might still require a manual install.

For Hiring Managers
Microsoft 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 Microsoft 365 (formerly 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. Microsoft 365 MFA is not the same as the authentication required for VPN access.

To complete Microsoft 365 MFA, log in to Office 365 using your HM email address and password. Follow the set-up prompts (these 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 locked. To unlock it, contact the IT Help Desk at helpdesk@houstonmethodist.org or 832.667.5600.

Provider Updates

For All Providers
Physician Connect

Click here for the September issue of Physician Connect. 

For All Providers
Therapy Note Attestation Required for Patient Admitted Under Observation Status
Effective Now

When a patient is admitted under observation status, a provider (physician, PA, NP) must now cosign the patient’s therapy evaluation so future treatment sessions can be billed to insurance. This is similar to outpatient settings where the provider must sign off on the patient’s Plan of Care.

1.  To cosign the note, select the note via In Basket and click Attest (don’t select Edit).

2.  Type the SmartPhrase, .therapyattest — the following message displays.
3.  Click Sign.

Launch Alerts

For HMB and HMCL HIM Departments
Solarity Fax and Scanning Automation Launch: Monday, Oct. 11

The Solarity automated faxing and scanning system is launching Monday, Oct. 11 for HMB and HMCL HIM Departments. The new system will improve patient safety by making incoming patient information available in Epic sooner – in compliance with HIMSS Stage 7 requirements – and reducing the risk of errors inherent in manually scanning and filing the paperwork.

Until now, when we received patient medical records by fax the HIM staff scanned the faxes into our database and then filed them. This labor-intensive process delays medical records from view in Epic, especially considering that staff handle nearly 13 million pieces of paper each year.   

Solarity will automatically scan the documents. Now the staff can focus on improving the indexing system, making it easier to find documents.

Upcoming Solarity launches:

• HMH: Monday, Oct. 25
• SPG/PCG Wave 1: Monday, Nov. 8
• SPG/PCG Wave 2: Monday. Dec. 6

For HMWB Nurses, PCAs, Techs, Lab Staff, Paramedics and Respiratory Therapists
HMWB Specimen Scanning Launch: Monday, Oct. 18

Specimen Scanning launches at HMWB on Monday, Oct. 18 for nurses, PCAs, techs, lab staff, paramedics and respiratory therapists. This new tool reduces the risk of specimen labeling errors, improving patient safety. It lets you scan the patient wristband and a printer to ensure the right label prints for the right patient, at the bedside.

Now through Friday, Oct. 15

• Road shows: Live demonstrations coming to your unit, for day and night shifts.
• Training: Required LMS training (Epic Lab Specimen Collection & Barcode Scanning for Clinical Staff, course #1582031). Deadline, Friday, Oct. 15.
• Survey: Take a minute to complete a brief pre-launch survey by clicking here. Your feedback helps us improve our support for you.

10-11 a.m. Monday, Oct. 18

• Downtime: 10-11 a.m. Monday, Oct. 18. Follow downtime procedures for specimen collection.

Monday, Oct. 18 to Friday, Oct. 22

• On-site go-live support:  Teams rounding on the units.

For more information, including tip sheets and quick-start guides, visit it.houstonmethodist.org/specimenscanning or click here for a printable flyer. 

On Sunday, Oct. 24, specific HMB departments will begin piloting a LaborWorkx (LWx) feature called Open Shift Notification. This program allows central staffing to send text messages about available shifts to qualified personnel’s mobile phones. The program helps fill available open shifts in patient care areas and updates schedules in real-time when a shift is accepted. Clinical teams will be able to accept these shifts from their mobile phone. Note: Shifts are awarded on a first come, first serve basis.

If you are in one of the participating departments listed above, be sure to enter your mobile number in LWx now to begin receiving texts about open shifts.

• Log in to LWx.
• Select Preferences -> Open Shift Notifications.
• Check the box(es) under Notification Channel where you would like to get the notices (text, email or phone) and the contact information. 

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. A thorough evaluation by HM found the EDI to be statistically equivalent to the Rothman Index, while providing clear, easy-to-understand 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 

IV Pump Integration with Epic launches at HMH Monday, Nov. 1 through
Tuesday, Nov. 9. If this impacts you, before your department's launch (see schedule below), please register for and complete your classroom training.

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 needed, 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 Nursing and Quality Assurance Staff
New Icon Indicates SCD Order Is Missing
Effective Monday, Oct. 11

On Monday, Oct. 11 the Patient List column SCD 12 Hrs (Sequential Compression Device), in Epic, will show a black dot when an SCD order hasn’t been placed.

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 All SPG/PCG Providers and Clinical Staff
Caregility Upgrade for MyChart Video Visits

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

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

For All Providers, PT, OT, Imaging and Mammography Services  
Text Self-Scheduling Option for Patients
Empowering Patients to Schedule at Their Convenience

For All ED, Inpatient and Outpatient Providers and Clinicians
Clearer COVID-19 Vaccine Status on Storyboard

For All Providers
Dx Codes Updated to IMO Standard

For All Inpatient Nurses and Inpatient Nursing Leadership
Print Central Line and Foley Reports from Epic

For All Providers, Pharmacists and Dieticians
TPN Monitoring Report Enhanced

For All Nursing
Bolus from PCA Module Added to MAR Action

All Providers Placing Outpatient/Discharge Orders
Associate Diagnosis Now Required for Some  Prescriptions

For Everyone-Everyone