In This Week's Issue: 

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This Sunday, March 7 is the Epic Update and planned downtime. Make sure you've prepared by reviewing the upcoming changes in your role-specific Update Companions, which includes a section on the first page highlighting top changes.

To find your Update Companion:

• Press F1 on your keyboard while logged into Epic to access them in the Learning Home.
• Visit it.houstonmethodist.org/epicupdate/ for links to all Companions.

You can also watch recorded short Update Briefings or attend an Update Snapshot session to learn about the changes and ask questions.

The planned downtime is from 2 to approx. 4 a.m. on Sunday. During the downtime, access Epic Read-Only. For more details, review the Planned Downtime Instructions.

Visit it.houstonmethodist.org/epicupdate/ for more information.

For Everyone
Network Password Reset Just a Call and Click Away

If you forget your HM password (also used for Epic), you can now simply call the IT Help Desk and an automated chat bot will send you a link to reset it. This convenient new feature launched on Tuesday, March 2. When you call, be sure to have your user ID handy. If you do not remember your user ID, your call will be redirected to a Help Desk analyst for assistance.

After you reset your password, remember to logout completely and log back in. This ensures the change takes effect across all single sign on (SSO) applications, including Epic. 

This feature is also available for password resets on HM MyChart. For assistance, call our dedicated service desk at 832.667.5694.

Security Matters

For Everyone
Microsoft Issues Critical Hacker Warning 

The Microsoft Threat Intelligence Center warned yesterday of cybersecurity attacks by a group from China known as Hafnium. These hackers are accessing Microsoft Exchange servers and people’s emails.

According to Beckershospitalreview.com, Hafnium previously tried to steal information from infectious disease researchers. Microsoft’s senior threat intelligence analyst, Kevin Beaumont, said he expects to see more threats, including ransomware. This is when cyberattackers demand payment to release data they have stolen.

As HM IT Security has shared before, cybersecurity threats are real and require all of us to remain vigilant and continue reporting suspicious emails. A Universal Health Services (UHS) 2020 cyberattack ended up costing the hospital $67 million. This attack forced UHS to divert patients to other facilities. They also incurred significant expenses to restore their networks.

To report a suspicious email:

• Click Report Phish – Phish Alarm button on your Outlook toolbar. You can also report it from your mobile device by clicking the three dots by the sender’s name and selecting the Report Phish button (click here for a visual aid).

• If you’re using Apps Center, send the suspicious email to spamspotting@houstonmethodist.org

Launch Alerts

For All Outpatient Rehab Staff, Including Front Office Staff
New Outpatient Epic Rehab Module
Launching Sunday, March 7
Complete Training by Tomorrow, March 5

On Sunday, March 7, the new Epic Rehab module launches for outpatient rehab — streamlining documentation, reporting and billing into Epic, making your workflows easier and more efficient.   

Training and Support
To make sure you are prepared, be sure to take LMS training. Click the applicable link below for details on role-specific training and training resources, including required LMS modules, WebEx recordings and tip sheets. Please be sure to complete all training by tomorrow, Friday, March 5.

• Front Office Staff Only
• All Other OP Rehab Staff

For Inpatient Nurse Managers, Nurses, Therapy Managers, Therapy Staff
Epic Wound Care Module
Launching Monday, March 8 at 11 a.m. for Inpatient Only

On Monday, March 8 at 11 a.m., the Epic Wound Care Module will launch for inpatient nurses and therapy staff only. The outpatient launch is slated for Tuesday, March 23.

Important – Starting March 8 at 11 a.m. (inpatient only)

• For new wounds, use the new LDA wound documentation options.
• For existing wounds that you’ve documented on or before March 8 at 11 a.m., continue using your current LDA wound documentation options.

Training and Resources

To make sure you’re prepared to use these new LDA wound documentation options:

• Be sure to complete the assigned LMS course listed below.
• If you haven’t received an LMS assignment, go to LMS via MARS, search for the Course ID below and complete training.
• Nurse and therapy managers: Make sure all staff is assigned training. If they’re not, please assign them.
• We recommend that everyone complete training before the March 8 launch, but the final training completion deadline is Monday, March 22.

Required Training

• LMS for Nurses and Therapy Staff: Epic Singular Wound LDA Documentation (Online Only)
• Course ID: 1587114

Tip Sheets

• ED FYI - LDA Wound Documentation
• Inpatient Nurse Staff - Singular Wound LDA Documentation

For training questions, contact epictraining@houstonmethodist.org.

For HMCL
IT System Maintenance – Keep Your Devices On
HMCL: Tuesday, March 9, 6 p.m. to 11:59 p.m. 

IT system maintenance will take place for HMCL hospital and MOBs on Tuesday, 
March 9, 6 p.m. to 11:59 p.m. Everyone will lose network connection to all business systems and medical devices for about three minutes during this timeframe, but devices should reconnect automatically. If your devices don’t reconnect, please reboot.

This interruption includes systems and devices like Vocera badges, Zebra smartphones with Rover, pneumatic tubes, air conditioning, MRIs, CTs, laptops, WOWs, desktops, printers and more.

To prepare

• Keep your systems and devices turned on and online.
• Save your work often between 6 - 11:59 p.m. on Tuesday.

For Everyone
Mapping Kiosks – HMH Successfully Launches  
HMB Launching Tuesday, March 16

This week, HMH went live with an upgrade to their mapping kiosks. These kiosks make it easier for our patients, visitors and volunteers to find their way around our hospitals, providing step-by-step directions to areas like cafeterias, gift shops, restrooms, Medical Records and even doctors' offices. New features include things like 3D images and wheelchair accessible routes, and you can even send directions straight to your phone. Congratulations to the project team for their hard work and dedication to make this initiative a success. 

The upgrade at HMB will take place on Tuesday, March 16, leaving only HMCCH and HMCL to complete their installs (those are expected to take place by the end of summer 2021). 

For HMW/HMCCH Nurses, PCAs, ED Techs, Paramedics and Respiratory Therapists
HMW/HMCCH Specimen Scanning Launching on Tuesday, March 23
Complete Required Training by Friday, March 19

Specimen Scanning will launch at HMW/HMCCH on Tuesday, March 23 for nurses, PCAs, ED techs, paramedics and respiratory therapists. This tool reduces the risk of specimen labeling errors, improving patient safety. Increased accuracy helps reduce lab processing turnaround times, so providers can make patient care decisions sooner than previously possible.

Required training deadline – Friday, March 19

• Required online training has been assigned to impacted nurses, PCAs, ED techs, paramedics and respiratory therapists. Please complete this LMS training by Friday, March 19.

Road shows

• Road shows featuring a live demonstration will take place daily Monday through Friday, March 15 - 19, in all departments.
• Look for the road show coming to your unit the week of March 15.

For questions, contact your unit’s super users of the IT Help Desk. For more information, visit it.houstonmethodist.org/specimenscanning.

Epic Updates

For All Nursing
Changes to Specific Nursing Flowsheets
Effective Now

To better reflect documentation from nursing interventions, several flowsheet row selection forms were updated.

Managers: Share updated Epic documentation during huddles.

• Anchored to nasal tube with catheter and clip added as an option in the NG/OG feeding tube LDA securement for nursing units utilizing the Bridle Catheter.

• Sacral foam dressing applied, sacral foam dressing reinforced, sacral foam dressing changed and sacral foam dressing removed were added as options in Sacral Protection Interventions.

• Prone-Right Swimmers position, Prone- Left Swimmers position, Turn assist with wedges (15 degree) and Turn Assist with Wedges (30 degree) were added as options to the Repositioned row (located under Mobility in the Daily Cares/Safety flowsheet). Note: 15 Degree Wedges are the black micro-shift wedges and 30 Degree Wedges are the standard comfort glide wedges.

For All Inpatient Nursing 
Right and Left Pupil Size Now Requires a Number 
Effective Today

To allow for the exact value to be documented, the pupil size drop-down flowsheet row no longer exists and a new numerical row has been created. The pupil size range will still be 0 to 10 and require a number to be entered in the Pupillometer. 

For All Staff Using TPR
Buttons on Today’s Patient Report (TPR) Temporarily Not Displaying Correctly

On Sunday, March 7, you will notice several buttons missing from the TPR. You will also see two new buttons. Epic is currently working on a resolution to restore/remove the buttons. Meanwhile, you can access the missing buttons from Patient Station.

The following buttons are not displaying correctly:

1. Patient Transport
2. Auth/Cert
3. Open Chart
4. Charge Entry
5. Similar name

These are the new buttons:

1. Collect Payment
2. Patient Refund

For All Epic Users
Some Epic Functionality Unavailable 
Now Through Sunday, March 7 at 4 a.m.

Some Epic functions will be unavailable, and no changes or enhancements will be made through Sunday, March 7 at 4 a.m.

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 HM Cube Users
Cubes Data Refresh Pause
Sunday, March 7 Through Monday, March 15

HM cubes data in Epic will not be updated following the Epic Update on March 7 through Monday, March 15. This will allow the cubes to be validated. Regular data refreshes will resume on Monday, March 15.
 
Note: No downtime is expected, and you can still access the cubes.

For Anyone Assigning Patient Education
Education Assigned in Epic Soon Available in MyChart
Effective Wednesday, March 10

At approximately 10 a.m. on Wednesday, March 10, educational content assigned to patient's in Epic’s FHIR Education will be available in MyChart during the hospital stay. As of March 10, you must use the FHIR Education activity for the content to be visible in MyChart during and after a patient's hospital stay. Previously, some educational content may have been assigned to MyChart using just the Education activity.  

Note (HTMW Only): This will not impact the process of using the Education activity to play educational videos on in-room televisions.

This tip sheet provides further instruction.

For Revenue Cycle
New Microsoft Teams Group: HM-Epic for Revenue Cycle
Effective Now

There is a new Microsoft Teams group called HM-Epic for the Revenue Cycle. This group is open to anyone in the HM Revenue Cycle who wants to post questions, and share answers or new discoveries regarding Epic updates related to Revenue Cycle.

Here’s how to join:
1. Click Teams on the left side of your Teams screen and click Join or create a team.

2. Type HM-Epic for the Revenue Cycle in the search bar at the top of the screen. Click Join Team.

For All Epic Users
Prepare for Daylight Saving Time
Sunday, March 14

Daylight Saving Time (DST) begins Sunday, March 14. The time will move forward one hour from 0200 to 0300. Note: Epic will automatically correct the time and no interruption is expected.

If you work in the following areas, refer to the specific department instructions for your area to maintain continuity of care.

• Cardiology procedural areas (cath lab, etc.)
• Emergency departments
• Inpatient bedded units, including observation
• Inpatient bedded units, including observation (HMSL only)
• OR, including preop and PACU areas
• Pharmacy
• Radiology and radiology procedural areas, interventional radiology, etc.
• Women’s services, including L&D
• Women’s services, including L&D (HMSL only)

Planned Downtimes

Reminders

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

For HMH and HMB
New Mapping Software Coming to HM Kiosks
HMH: Tuesday, March 2
HMB: Tuesday, March 16

For All ICU Providers and Nurses
ICU Proning Intervention Orders Panel Replacing Standalone Order
Effective Monday, March 1

All SecureAuth Users
SecureAuth Upgrade
Effective Sunday, March 7

For All Providers and Inpatient Clinicians
Communicate with Patients' Families Easier with the Caregility Video Conferencing App
Simple to Use App Available on HM Tablets

For PAS Scheduling/Registration and CBO
Recondo: New Look/New Vendor
Effective Mid-March

For Everyone
Phishing Drill Results
Remember to Always Report Suspicious Emails 

For Everyone-Everyone