Trending in IT

For Managers and Directors
IT Equipment Supply Shortage and Requesting Hardware for New Hires

The global shortage for anything with a chip, such as computers and phones, continues to present a supply chain challenge to everyone across all industries. At HM, this impacts anyone needing a new computer, like new hires, existing staff needing an upgrade or someone who may need a laptop to replace their desktop. As a result, the manufacturer's lead time for a new computer is at least six months. 

Thankfully, we purchase equipment ahead of time, so we have stock readily available to meet HM’s new hardware needs. Our fulfillment priority is: COVID-19 related needs, patient care initiatives, SPG/PCG onboarding, new construction and new hires. 

When hiring a new employee who requires a new workstation, the best practice is to contact the IT Help Desk to put in a request as early in the hiring process as possible. For urgent equipment requests for new hires, please contact your local IT Field Operations Manager or Alex Vega. 

For All Providers, Nurses and MAs
Immunization Clinic Only Displays Pfizer COVID-19 Vaccine Warning for Patients Under 12 Years

Due to a recent Emergency Use Authorization update, approved by the FDA, the minimum age for the Pfizer COVID-19 vaccine has decreased from 16 to 12 years of age. Now, when you administer a Pfizer COVID-19 vaccine in Immunization Clinic, you’ll only receive a warning that the patient is too young if the patient is under 12 years. Note: This change only applies to the Pfizer COVID-19 vaccine.

Launch Alerts

For HMH Nurses
HMH IV Pump Integration Training Starts Next Week
Register for Your Course Session Now

Classroom training starts Monday, Sept. 13, for the HMH launch of IV pump integration with Epic. To prepare, nurses were assigned training in LMS but must register for a classroom session as soon as possible to reserve a seat. 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

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.houstomethodist.org/ivpump.

For Pharmacists, Pharmacy Techs and Buyers
HMH Pharmacy Inventory Management Launches Monday, Oct. 25
Online Training: Through Sept. 10

Pharmacy Inventory Management launches at HMH Monday, Oct. 25, for pharmacists, pharmacy techs and buyers, and will continue rolling out systemwide over the next few months. This new system provides efficiencies for drug inventory procurement and management by increasing inventory visibility, accurately charging for high-cost medications and minimizing drug shortages and obsolete stock. It will result in an estimated $5.8 million per year in inventory savings for the organization. 

Required LMS training – deadline, Friday, Sept. 10
Required LMS online training (Epic Willow Pharmacy Inventory Training for Pharmacists and Pharmacy Techs – course #1594045) was assigned to pharmacists and pharmacy techs on Aug. 30. Online training takes place now through Sept. 10.

Epic Updates

For All Providers, PT, OT and Epic Ambulatory, Cadence and Interface Teams
WELL Texts Patients for Ambulatory Rehab Therapy New Evaluation Appointments
Effective Monday, Sept. 13 

Effective Monday, Sept. 13, when an order for ambulatory rehab therapy has been placed in Epic, WELL will text patients to self-schedule a new evaluation appointment. Note: The texts will come from 346.356.3115.

As part of this new workflow, providers must select a Primary Sub-Specialty (1) prior to signing the order. If the To provider (2) field is filled in, patients won’t get a text to self-schedule. Instead, staff will need to reach those patients individually to schedule their appointments. The Priority (3) section sends the standard text for orders marked Routine or Post-Op. Orders marked Post-Op tells the scheduler this is an urgent request, so the patient can be scheduled sooner.

For All Providers, Nurses, MAs
New Reconciling Outside Immunizations Workflow

The Reconciling Outside Immunizations workflow has been updated to help ensure the most correct data is reconciled into the patient's chart.

• When an outside immunization is identified as Similar to an Existing Immunization documented in the chart, you can’t merge the details.
• If you identify the details of the external immunization are more clinically accurate, replace the existing historical immunization with the external information.
• To help you accurately review and reconcile immunizations, use the Expand All button to expand the rows and review details of external administrations.

Example:

• If the patient reports they’ve received a tetanus immunization through another organization:
  • You’ll add a historical immunization administration on the patient's chart as a placeholder.
    • Include as much detail as possible, but you can't record an exact immunization date or lot number.
    • After querying Care Everywhere, you'll receive a similar immunization administration from the organization that administered the tetanus immunization, including the administration date, dose, lot number, injection site and manufacturer.
    • Replace the historical administration with the external administration.

(1) To review details, expand the rows of similar external administrations. (2) Replace the historical administration with the similar external administration.

For Inpatient Nursing, LTAC Nurses, SNF Nurses and Quality Staff
Reminder: Patient Flu Vaccine Screening 
Effective Monday, Sept. 13

Beginning Monday, Sept. 13, all patients need to be screened for the flu vaccine. The documentation can be found on the Screening Flowsheet. In addition, the following Best Practice Advisories (BPAs) will be active:

• Flu Vaccine Screening

• Flu Vaccine Order

• Flu Vaccine Ordered but Patient Already Received a Flu Vaccine

Note: The AVS won't print if the flu screening is incomplete, there’s an active vaccine on the MAR or the patient didn’t receive a flu vaccine and there’s no contraindication document on the Screening Flowsheet.

For more information and to properly note when a vaccine is given outside of HM, review the CLN069 Influenza Vaccine Screen tip sheet.

For All Providers and Clinicians
Texas Immunization Registry Data Accessible Through Epic
Effective Tuesday, Sept. 14

Starting Tuesday, Sept. 14, patient vaccination records in ImmTrac2, the Texas Immunization Registry, will be accessible through the Immunization activity in Epic. This can be found through the new Immunizations from Immunizations Registries tab. 

ImmTrac2 is a secure, confidential and consolidated repository of statewide patient immunization records, managed by the Texas Department of State Health Services (DSHS).

To learn about changes for your role, view your Update Companion available in the Learning Home (press F1 while in Epic) or visit it.houstonmethodist.org/epicupdate.

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 Everyone
Helping Parents and Caregivers Access COVID-19 Test Results for Children or Loved Ones
New Tools Available to Designate MyChart Proxy Access

For Everyone
Live Chat with HR Hub
7:30 a.m. to 5 p.m. Monday – Friday

For All Providers, Inpatient and ED Nursing and Staff
New Law Outlines Visitation Guidelines for Hospitalized Patients

For Everyone
America’s Hospitals – Prime Target for Cyberattacks

For All Providers
Physician Connect

For All ED Nurses
New ED Workflow for Disaster Visitation Restriction Documentation

For All Vocera Users
Vocera Badge Tips
What Those Badge Sounds Mean

For SPG/PCG Front Desk Staff and Practice Managers
Designating Proxy Access to Biological Parents for Minor Children

For Everyone-Everyone