Trending in IT

For All IP Providers and Nurses
Vidyo Telerounding and Video Consult Platform Replaced
Effective Sunday, Oct. 24

Effective Sunday, Oct. 24, our telerounding and video consult platform, Vidyo, will be removed from telerounding iPads and no longer available. If you're currently using Vidyo, contact the Virtual Medicine department for a replacement app. Be sure to include your department, estimated visit volumes and other pertinent details to help us identify the correct replacement.

A broader rollout of telerounding is anticipated in the future. In the interim, the Virtual Medicine Department will do their best to support replacement requests.

Security Matters

For Apple Users
New: Apple Critical iOS 15.0.2 Update

Earlier this week, Apple announced a critical update with version 15.0.2. In addition to fixing some bugs, this iPhone and iPad update addresses a potentially serious security issue. It’s important that you update to the latest version as soon as possible.

As a reminder, non-updated devices risk not having access to 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.

An iPhone bug that’s been around for many years has recently started resurfacing. When a calendar invite is accepted from an iPhones’ Mail app (shown above with the red X), it can cause the calendar meeting acceptance message to be sent multiple times.

It’s recommended that you accept calendar invites from your desktop or laptop. If you accept from your iPhone, use the Outlook app (shown in the image above with the checkmark). 

An estimated 2.14 billion people worldwide are expected to make online purchases this year and 73% plan to use their smartphones or tablets to research or make purchases. While these numbers continue to increase annually, be sure to follow some simple cybersecurity tips before shopping online. Here are a few:

• Don’t make any online purchases on a public Wi-Fi.
• Use a credit card for online purchases instead of a debit card, since there are more consumer protections with credit cards.
• Go directly to a company’s website to verify online ads are legitimate, before clicking them.
• Read consumer reviews on a product prior to making your purchase. Filter by the worst reviews and look for red flags, such as people claiming their items never arrived or scam alerts.

Read this article from the National Cybersecurity Alliance for more online shopping tips.

Provider News

For All Providers
Reminder: Haiku/Canto 9.7 Required Before Oct. 24 

To continue accessing Haiku/Canto after the Oct. 24 Epic Update, make sure you’re using Haiku/Canto 9.7 or later. Prior versions won’t be supported after the update.

For instructions, read the Update Haiku/Canto to the Latest Version tip sheet.

Provider Companions
Note: Your Companion will show an Aug. 15 date, the original date for this Update.

Click here for the September issue of Physician Connect or visit it.houstonmethodist.org/physicians for important updates and tools. 

Launch Alerts

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. It 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-served basis.

If you're 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. Every 15 minutes, the EDI updates a color-coded numerical score, which 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 Epic monitor display boards, or providers and nurses can add a Deterioration Index column on the Patient List.

For more information:

• Providers: View a brief training video at it.houstonmethodist.org/edi-provider-video.
• Inpatient Nurses: Training is required and assigned in LMS (Epic CLN5000 Epic Deterioration Index (EDI), course #1600009). ​

For HMB and HMCL HIM Departments
Solarity Fax and Scanning Automation Launch: Monday, Oct. 25

The Solarity automated faxing and scanning system is launching Monday, Oct. 25 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. It will also reduce the risk of errors when manually scanning and filing paperwork. Solarity will automatically scan the documents. Now, staff can focus on improving the indexing system, making it easier to find documents.

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, review the launch schedule and instructions to register for Epic IV Pump Integration training in LMS at it.houstonmethodist.org/ivpump. As of Monday, Oct. 11, only 51% of nurses have completed training.

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).

Epic Updates

For ED and Inpatient Nurses
New Epic Best Practice Advisory (BPA): Measles, Mumps or Polio Screening for Patients Recently in Afghanistan
Effective Now

Effective now, when you’re admitting a patient to any Houston Methodist hospital and are documenting measles, mumps or polio symptoms for patients who have recently been to Afghanistan, an Epic BPA will alert you to order either:

• Contact and airborne isolation (for mumps or polio symptoms).
• Contact and airborne isolation with negative pressure (for measles symptoms).

For All Floor Nurses
Signed & Held Orders Banners Enhanced
Effective Sunday, Oct. 24

Starting Sunday, Oct. 24, Signed & Held Orders banners will be enhanced, improving efficiency. Enhancements include:

• Click the banner to open the Order Release screen.
• Banners currently displaying when a patient has Signed & Held orders will now show when there are orders for floor nurses to release.
• Instead of going to the Orders activity, save clicks by clicking the banner to open the Signed & Held tab.

For All Inpatient Clinicians
Reminder: Create and Use My Patient Lists
New Quick Reference Video Available

Creating and customizing My Patient Lists in Epic are a useful way to organize your views to get quick and easy snapshots of your assigned patients. In addition to adding patients individually from pre-defined system lists, you can also copy existing unit lists to your My Patient List and create additional lists using your column preferences or copying existing templates.

For instructions and additional information:

• Watch workflow walkthroughs: Patient Lists and Creating a My List Quick Reference video.
• Review step-by-step instructions: Patient List and Creating a My List tip sheet (you must be connected to the HM network to view).

To learn about changes for your role, including new features and enhancements like the new Epic Deterioration Index, changes to Secure Chat or the 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. 

Clinician Companions
Note: Your Companion will show an Aug. 15 date, the original date for this Update.

Non-Clinician/Staff Companions
Note: Your Companion will show an Aug. 15 date, the original date for this Update.

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.

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.

Reminders

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

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

For Apple Users
iOS 15: Benefit from Cool Photo Features

For Everyone
HM System Pharmacy Leader Receives U.S. Patent that Improves IV Medication Safety

For Everyone
Smart Plug User Warning
Cybersecurity Awareness Series

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

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

For All Nursing and Quality Assurance Staff
New Icon Indicates SCD Order Is Missing

For Everyone-Everyone