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The Journey
As we continue on our three-phase journey of Migration, Integration, and Optimization, we are excited to celebrate the one-month mark of a significant integration milestone: moving many of our facilities and clinics from Novant Health information technology systems and support functions to the UVA Health network. On November 1st, UVA Community Health integrated UVA Health Prince William Medical Center, UVA Health Haymarket Medical Center, UVA Health Cancer Care Gainesville, UVA Community Health Medical Group Clinics and other facilities, connecting our organization and allowing us to better coordinate patient care as one UVA Health. Once UVA Health Culpeper Medical Center is transitioned next year, all of UVA Health will share one electronic medical record and information system, creating a truly integrated healthcare technology ecosystem.
With our November 1st go-live, UVA Community Health has officially begun turning the corner from Migration to Integration. We achieved the integration of 289 applications last month, a culmination of over a year of hard work from the integration project team and UVA Community Health team members. Over 3,500 team members have been impacted by the changes UVA Community Health has undergone thus far; their dedication and support have been wholeheartedly appreciated. We could not have achieved the milestones in this integration without you.
As we look towards the road ahead, team members at UVA Community Health facilities and clinics that transitioned on November 1st will continue to adjust to their new ways of working. New HR systems, such as Kronos timekeeping and Oracle Payroll, will go live in a few short weeks across UVA Community Health. The integration project team is diligently planning for the integration of UVA Health Culpeper Medical Center that will occur next year. Thank you for all that you’ve already helped us achieve as one team, united on integration.
This edition contains updates on Rebranding, My UVACH HR, UVA Health Cancer Care Gainesville, Supply Chain, PeopleSoft, Health Information Technology, Mass Notifications and Work Order Management, Epic, Clinical Practices, Procedural and Ancillary Systems, Specialty Systems, Connected Medical Devices, Provider Onboarding, and Patient Communications.
Team Member Updates
Changes that impact UVA Community Health team members
Rebranded Exterior Building Signage and Badge Rollouts
As scheduled, UVA Community Health clinics and medical centers are beginning de-installation of Novant Health UVA Health System signs and installation of UVA Health signs, with the first location installations occurring week of October 17th. As the physical environment surrounding team members and patients continues to transition to the UVA Health brand, we are able to further reinforce brand awareness and reputation with anyone walking the halls of UVA Community Health locations.
Front Marquee at UVA Health Prince William Medical Center
Additionally, rebranded ID badges have been printed and distributed to all UVA Community Health team members by the public safety office. These badges will allow all UVA Community Health team members to access the new timekeeping system, Kronos, once it is live this month. Wearing UVA Health badges aligns our team members’ faces with our brand and helps to enforce who we are, as individuals and as a broader UVA Health team, to our patients.
With the Kronos timekeeping and Oracle payroll go-live approaching on December 18th, we are getting a glimpse into the exciting future of one UVA Health. This significant go-live for UVA Health Prince William, Haymarket, and Culpeper Medical Centers, Caton Merchant House, UVA Community Health Medical Group, and UVA Health Cancer Care Gainesville brings many benefits to our team members at UVA Community Health, centralizing our HR systems for ease of use for our team members and improved visibility for our HR team. Some of the changes to expect with the My UVACH HR program include:
- Oracle Self Service Portals: Oracle Manager and Employee Self Service Portals will serve as one-stop shops for all team member HR activities. Instead of using different systems to access paystubs, benefits, and performance reviews, the Employee Self Service Portal will allow UVA Community Health team members to easily manage all activities in one centralized system. To see a full list of activities transferring from current systems to Oracle, please refer to the My UVACH HR Program FAQs.
- Kronos Time and Attendance: Kronos timeclocks and the Kronos desktop application will replace the API timeclocks and desktop application. This transition allows UVA Community Health to align with UVA Health’s time and attendance policies and use of Kronos.
Starting the week of December 5th, UVA Community Health timekeepers, time approvers, and advanced schedulers can further prepare for key timekeeping and scheduling functions at go-live with additional training opportunities. For all UVA Community Health team members, training materials on the Oracle Employee Self Service Portal and Kronos (clocking in/out, viewing schedules, requesting PTO, self-schedule) are available on the My UVACH HR page on the UVA Community Health Intranet.
The HR team is looking forward to the upcoming launch of our new systems and processes that will further integrate UVA Community Health with UVA Health. If you have any questions about the My UVACH HR program, please visit the My UVACH HR page on the UVA Community Health Intranet or contact Cindy Turk.
UVA Health Cancer Care Gainesville successfully transitioned patients and operations onto UVA Health networks on November 1st. A multi-day transition began on October 28th to convert technologies and re-plan all therapies for active patients.
This transition was the most complex technology transition in the history of UVA Health Cancer Care Gainesville. It was made possible only through the invaluable partnerships with our team of physicists, dosimetrists, CCG management, the UVA Project Management Team, the UVA HIT team, and numerous vendor partners, namely Varian.
UVA Health Prince William Medical Center and UVA Health Haymarket Medical Center team members that use medical and surgical supplies were part of a successful, transitional change on November 1st. These UVA Community Health Medical Centers moved to a new group purchasing organization (GPO), aligned with a new distributor for supplies, and gained a new ordering system, PeopleSoft, all in one day. The Supply Continuity Plan developed for UVA Health Prince William and Haymarket Medical Centers combined strategic inventory build-up, expert resources stationed on-site, contingency planning, and skill-building through both formal training and ongoing orientation and collaboration.
We are incredibly appreciative of our team members who were integral to this smooth operations transition. Over several months, the integration project team successfully engaged team members from across UVA Health and beyond, and worked closely with Becky Fulford, Manager of UVA Community Health Supply Chain. Team members were closely supported as our UVA Community Health clinics and facilities moved into an era of even better levels of service and continued improvement.
Looking ahead, the integration project team will apply these learnings to the UVA Health Culpeper Medical Center go-live and transition in the coming year.
With a successful PeopleSoft go-live on November 1st at UVA Health Prince William and Haymarket Medical Centers, many operational changes have taken effect. Team members have migrated from utilizing Lawson/Ariba for requisition submissions and now do so within PeopleSoft’s eProcurement (ePro) module. Lawson accounts, departments, and cost centers have been mapped to the corresponding PeopleSoft element. November will mark the first month-end close when the UVA Community Health team posted all Journal Entries in PeopleSoft.
Additionally, team members at UVA Health Prince William and Haymarket Medical Centers will begin using PeopleSoft’s Expense module to complete expense reports once Oracle Payroll goes live on December 18th. By migrating from historical systems to PeopleSoft, we are enabling consistent processes across UVA Health and supporting continual improvement of operations.
UVA Health Prince William Medical Center and UVA Health Haymarket Medical Center have completed the Health Information Technology (HIT) “Big Switch!” Many of our UVA Community Health team members have joined UVA Health in the following communication and collaboration technologies:
- UVA Health accounts and email addresses
- UVA Health Teams SharePoint, and OneDrive
- Home Drives (F:)
- Shared Drives (Z:) (with pre-fix CommunityHealth)
- WebEx for virtual meetings
- UVA Health Wi-Fi (hscs-wireless when accessing clinical resources, internet-only if you only need Wi-Fi)
- UVA Health desktops and laptops
It is truly exciting to be in a place where we can better communicate, share files, and collaborate across the UVA Health system. As 2023 approaches, we are preparing for the “Big Switch” with our UVA Health Culpeper Medical Center team members, who already have UVA Health accounts and email addresses. The “Big Switch” at UVA Health Culpeper Medical Center will include SharePoint, Teams, and Home and Shared Drive migrations, as well as the transition from Zoom to WebEx for virtual meetings.
Now that the “Big Switch” is complete for UVA Health Prince William and Haymarket Medical Center team members, these team members should use MyHIT, UVA Health’s Help Desk, for all IT support. To request support, please call the UVA Health Help Desk at 434.924.5334 or submit a ticket via MyHIT (there is also an icon on UVA Health desktops). For more information on MyHIT click here.
The Everbridge mass notification system migrated away from Novant Health and extended service to all UVA Health Medical Centers on November 1st. Using Everbridge allows mass notifications to be pushed out across all of UVA Community Health, enabling a quicker, more effective method for emergency alerts. This will serve to increase safety for our team members across the health system and help to ensure all team members, regardless of location, are promptly made aware of important mass messaging.
As of August 29th, Dude Solutions/Brightly work order management system transitioned from Novant Health to UVA Health Prince William and Haymarket Medical Centers. UVA Health Culpeper Medical Center transitioned to Brightly just a few months later, on November 14th. Moving to UVA Health Brightly supports improved visibility into work orders across UVA Community Health and standardized process flows across all three UVA Community Health medical centers.
Previously, UVA Health Culpeper Medical Center used different tools for mass notifications and work order management then the rest of UVA Community Health; these transitions progress toward our facilities and clinics successfully coming together and operating as one integrated UVA Health system. We have made notable progress in migrating all UVA Community Health team members toward using Everbridge and Brightly and look forward to continuing the integration of our other facilities and maintenance systems in the coming months.
Clinician's Corner
Changes that impact our patient care providers
As of November 1st, UVA Health Prince William Medical Center, UVA Health Haymarket Medical Center, UVA Health Cancer Care Gainesville, UVA Community Health Medical Group Clinics and other facilities are live on UVA Health Epic! Sharing a single Epic instance across the UVA Health system comes with tremendous benefits, such as:
- Harmony across quality and clinical decision support tools
- Improved “provider-to-patient” and “provider-to-provider” interactions
- Enhanced patient experience via a single MyChart account
- Providers and patients now have access to a more comprehensive medical record for patients across the UVA Health system.
- …and many more!
We are excited to have reached this important milestone and look forward to continuing our integration journey with the transition of UVA Health Culpeper Medical Center from Meditech to UVA Health Epic in 2023.
As part of the HR integration this December, UVA Community Health is introducing a new Learning Management System (LMS) to team members across all UVA Community Health facilities and clinics through Oracle. Nursing education classes, including NVCI and live initial certifications for ACLS, PALS, and NRP will be available for registration in January 2023. The LMS also facilitates the 2-year recertification process for ACLS, BLS, and PALS in RQI via blended learning with HeartCode Complete and at live mannequin skills check stations.
With the launch of UVA Health Epic and other clinical applications across several of our UVA Community Health facilities, a Clinical Resources page was launched on the UVA Community Health Intranet. This page features helpful links to Lippincott, clinical references for key areas (I.e., CIWA workflow, DNR orders, heparin workflows), and the UVA Health Epic Learning Library summarizing key Epic changes. Team members should refer to these helpful resources as they continue adapting to new ways of working.
UVA Health Prince William and Haymarket Medical Center team members were successfully transitioned to UVA Health-provided Procedural and Ancillary systems on November 1st. This transition entailed migrating from Novant Health-supported systems onto over 40 UVA Health-owned Epic and Ancillary third-party applications across Radiology, Cardiology, Lab and Perioperative areas of the Medical Centers. Additionally, over 150 connected modalities (EKG carts, x-ray machines, etc.) were configured and moved onto the UVA Health network.
Successfully completing these significant transitions further standardizes operations across the UVA Health system, supporting a fully integrated health system. We look forward to working towards integrating UVA Health Culpeper Medical Center with UVA Health Procedural and Ancillary systems in the coming year!
We have successfully transitioned UVA Health Prince William and Haymarket Medical Centers from Novant Health-supported Specialty systems to the equivalent UVA Health Specialty systems and processes. The Specialty area is comprised of systems used in Women and Children's, Labor and Delivery, Employee Health, Provider Credentialing, Sleep Lab, Quality, and Compliance.
During this implementation, we introduced two new systems for UVA Health, Symplr and Agility, which both went live at UVA Health Culpeper Medical Center in addition to UVA Health Prince William and Haymarket Medical Centers. With these important milestones, UVA Health Prince William and Haymarket Medical Centers are now following UVA Health processes and systems, simplifying and standardizing patient care, with UVA Health Culpeper Medical Center well on the way to accomplishing the same.
All Connected Medical Devices at UVA Health Prince William and Haymarket Medical Centers are now live on the UVA network! This was primarily accomplished overnight from October 31st to November 1st. Clinical staff are up and running on either their existing medical devices or on the new equipment for which they have received training.
Clinical staff, Clinical Engineering, HIT teams and multiple vendors were onsite and available remotely, ensuring the cutovers of the multiple medical devices and UVA Health equipment transitioned smoothly. Their hard work, partnership and patience during this transition is very much appreciated. Most of the issues encountered were quickly resolved; the remainder are low impact/priority, logged, and actively being worked on.
On November 1st, the Provider Onboarding Design and Technical Teams completed the implementation of Symplr Cactus CVO, our new shared credentialing application. Leading up to November 1st, the teams worked diligently to migrate all data from Novant’s EchoCredentialing application to the new system, which was no easy task.
By launching Symplr at the UVA Community Health facilities, we moved one step closer to creating One Centralized Application Process for appointment and reappointment activities across all UVA Health entities. This work will allow us to sync provider privileging data across all facilities, effectively eliminating duplication of appointment and reappointment processing for existing providers. It also establishes a delegated proxy credentialing agreement for telemedicine services, allowing our providers to better support patient care in both live and virtual settings throughout the communities we serve.
These important and impactful changes should prove to further enhance the provider onboarding experience and help us create a truly integrated healthcare system for the people of Virginia.
The go-live of UVA Health Epic and other clinical applications in the Northern market means that patients of UVA Health Haymarket Medical Center, UVA Health Prince William Medical Center, and associated medical clinics or outpatient facilities also received a new UVA Health MyChart account on November 2nd.
Patients will use their UVA Health MyChart account to manage their care and medical information, including requesting or viewing their UVA Health appointments, reviewing test results, renewing prescriptions, communicating with their UVA Health provider, and more.
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