Saint Francis and Tulsa Bone & Joint Go-Live Training Case Study
Launching a new EHR system is a big milestone for any healthcare organization. It’s a complex process that takes careful planning and execution, especially when it involves comprehensive go-live training. At Continuum, we specialize in guiding health systems and providers through these critical transitions, ensuring that doctors and staff are well-prepared and confident with the new system.
In this case study, we take you through our recent go-live training project for Saint Francis Health System and Tulsa Bone & Joint. Learn more about how we made this transition as smooth as possible.
Go-Live Training Project Scope
Our goal was to integrate Tulsa Bone & Joint into Saint Francis’s EHR system (Epic) through a comprehensive go-live training initiative. We wanted to ensure all staff, from end users to super users, were comfortable with the new system while still managing their regular tasks. This was essential to ensure uninterrupted patient care during the transition.
Given post-COVID staffing constraints, EHR super users couldn’t be pulled from their regular duties. This made it crucial for our team to provide hands-on support, allowing both end users and super users to become proficient with the new system without disruption. We were also tasked with balancing our support staff and scaling back when necessary to stay mindful of costs and the client’s budget.
Implementation Strategy
Implementation began with a thorough assessment and careful planning. We conducted site visits and consultations with managers of every department in the organization to understand daily operations and staffing needs. This helped us develop a plan that balanced budget constraints with the need for adequate training support.
The project kicked off with remote preparations in early November and moved to on-site training later in the month. We adopted a phased approach, beginning with remote training with principal trainers and progressing to in-person classroom training in late January.
A Flexible Approach
When the go-live phase officially began in mid-April, flexibility was key, as our team adjusted support staff based on real-time demands and constant changes in workload. Holding daily team meetings and keeping open lines of communication made coordination seamless.
Our operational support team remained organized, handling logistics such as onboarding, compliance, travel arrangements, and expense management. We also developed a custom SharePoint site to further streamline processes.
The site allowed team members to share schedules, daily updates, tutorials, and other important information efficiently. It also featured a go-live countdown and facilitated real-time tracking to ensure everyone was where they needed to be.
Positive Results and Impact
Our team achieved significant milestones with this project. The successful integration of Tulsa Bone & Joint into the Epic system resulted in a unified patient record system, reducing the need for patients to repeat their information and for smoother, more connected care.
We ensured that both end users and super users quickly adapted to the new system, keeping daily operations running smoothly. Our personal and proactive support strengthened our decade-long relationship with St. Francis, making Continuum their go-to partner for future improvements.
Operationally, we managed the client’s budget effectively, providing all the necessary support without overspending on unnecessary resources. Our training team stayed motivated and engaged, thanks to our on-site presence and thoughtful touches like daily check-ins and support sessions.
Partner with Continuum Health IT
This successful go-live training’s impact goes beyond the technical aspects of managing complex EHR systems like Epic. By focusing on detailed planning, flexible execution, and maintaining a strong client relationship, we helped all staff shift from uncertainty to a mindset of confidence.
Our team’s dedication to positivity and proactive engagement ensured that we delivered on our promises, creating a supportive environment for all involved. Contact Continuum today to learn how we can help your organization achieve seamless system integrations and improve patient care.