Casey Post 00:00We've still got a few more coming in, but we're gonna go ahead and get started today. So, uh, thank you all for joining us. My name is Casey Post. I lead sales and client services for 314e.
And I’m excited to emcee today’s webinar with our guest speaker, Dr. Brian Patty. And, uh, in today’s environment, healthcare leaders are facing the challenge of improving clinician satisfaction while meeting the challenges of the changing Epic Gold Stars criteria.
And so, in this webinar, uh, Dr. Patty’s going to present a paradigm shift, treating these not as separate battles, but as unified goals. And so he’s going to share. A proven playbook for using satisfaction data. And utilizing gaps to build a high ROI strategic training program. Creating a sustainable system where user satisfaction becomes the engine for long-term performance.
Before we do that, I want to give a little bit of context about 314e. Uh, so we’ve been around for 20 years. We are, uh, there’s no venture capital backing us, we’re organically grown, which we like to, uh, we’re proud of that, and we’ve got several products that are in the market that integrate with EHRs, uh, especially with Epic, and namely relevant to today’s conversation, is our Jeeves AI-powered just-in-time training platform, which has a place in the strategy for training programs.
So, a little bit of our agenda today, so I’ll do a quick introduction of Dr. Patty. We’ll talk about… he’ll talk about EHR satisfaction and burnout. Um, then he’ll get into practical plans for building a clinical satisfaction program with a focus on training and support, walk through a case study of an academic medical center where he applied these principles and these strategies. And then we’ll have time at the end to get into Q&A and some discussion. So, as I mentioned, our speaker is Dr. Brian Patty. Dr. Patty has practiced emergency medicine for over 20 years. He’s been in medical informatics for over 20 years at multiple organizations that you can see here.
I’ve had the distinct pleasure of working with Brian and knowing Brian for the better part of my career as well, and so I’m pleased to co-present with him today. He currently works with organizations to improve clinical workflows and improve EHR efficiency and satisfaction.
And so with that, I will hand it over to you, Brian
Brian Patty 02:43Thanks, Casey and everyone at 314e, for this opportunity. This is a topic that’s near and dear to my heart, and I… I always love an opportunity to share, to kind of pay it forward, if you will, to share what I’ve learned from others and what I’ve learned through my, uh, years of practicing clinical informatics, and so this is a great opportunity, and I appreciate it. Thank you.
So let’s talk a little bit about burnout. You know, people… I’ve seen a lot lately that, oh, the burnout is decreasing in the U.S. You know, and while that’s true, it really is decreasing from a peak. You can see this is from just a couple months ago, in July, Mayo Clinic Proceedings put out another article on burnout. I’m showing the latest statistics.
You know, showing that 45% of physicians have reported at least one manifestation of burnout, which is obviously down from 2014, are down from 2021, the peak after the pandemic. But as you can see, it really hasn’t… we really haven’t done a lot to improve over the last 10 years. Um, other than that… that peak where it got worse during the pandemic. We really haven’t dropped to pre-pandemic levels yet, and so we’re still seeing a significant amount of burnout in both our physician and nurse populations out there. And people say, well, okay, yeah, burnout is burnout. Is that having an impact?
Um, and so this is an even more recent article from the Analysts of Internal Medicine. This just came out last month. Um, showing that, um, physician attrition rates from clinical practice are accelerating at a rather astounding rate… 1.5 percentage points. Uh, really, in the last… in a 6-year time frame. And this is kind of scary, and so I, you know, it really… You know, uh… I think that this should resonate with organizations to say. You need to keep the physicians and nurses that you have. You need to find ways to keep them, reduce burnout, and keep, uh, and reduce this attrition rate. Um, because if you do lose them, it’s going to be harder and harder to find replacements at your organization. Um, and as you can see in this article also showed that there’s a significant predicted shortage of physicians by 2036 and another 10 years. Um, so I think it’s imperative for organizations not only as an ROI, because I think there is an ROI to these projects, but just as a, uh, to sustain your current levels of physicians and nurses. Uh, because it’s gonna be harder and harder to find replacements if you do lose them.
So, what can you do? Um, I compiled this list, um, from multiple sources about what organizations can do to affect and decrease burnout at their organization. Uh, you know, from Mayo Clinic, from the AMA, Cleveland Clinic, AMGA, and others. And, uh, you’ll note, you know, I don’t think any of these is new to anybody, but it is a great… I think it’s a fairly comprehensive list of things you can do.
But I think of note. Well, EHR satisfaction isn’t the be-all, end-all of burnout, although it’s an important factor of it. Putting together a strong EHR satisfaction program impacts 6 of these 7 tasks significantly impacts them. And so I think it’s important for organizations to really take a programmatic approach to EHR satisfaction. Um, now, obviously, there’s a lot here. You’ve got, you know, assessing the level of burnout, optimizing your care model, enhancing clinical workforce management, decreasing administrative burden, increasing clinical efficiency, improving clinical and leadership alignment, and providing comprehensive well-being support to your organization.
That’s a lot. So how do you prioritize? Well, number one on the list is measurement, and you’ve got to measure. You have to understand what’s going on at your organization. Um, so I… I’ve… do this on a regular basis now with organizations. And when I come in, I like to start with 3 areas of measurement and combine these data sets. Um, I encourage organizations to use the Classarch Collaborative Survey. It’s really the only externally benchmarked, validated survey out there for you to understand where you are with end-user satisfaction. It also has a measure of burnout in it, if you utilize those questions, and I encourage organizations to utilize the burnout questions. Um, within the Arch Collaborative Survey. So, great place to start.
Um, I then take a look within the organization at their signal and gold stars data. Epic supplies great tools for organizations to understand where they are, and you need to utilize these. You know, signal. I use Signal on a layered basis. I look at it from a global standpoint. Where are there issues across the organization that are systemic issues? I look at, um… at a specialty-by-specialty basis to break it down to see how there are specific specialties that are struggling more than others. And then take it down a notch further. And look at individual physicians to say, are there individual physicians who are struggling when others around them are? And obviously aren’t, and obviously that’s, you know, a training and support issue. Um, gold stars, um, and I’ll mention this a couple of times now, uh, Epic has markedly improved their gold stars by including not only implementation, but utilization data. And that’s one of the key things we’re going to focus on throughout this talk is looking at that gap. I tell organizations, if you’ve ever been on the underground in London, you always see these signs, mind the gap.
I tell organizations now, when you’re looking at gold stars, mind the gap. If you see a huge gap, um, or even a couple of point gap between your implementation score and your utilization score. That’s a golden opportunity for you know, either people don’t know that it’s been implemented, or they know it’s been implemented, and they don’t know how to use it. So it’s a great opportunity for both communication and education. And so, look at those, uh, look at those gold star gap areas for communication and education opportunities. And then I also interview… I do a lot of interviews with senior operational and clinical leaders, not only to find out what are their areas that they see are um impacting end-user satisfaction, but also to understand. What are some of their strategic initiatives that they’re working on? And… That can help you as you build your program and you start prioritizing projects. If you can tie projects into some of these strategic initiatives, or some of the areas that are important to your senior operational and clinical leaders. You’re gonna have budgetary support going forward for those projects. And so identify those. Validate with those leaders that you heard that from, that this is a project that can help them along their, you know, with their projects or their strategic initiatives. And get that support when you go through the budgeting process for some of those, uh. Uh, uh, projects. So, taking this measurement and really developing an evidence-based action plan based on what you find.
But first… And this is key. One other thing I want to go over, a class released this impact report last year on burnout, and one of the key findings there is. It’s easier to prevent burnout by increasing EHR satisfaction early on than it is to reduce burnout after it’s peaked. So again, focusing on being proactive. Uh, don’t play whack-a-mole. Be very proactive at your organization and develop a strategy and apply that strategy to, to the… to your organization. You know, a couple of years ago, and actually, Casey, when we met, when I was back at Health East. Um, we had a great lean sensei. We were a lean organization, we had a sensei, Didier Rubino. I just, uh, I learned so much from him, and, and, you know, a couple of the key things he taught me is, one, get to the root of the problem. Continue asking why until you get to the root of the problem, and then take a systematic approach to solving that problem. And so, uh, really, uh, rather than seeing an issue and attacking it, seeing an issue and attack it, take a step back and develop a program and make sure that you’re looking at all of these areas. So I developed this, you know, as you know, if you have any exposure to Lean, we love our houses. And so I developed this house of success for EHR satisfaction.
Um, I’ve improved this over the time. At the time, I worked at Health East and through the time I worked at Rush, and as a consultant, but also in working with class, and CLASS has validated a lot of these components. Uh, and actually uses a similar structure now to, uh, to promote, uh, how organizations approach EHR satisfaction. But I developed this house very purposefully. One. Um, at the base, you’ll see EHR speed and reliability. Uh, and we’ll go into that in further detail. But if your foundation isn’t solid, if you know, if you haven’t implemented and kept Epic up to date well, and if you haven’t, if your network and delivery systems aren’t working properly.
No matter what you do in the rest of the house, rest of those pillars, it’s not going to have a huge impact. You have to nail the implementation, speed, and reliability issues first. Um, and then the next most important thing is training and education, and support. And again, we’ll dive into those deeper, um, uh. But, um, I do want to focus… we’re going to focus on those two areas today, but I’m going to quickly review the rest of the house here.
Casey Post 13:37
Right. Brian, I love the term whack-a-mole. It feels like you're accomplishing something, but you're really just kind of putting out fires as they come up here. So, when you meet with organizations, um, what do you typically see? What do you typically see organizations doing when you first meet with them?
Brian Patty 13:54I mean, they're spending a lot of energy attacking the periphery, like you say. They're playing whack-a-mole. They see an issue, they attack it. They see an issue, they attack it. They're… they're being reactive and not proactive, and so I really try and help an organization by going through those measurement that, um… process first, and understanding the core of the issues, getting to the root of the problem, and then developing a programmatic approach so that you are attacking the most impactful things at your organization, and not just seeing an issue and attack it, seeing an issue attack it, like, you know, the old whack-a-mole.
And so, it’s very tempting to jump in right away and solve problems. Um, but let’s make sure we’re solving the right problems and getting to the root of those problems first. And then we can attack it, uh, proactively and get ahead of the game before you start to see peaks in, uh, uh, burnout and turnover at your organization. And so, uh, really getting ahead of the game is critical, and you have to develop a program to do that.
Yeah, so thanks for that, that. That question, Casey, because it is so important, and I see it time and time again.
So, um, I’m gonna briefly go through these. Like I say, we’re gonna spend a lot of time today on speed and reliability and training and support, but I did want to go through, kind of, a few basics on each of these on the foundation and the pillars. And so, again, with EHR speed and reliability, using that latest functionality with Epic, keeping up on upgrades, and making sure your keeping as up-to-date on Epic with all of the latest functionality as possible. And then improving speed and reliability, uh, taking a look at your network, measuring and solving those root problems, and we’ll go, again, we’ll go deeper into that in a little bit. Same thing with training, education, and support. Make sure that you have… I always see that there’s 3 components for this. There’s really that onboarding training, whether you’re implementing Epic for the first time or you’re bringing new people into the organization, making sure you’ve got that onboarding nailed.
We’ll dive deeper into that. Ongoing training is probably the number one thing that I see organizations fail at. They think, oh, we’ve implemented EPIC, we can now let most of our training team go. No. Epic is constantly changing, your organization is constantly changing, you have new people coming in all the time, you have people who have gotten into ruts.
You need to… to really develop a strategy for ongoing training. And you need to have a real-time support team for just-in-time training and get people unstuck. I even see this real-time support piece as even a patient safety issue, because it’s that real-time support team, and we’ll talk more about the, uh, what that looks like in a little bit. Um, but if you have somebody who’s clinically practicing, they’re taking care of a patient, and something gets them stuck. You have to get them unstuck now, and so that they can continue taking care of that patient. You can’t rely on them putting a ticket in and solving it for them in a couple of days or months, when somebody gets around to that ticket. You have to have a way for people to get unstuck now.
And so I really see a need for organizations to develop and maintain a real-time support methodology beyond just the help desk. There’s no way people at the help desk can have the deep knowledge of clinical workflows that you need to solve some of these issues. They can solve some of them.
But, you know, 90-plus percent of calls to the help desk from physicians and nurses are training issues. They’re not something broken. If there is something broken, great. You can put a ticket in, follow it, and get back to them.
But, uh, it’s training, training, training, and we need to understand that. Um, so a little bit more on some of these other pillars, governance and communication. You really need to give your end users a voice. Let them tell you what they need. Um, I like to educate those voices. So, at Rush, our, our physician, um, uh, team, uh, physician governance team. We’re all, um… physician builders. We gave them advanced training in Epic so that they understood how to solve the issues that are coming in front of them. They understood Epic at a deep knowledge of how Epic works. And they understood the best ways of solving these problems. And so, having an educated voice with advanced EHR training on your governance teams, I think, is critical.
Um, workflow is king. Um, I tell my teams this all the time. Uh, if… if the workflow is broken, everything’s broken. And so, engage key voices from key, unique workflows across your organization on your governance teams to make sure that you’re understanding where the issues are arising. And develop a communication cadence. Um, I used to tell my teams, take the… take 5 minutes at the end of every governance meeting to say, what did we decide?
And what do we need to communicate, and to whom do we need to communicate it?
And so that you’re all on board with what that communication strategy is going out of that governance meeting, because I believe peer-to-peer communication is one of your best tactics that you can use. And so, using those peers that are making those government decisions, giving them the tools to go out and communicate those decisions, the why and what’s in it for me.
Back to the organization is critical. So use your governance teams as your first line of communication back to the organization. And make end users feel heard. If an end user brings up an issue, and it comes to the governance committee, and the governance committee makes a decision whether they decide to go forward with that or decide not to communicate back to those people that brought it there. Make people feel heard.
I think that, again, that’s… that’s very so important. So, let’s dive into these a little bit, and again, I’ll go even a little more deep on these, but you know, EHR speed and reliability, you know, keeping up on upgrades, using all that additional available functionality. And utilizing that satisfaction data to kind of prioritize your gold stars.
I’ll dive into this in a little bit more in a little more detail.
Um, voice and AI, this is a whole other talk, and again, we’ll expound on it in a little bit, but take advantage of the AI resources that are out there. And then, uh, speed and reliability. Know where your issues are. Measure and monitor your speed and reliability across the organization. Don’t rely on. Uh, on calls to the help desk. Get tools in place that will help you measure and monitor your speed and reliability in identifying those root causes.
Okay, so let’s dive a little deeper into those.
Um, so I’m going to take a little breath here, Casey, and see if you have any questions or clarification, uh, so far.
Casey Post 23:29No, I think we're good, and I know from a speed and reliability standpoint, I think you've worked with some great companies out there that can also help from an infrastructural standpoint there, so… Um, that's a great call-out.
And, um, you know, I think you mentioned minding the gap, and I think that’s really kind of how we think about our product development, is where are there gaps in, you know, that we can create solutions that address those gaps, and so that just in time, you know, we need the answer now versus calling the help desk is what we’re trying to focus on here.
Brian Patty 24:00Perfect, perfect. Yeah, well, we'll dive into that a little bit more here in the coming slides.
So, from a Gold Star standpoint, I really love the Epic Gold Stars program. It really… Epic does a great job of identifying what are the most impact… what’s the most impactful functionality that is out there that people either are using or are not using. And Gold Stars really helps you identify those. I think Epic’s seen who are their most successful organizations, and what are they doing. And through the Gold Stars program, they’re helping other organizations mimic those highly successful organizations. So Epic does a… spends a lot of time trying to help all of its organizations be successful on their platform. And so pay attention to the gold stars you know, try and get to that 8 or 9 or even 10 level, and try and stay there.
Um… So, if you’re not at 8 or 9 gold stars, I think one of the best… there’s a couple of really good sources to say, how do we get there? What do we… what do we do? Well, and one, first and foremost, is your governance teams, you know, expose your governance teams to gold stars, expose them to the functionality that you haven’t implemented, and get their opinions on, um, what are the things that are most important for them, and attack those.
But also your satisfaction surveys. There’s often a lot of alignment between the results of your satisfaction surveys. And where you’re lacking in your gold stars. So look for alignment there. I think it’s critically important, because.
There’s… there… I have yet to come into an organization where I haven’t seen a significant amount of alignment between what people are asking for in the satisfaction surveys and what is lacking from a Gold Star standpoint. And, you know, budget to stay on top. Once you’re there, don’t assume you’re gonna stay there. It’s work staying… keeping up with gold stars. You have quarterly updates, and all of those updates include elements that are going to get added to Gold Stars are likely going to get added to the gold stars. And so, uh, keeping up on those updates, being strategic.
Um, with your upgrade planning. Again, try to align those things that are difficult, uh, with strategic initiatives at your organization, but also align at what you’re hearing from your satisfaction surveys and your governance teams. Um, I like forming SWAT teams, so there’s a lot of quick wins within Gold Stars. And, uh, forming these little SWAT teams can help you attack those quick wins, very, uh, in a very agile way. And so what I mean by a SWAT team, uh, we did this at Rush. We paired a physician builder with an analyst and a trainer, and they would meet on a weekly basis.
Not only to look at what are the irritating things that they’re seeing within their area, let’s say we have a, you know, an ED physician builder, an ASAP analyst, and a trainer that focuses on ASAP. They would meet regularly and understand what are the issues in the emergency department, and what are the things that we need to solve, and those… the things that we empowered those teams to fix the things that they can fix, but also to identify, so those quick wins, but also identify those things that are going to be a bigger project to bring them back to the clinical governance teams to get them prioritized for the next round of budgeting if you don’t have the resources to do those.
So the SWAT teams did two things. They knocked out the quick wins, but they also identified things for larger projects. And then, um, I’ve said this before, but mine the gap, look at the Gold Star’s implementation and utilization scores, and identify those training and communication issues. You’re gonna see, uh, uh, when you see a gap in your Gold Star’s implementation utilization scores.
It’s one of two things, or it could be both.
One, people don’t know that you implemented it, and so it’s a communication issue. Or two, people know that you implemented it, and they don’t know how to use it, and so it’s a training issue.
Uh, and oftentimes, it’s a little bit of both.
So it’s a great way to identify where you need to focus with your ongoing training. And I know that you guys do a lot of work in this area as well, Casey.
Casey Post 26:23
Yeah, I think we talk about training as much as communi… you know, I think communication is just as important as training or education, is if you don't know it's available, then how, you know. You don't know to use it. So, um, you know, looking at strategies to effectively communicate with our, uh, clinicians is super important here.
Brian Patty 26:45
Yeah, a little tip. I used… I used… I learned at Health East, and I've used since then…is use your marketing department. Your marketing department is great at communication, right? And so, I met with the marketing department on a monthly basis, uh, after my main EHR meeting. And they would help me develop a communication strategy for some of the things that we decided at that meeting. Um, and so, uh, and they would make sure that all of our education and training materials had a similar look and feel. And so people, you know, didn't feel uncomfortable when they're seeing some of this stuff. They've seen the format before, they see… It's familiar. And you have kind of a brand, if you will, around communication around your EHR. And so utilizing that, uh, your communications department is, uh, I think is a great little tip for organizations.
Casey Post 29:49
Yeah. And I think mining the gap, this is an area that we, again, talking to customers. And iterating is communication became super important, so you had to even communicate within the workflow itself is… make… make awareness while they're in Epic.
Brian Potty 30:05Absolutely. Absolutely. You know, give them opportunities for just-in-time, uh, learning. You know, if you have tools that can identify, either they self-identify and say, I don't know how to do this, How do I do this? You know, and so they can quickly get to a solution.
Or, it sees that they’re doing something unusual in their workflow, and they can kind of tap them on the shoulder and say, Hey, look at this. This might be helpful for you.
Um, I’m not gonna go deep into AI, that’s a whole other topic. But, excuse me. Excuse me.
As organizations really need to. Focus on not only the… opportunities, but also the risks of AI. And if you don’t have a team specifically focused on this, you need to develop that, because - One, it’s a great way to improve end-user satisfaction. But there are risks, and you have to identify those and you have to mitigate those. And so you have to have a team of experts within your organization analyzing opportunities to use AI, and identifying. Uh, what are the risks, and how do I mitigate those risks?
So things like clinical documentation, optimizing decision support, streamlining medication management, automating and offloading a lot of administrative tasks, things like prior authorization, patient messages, refill protocols, and documentation that isn’t necessarily needed to be. provided directly by a physician. These are all areas where AI can help you, um, and help your clinicians be more efficient and therefore more satisfied with the EHR.
And I know that Jeeves has a lot of AI tools embedded within it, and, you know, obviously, you’d love to talk with folks about those in greater detail. But again, I think that this is an evolving area that organizations need to pay attention to, because there’s a lot of value here.
And then speed and reliability. Don’t rely on the calls to the help desk to identify areas of speed and reliability. Put in tools so you can proactively measure where are we having issues. Uh, and you mentioned earlier, you know, I love an organization called Goliath Technologies. I think that they have an amazing tool. It’s very inexpensive, it’s very lightweight. And it really looks kind of across the board, and gives you the ability to identify the frequency, the duration, and the cause of speed and reliability issues at your organization.
Um, it allows you to have dashboards that you can share with your clinical teams, with your IT, and with your vendors to show them that these issues exist. And it also it looks across. All of the areas that are… that have the potential to cause speed and reliability issues. A lot of times, your Citrix team will say, Oh, Citrix is fine, your infrastructure team says, No, infrastructure’s fine, network team, No, network’s fine. You know, devices on down the line.
But there are interplays between those that oftentimes those individual teams don’t see, and Goliath kind of looks more globally and can see where your organization’s having issues. And it can see it in real time, and you can be proactive. So, again, uh… whether you use Goliath or not, I don’t care, but use a… tool that allows you to be proactive in, um, looking at speed and reliability across your organization.
So, let’s talk about the training component. And I really see this actually as having 3 separate components within it. You know, the ongoing, uh, onboarding training, whether you’re implementing Epic for the first time, or you’re been on Epic for a long time and you’re onboarding new physicians, nurses, or others. You have to have a strategy for that.
Um, ongoing education, uh, making sure that you’re keeping people up-to-date. Epic is constantly evolving, your organization is constantly evolving, ongoing education support is one of the biggest Achilles heels I see at organizations, they fail on this, they fail to adequately budget for it at the time of implementation, or adequately budget for it in an ongoing basis, and so make sure you’re doing that.
And then field support. I talked about field support. Get the ability to get Clinical users unstuck when they get stuck is so important, and you have to have people that understand clinical workflows on that field support team. We’ll talk more about that. So, let’s go into each of these in a little more detail.
Um, ongoing or implementation training. Um, I really encourage organizations to use a mix of modalities, different people learn in different ways, um, and so you have a, you know, make sure you have a mix of classroom and online coursework.
Um, uh, make sure there’s opportunities for both, uh, and again, you’re, you’re… your classrooms can be in-person or virtual. Um, but also have, uh, some, uh, asynchronous materials as well.
Um, and I divide this up into two kind of basic components. One is basic EPIC functionality. People typically nail this when they’re implementing Epic, or when they’re bringing somebody on board. Epic has great training modules, um. They work very well here. They’re, uh, they enable… but also make sure you’re enabling test outs for users who are familiar with Epic. If they’ve used Epic before, allow them to test out in a reasonable way on the Epic functionality. But a lot of organizations fall short on the workflow training. Okay, I’ve now got that functionality training. How do I use that in a day in the life? Walk people through scenarios. This is a great place to utilize your specialist training specialist program.
Um, identifying those key workflows that people are going to do day in and day out, and walk them through that workflow, and show them, okay, here’s how you use that Epic functionality within your workflow, you know, for a clinic physician, here’s. a patient from the time they enter your clinic to the time they’re discharged from your clinic, walk them through that whole process, and how you use the tools to advance the patient through.
Um, inpatient physicians, show them the admission process, show them the rounding process, show them discharge process, proceduralists, show them, you know, pre-op, inter-op, post-op workflows, walk them through those workflows, and show them how those tools that they’ve learned in the initial training are utilized within the workflows that they’re going to be utilizing those tools in. It’s so critical.
And then follow-up. Make sure you’re following up with people. This is just an example of what a follow-up process might look like at your organization. Um, but quite frankly, adult learners. retain, you know, 30 to 40% of what you taught them, right? Um, and so, the follow-up is important to, one, go back over some of those things that they may have forgotten or aren’t using properly, but also to introduce some new stuff that you may have not covered, and making sure that, you know, that they’re their mobile… their devices are set up properly. Um, that they’ve, you know, they’ve customized their schedule, customized their toolbars, uh, looking at their charting tools and orders tools and customize those. You know, how do an open encounter, how to do an addendum, those types of things that they may have forgotten because they had information overload during training, make sure that they understand those, because those are critical tasks for them to get through their day.
Then follow up, uh, at a period 30, 45 days afterwards, you know, focus on things that… a little more minutiae. In basking, uh, trainings, activity trees, navigators, chart reviews, filters, smart phrases. Go over some of those in more detail at a later… at a, you know, 30, 45 days after they’ve been using Epic for a while, and they understand how to… what they need to do to personalize it.
And then, um, some follow-up sessions later on. kind of a catch-all for all those topics that, you know, weren’t covered in the first two sessions, or now that you’ve seen some signal data on this person, you obviously see, oh, they don’t get this. Let’s go back and re-emphasize this piece for them. And so… but being… You know, whether you follow this game plan or you develop your own, make sure that you’re following up with people after they… after your implementation, or after you’ve onboarded them, and make sure that they’re, uh, you’re giving them additional opportunities for… for training.
So, ongoing education. Again, this is an area where a lot of organizations fall flat. They don’t fund this well enough. Um, and they, um, uh, they… they don’t… oftentimes, this is one of the key Achilles heels for end user satisfaction at organizations.
Epic recommends 4 hours of ongoing training. KLAS data has shown that 3 to 5 hours of contact per year is kind of that sweet spot. If you will. And so, really figure out how you can deliver that. And again, using multiple modalities, accommodate different learning styles. But also accommodate different ways of. accessing educational materials. You know, classroom, whether it’s a virtual classroom or on-site, you know, utilizing those Epic Thrive materials and, uh, walking people through purposeful classroom events. You know, lunch and learn sessions. What are some focus topics that you’ve been hearing a lot about lately that people might be interested on?
Go to department meetings. When I look at class data for organizations, I consistently see this as one of the top ways that physicians want to learn more about Epic: come to our department meetings. We’re going there anyway. Come there, we’ll give you 15, 20 minutes out of every department meeting to tell us what’s going on, what’s new, what could we learn, give us some tips and tricks, come to our department meetings. Same thing with nurses. Go to your nursing unit meetings. People, again, are coming there anyway. It’s a great opportunity to give them some tips and tricks, and to take some feedback back to your governance teams on what’s not working.
Um, one-on-one sessions. Uh, these can be both on-demand or targeted based on signal data. Uh, but obviously, a great way to do some of the personalization tools.
And then, embed your trainers in clinics. Embed them on care team rounds, embed them in the operative workflow. So that they can observe. what’s, uh what’s working and what’s not working, you know, based on how things are designed in Epic, and they can also give people some quick tips and tricks to say, hey, listen, uh, this is… let me show you a quick way to do this a little more efficiently. But also, another opportunity to take some feedback back to your governance teams to say, Hey, this isn’t working. We designed it, they’re using it as designed, and it still doesn’t work for them. We gotta figure this out. So… getting those trainers out, doing some rounding, and getting them out in the field is, again, critically important for your ongoing, uh, education program. You know, like I said, you can have some… a different modality… oh, go ahead, Casey, you had…
Casey Post 40:08Yeah, a question, just out of curiosity. So, you know, from… You know, the follow-up sessions and the onboarding training, and then just from an ongoing perspective, and I see that you've met in person is the most ideal from… Many conversations I've had with organizations, um, that are under tight, you know, budget crunches and things like that, so as much as they'd love to do the in-person, the issue being scalability and resources.
So, in the absence of in-person or on-site, what do you consider to be kind of good self-directed alternative approaches to that ongoing education, or even that follow-up from the initial onboarding education.
Brian Patty 40:47Yeah, and you mentioned some of this. Some of it's embedded right within the workflow, Casey, and I know that Jeeves does this really well.
You know, give people an opportunity to say, Hey, I’m doing this right now, and I’m stuck. Is there a quick… can I get out there and find some quick training materials while I’m doing this to understand how to do it well, you know? And so that embedded in the workflow, training opportunities to get people quickly to the training that they need. I think it’s important.
Also, having searchable dashboards. I see so many organizations using, like, SharePoint for their, you know, physician learning dashboard. And the search functionality in SharePoint is lousy. You know, if it’s not in the title of your training material, they’re not going to find it.
And so, uh, and I know, again, I know that Jeeves does this really well, uh, of enabling people to really search for what they need, um, uh, to find those training materials. And I don’t know if you want to expound on that a little bit more now, or if you, you know, want people to follow up with you after the meeting, but…
Casey Post 41:54
Yeah, no, that'd be… that's a great follow-up. Um, you know, I see you've added a slide, actually, here about this from our conversation, so it looks like you've already addressed that here.
Brian Patty 42:04Yeah, you know, and use… again, multiple modalities, you know, tip sheets, short videos. Epic has a great set of learning videos. Um, I also, uh, had, uh, a really proactive team of assistant CMIOs when I was at Rush, and they developed their own videos. They would develop little videos around each upgrade. And show people what's important, and, you know, what's in it for me, the why. It's great for people to hear from physicians at their organization about some of these things. And so. Uh, and, um, but, uh, a lot of that asynchronous content is so important, because people don't often, you know, don't always have the time to make it to a classroom session, to make it to a one-on-one session.
Give them the opportunity for asynchronous learning as well. But again, try and make, uh, try and make sure that you’re getting people the opportunity for 3 to 5 hours of training and education content per year.
So, and again, I really feel ongoing education is… I’ve seen it lacking in organizations, and this is another great way to develop a prioritized plan in and of itself. You know, when I come into an organization, like I said, I look at 3 data sets. I look at measurement. I love using the KLAS Arch Collaborative Survey, but, you know, I… some sort of measurement as to what is causing end-user dissatisfaction.
I do a lot of interviews of clinical and operational leaders. What are they seeing? What are their priorities? What are their strategic initiatives that are important to them? And then Epic data. Signal is a great way, as I mentioned before, I kind of look at signal at three levels - that global level, or what are the issues that are across your whole organization that you need to address?
Are there certain departments that are having issues, and are there certain individuals that are having issues? And so, use that kind of three-layered approach to how you utilize Signal.
And gold stars. I just love that Epic is now doing utilization as well as implementation in their Gold Stars. This is a goldmine for… Sorry for the pun, but it’s a gold mine for organizations looking at that gap between their implementation scores and their utilization scores. Uh, it’s a great opportunity for communication. If people don’t know that something’s been implemented, and for education, uh, and training, if they don’t know how to use it.
Um, and so, uh, it’s a, it’s a great tool to use for your ongoing education program. But, you kno,w developing a prioritized plan. I’ve got a slide a little later on a work session that I did with an organization, and I’ll show you that, but developing that prioritized plan is important.
And then real-time support. I talked about field support team, you know, for physicians, it oftentimes will become the physician help desk, if it’s available. You know, aim for 24-7, 365 if you can, but if, you know, at the very least, you know, have a, you know, 68 of 6P team that people can, um, approach and get their issues solved.
Uh, at the elbow is best, but at the ear is just about as good if you allow them to remotely log in.
Uh, people ask me, how many do I need?
Um, and this is a tough one to answer. I know KLAS has seen some initial data that, uh, about 1 to 250 is kind of the minimum if you fall below that ratio. The team really doesn’t have as much of an impact. Or that much of an impact on the organization, so that’s kind of the minimum. I like to try and reach that 1 to 100, and it’s a mix of resources. This can be a dedicated team, as well as your super users and your physician builders. Um, kind of, um, those are all kind of in this real-time support piece that I look at, um, but trying to get to that 1 to 100 ratio is, I think, the, uh, kind of a best practice that I’ve seen out there. Organizations that reach that are just hitting it out of the park.
Um, the support team should have a clinical background. Again, you know, your super users on nurse and physician super users, as well as physician builders, and you now have… they now have… Epic now has a clinical builder program, so nurses, pharmacists, and other, uh, clinical users can go through that Builder program and get advanced training.
Um, and then, um… Again, you know, I mentioned supplementing this team with physician builders and nurse super users. Um, so that real-time support team, I think, is really critical, and you have to look at what are some ways, what are some unique ways, um, that organizations can develop this strength within their organization. Um, I’ve seen a lot of, of, uh organizations say, hey, we’re already shy on nurses, I don’t want to take nurses offline to become super users.
You already have… I’ve seen a lot of organizations utilize their nursing preceptor program.
If you can, get your preceptors. educated not only in nursing practice, but also how to use Epic, and I’ll give them advanced training in Epic, and so when they’re doing their preceptor activities.
They’re able to not only, uh, uh… make sure that nurses are prac… You know, doing nursing best practice, but they’re also using EPIC at its, uh, at its, uh, make sure they’re utilizing all the functionality of Epic, and they’re using it efficiently. Great opportunity for organizations.
So, kind of wrapping things up so we have a little bit of time for Q&A.
Uh, you know, this was a great quote from a Jamie article a while back. Physicians who agreed that their organization has done a great job with implementation training and support are significantly more likely um to have lower levels of, um, a burnout.
Uh, again, training and support is so critical to reducing burnout.
So let’s… I’ll review just quickly. It’s kind of a quick checklist, kind of reviews, kind of what we talked about.
You know, you have to develop a proactive approach. You have to be proactive about this. You have to be evidence-based and develop a program around this, around end-user satisfaction. It’s… you’re really going to get your best bang for your buck. You don’t play whack-a-mole, uh, really take a programmatic approach to this. Measure, measure, measure. Arch Collaborative Survey, uh, interviews of operational clinical leaders, you know, monitoring signal data, monitoring gold stars, both implementation and utilization. Measure, measure, measure, and constantly be measuring. And then look for themes and overlap, you know, you’re gonna see some constant themes across these three areas of measurement. What is the overlap? What are the greatest opportunities? And also, tie into organizational strategic, uh, initiatives where possible. This is a great way to get funding for your projects if you can tie it into a strategic initiative, and you get the leader of that strategic initiative to agree that this is going to help them meet that initiative. Then they’re going to be a cheerleader for your, uh, for your projects, uh, because they see it as helping them as well.
And then prioritize. I’ll show you kind of a nice little tool that I’ve found helpful at organizations because it’s a virtual tool, so you can get multiple people kind of helping with the prioritization process virtually, and so they can be in multiple locations, but all have this, uh, using the same tool.
And identify measurable metrics, both. process measures, and outcome measures, uh, so that you understand what does success look like. Whenever you’re doing, especially a project that’s costing the organization money, understand what success looks like and how you’re going to measure success. Understand the process measures you’re going to utilize, and understand the outcome measures, and then publish those afterwards, especially if you hit the mark, right?
And then, um, place all those projects. You now have all these projects; put them on a timeline. Be cognizant of resource overlaps and try to avoid those resource conflicts between projects.
Get your quick wins up front so that people can see that your program that you’ve developed is working, and that’ll help you with funding down the line. Uh, and then plan for budgeting for those projects that require more people or technology or other resources where you have resource gaps. And again, try to tie it into strategic initiatives where possible.
So here’s a cool tool that I found. I’ve utilized this a couple of times now. Uh, it’s called Stormboard, there’s many others out there, but it’s a kind of a nice way to, uh, take, okay, here’s all the projects that I found. And how do we prioritize these? And so you can see, uh, this is kind of a typical 4x4 grid. x-axis is high difficulty on the left, low difficulty on the right in the y-axis is low impact on the… at the bottom, and high impact at the top, and get people to agree where these projects fit on this grid.
And so… and then you can start, you know, you kind of draw… a line kind of coming from the… the… the baseline for, uh, at the high impact, uh, or, uh, high difficulty, and go up to the upper right, and that’s your, kind of, your timeline, following that diagonal down, and say, okay, here’s our quick wins in the upper right quadrant. We need to nail these, um, and we need to show value of our program.
And then on the upper left are those projects that you don’t have the current… You don’t have the people to do it now, or you don’t have the technology to do it now, and you need to get those in place. Uh, but they’re significantly important. Casey, thoughts on this?
Casey Post 52:30Uh, no, this is great, and I think you have a case study that probably represents what the outcome of this was, right?
Brian Patty 52:40I will have shortly. So, but it's a great way to kind of help the organization, let people give input into these projects, say, oh, no, I think this has a higher impact or lower impact. I think this is more difficult than you think. And move these, uh, sticky notes, if you will, and they are little sticky notes, and you can move them around on the board, and people can move them, and you finally get to, okay, everybody's satisfied now that this is where we're at, now let's develop a plan. So it's kind of a nice way to get everybody engaged in both prioritization and timing of these projects.
So… So, quick case study, uh, I know we want to have a little bit of time for Q&A, and we’ve got 5 minutes left here, um, but this was a case study from a known organization, but, um, keeping things a little bit anonymous. I came into this organization, they were three years out of date with Epic, they were two to three gold stars, they had significant slowness and downtime issues, so their foundation was shaky. Their pillars, they had a 5-person training team, total for, you know, an organization with 2,500 physicians.
Um, they had providers who had no training since implementation. For 7 years, they’d had absolutely no contact with any type of training materials. They had no physician involvement in their governance process. Their communication basically was tip sheets and tip sheets alone. And it wasn’t very searchable. And they had little to no personalization going on.
I was surprised that their KLAS Arch Collaborative survey results were as high as they were. They were in the 45th percentile. But they had 12% per year physician turnover. So, we put this program into place, uh, we attacked it, and 18… 18 months later, Epic upgrades were performed typically within 6 months of release from Epic. They were maintained 8 or 9 gold stars; they had solved their speed and reliability issues.
Pillars, they now had a 20-plus training person training team and growing. Uh, in the first year, they retrained over 800 providers at the organization. All providers were offered, uh, 4 hours of training per year.
Um, we had a physician governance team, all of them with PB certification, physician builder certification, and they were across multiple workflows. We had a broad communication strategy, and we had performed over 650 personalization labs in addition to the retraining piece.
Results? KLAS Arch Collaborative Survey, uh, 18 months later, 99th percentile in satisfaction, and physician turnover was cut in half, down to 6%. That’s actually still too high, but hey, great improvement.
Casey Post 55:22That, that is amazing, and I'm… I'm sure a lot of folks on the call are wondering how you got.
How you prove the ROI to get that training team from 5 to 20, so I’m sure we can delve into that in some follow-up discussion.
Brian Patty 55:33Well, it's all about those initial quick wins. You know, we started to put this team out there, and we had physicians saying, This is the greatest thing since sliced bread. And I said, Okay, tell that to your administrators. And we kept doing that, and doing that, and doing that, and we soon had a groundswell of physicians and nurses saying, these support teams are what we need.
Um, and they’re just screaming for it. And the organization had a big push to reduce burnout anyway, and this was seen as one of the best ways to do it. And so we really were able to then fund that training team off of some initial success. You know, we brought in 2 or 3 people initially, and it quickly grew. Um, and because it was seen as so valuable from the organization.
Casey Post 56:20Yep. Uh, we didn't leave a lot of time for Q&A, but, um, if you do have a question, go ahead and put it in the Q&A. Dr. Patty put his contact information on that last slide. And my information is here on this slide. If you're interested in learning about our Jeeves Just-in-Time Learning Platform, we'd love to kind of share more with you. But one of the questions that already is out there.
Uh, Brian is, are we assuming that gold stars equals best practices equals physician satisfaction?
Brian Patty 56:49You know, it's… it's… It's directional, right? It's not… there's not a one-to-one correlation, but organizations that I've seen that have done really well on Gold Stars are organizations that typically, uh, have higher end user satisfaction. Plus. Gold Stars is one of the honor roll elements, right? And so there's an ROI to getting your gold stars up there, and that's one of the ways you can show ROIs of some of these programs, is by, you know, hitting honor roll. And, you know, 4 of the 9 elements of honor roll are impacted by an end-user satisfaction, um, project, or a program. And so, uh, it's, again, it's a good ROI, uh, but… Um, Epic spends a lot of time understanding what are the things that are impacting end-user utilization of Epic the most, and they put those into Gold Stars, and they tell you, you know, here's. You know, from 1 to 10 in all these areas, and you can look at them, you know, by application, or by, you know, let's say, you know, physician usability, things like that. You can… You can break it down different ways.
Um, but, um, this is really Epic’s way of telling you, hey, the organizations that are utilizing Epic the best are utilizing these… this functionality, and here’s a step… stepwise process to get to that best practice.
And so, these are the tools that improve end-user satisfaction and usability of Epic.
And, uh, it’s… basically, it’s Epic’s seeing this across all of their user organizations.
I’d have a hard time arguing with Epic that these aren’t important, and I’ve seen it in organizations; organizations that hit these levels and maintain them are also the organizations that have high end-user satisfaction.
Casey Post 58:39
Wonderful. Well, we are at time. That was the only question I see currently, but if you do have any follow-up questions. As mentioned, Brian's information was on the previous slide, and my information is here. Be happy to connect you with Brian. Um, to see how we might be able to support you and your organization. Both from a strategy, which is where Brian can come into play here, as well as from the technology to support that strategy with leveraging Jeeves, so… Thank you all for joining. I believe we will have a recording of this call available, and we'll send that to you after the, uh, session.
Brian Patty 59:12
All right, again, thanks for the opportunity, and thanks, everyone, for taking time out of your busy day. I think this is such an important, uh, uh, topic, I just have to nail it at your organization.
Casey Post 59:25
Agreed. Thanks, Brian. Take care, everyone.