Weekly Status Meeting
Status: Green
Go Live: Bethencourt: 4/17 (Tentative)
Go Live: Sanati: 3/6 /
Date: 03/16/2017
Time: 10:00-11:00am
Location: FV Green 1st Flr Hickory
Toll free number: 877-658-6278
Toll: 914-297-6775
ACCESS CODE: 4949654161
Attendees
☒Rich Tinnelly / ☒Heather Lark / ☒Dylan Schultz / ☐Lisa Egli / ☐Nicole Vasquez / ☐Mauri Cruz
☐Juanita Dorsey / ☒ Amy Ornellas / ☐Robert Hunn / ☒Dena Gehrig / ☐ Ellan Jackson / ☒Anthony Ly
☒Angel Cazares / ☐Suzette Ma / ☐Jill Chartier Guevara / ☐Buffy Davis / ☒David Le / ☐Matias Mekonnen
☒Shannon Twellman / ☒Alpna Darji / ☐Linda Lee / ☒Gerardo Delgado / ☒ Mark Getty / ☒Francisca Freeman
SharePoint: Dr. Bethencourt / Sanati Move
WorkFront hours for this meeting: Dr. Bethencourt/Sanati move
Purpose and Outcomes:
- Project Status Meeting
# / TOPIC / Discussion Lead/ Sponsor / DETAIL/GOALS / I/D/ A/E* / ACTION ITEMS/FOLLOW-UP / Time
* I=Information Sharing D=DialogueA=ApprovalE=Endorsement De=Decision
0 / Project Overview and High-level timeline / Rich /
- Review
- Service Area: 700
- Go live is 3/6 Sanati / ?/? Bethencourt
TO: 18035 Brookhurst St Suite 1300 Fountain Valley, CA 92708
Dr. Sanati current address moving
TO: 18035 Brookhurst St Suite 2100 Fountain Valley, CA 92708
Internal Service Area #: 700
Timeline:TBD for both Sanati and Bethencourt
- Tools
- WorkFront # 22306250(logging hours and task mgmt)
- SharePoint: Consistent documentation location demo which this project will use:Dr. Bethencourt / Sanati Move
Integrated testing?
Sanati / Bethencourt: We will schedule a day for both Sanati and Bethencourt testing and leave it up to the group as to whether Unit testing is sufficient or integrated testing is needed.
*Unit testing for just Sanati.
Sanati: Any changes to the letters (smart text, smart phrases)? Foundation standard? Buffy: No changes that she is aware of.
Alpna: giving all favorites/profiles to the new dept so that all defaults are the same when he moves.
Share point and workfront page discussion:
Currently the two projects are lumped together. Though go lives have moved apart, is this okay to keep the workfront and sharepoint pages together? Team has agreed to keep them as one.
AmyBuffy: Currently using 3 visit types (office visit, follow up, outside services) will he require more? Buffy: No
Amy/Buffy: Should I put location directions in (EPIC) now for the move? Yes (show both locations).
Sanati will be using ER #16 and #19, he will rec’v a Desktop PC to alleviate the need for a viewing station, he will print to nursing station #1 in the FM/IM dept. / I/E / Team Please log your time in WorkFront as well as assign yourself your tasks. Please test your SharePoint site link as well. / 10
1 / Agenda& Discussion / Rich / Scribe: Shannon Twellman
Bethencourt:
Review TimeLine
Moving out of 18111 Brookhurst St #6300 Fountain Valley, CA 92708
Rich: Is there a date that they are planning furniture install?
Dena:No official date, beginning of April tentative. Waiting for Emily to provide the final floor plans with where they will occupy.
Bethencourt’s move only from 6300 PCP to 1300 HW? He will not be moving from Atlantic to Douglas Park at this time.
Anthony: Status on hardware connectivity? Did a walk through, there are drops throughout the suite that are connected to the 1st floor room, no orders placed for hardware.
Amy O: He only sees patients only on Tuesdays
RichAnthony: Going to have new devices? Anthony: Yes, probably brand new devices.
RichDena, Gerardo, Buffy Francisca f/u re: updated time schedule for go live, construction, etc. Per Rich, Go Live 4/17 is still tentative, though stay on track for a 4/17 Go Live.
Sanati:
Buffy check in with Karen to see how long she knows that their phone number will be forwarded.(pending)
Dena/BuffyHeather: How his info is being reported to the payers? Avoid issues with how the address is reported. Dena/Buffy f/u with Jennifer.
Buffy emailed re: this – (pending)(in progress 3/9 3/16)
BuffyHeather/Rich: FWD email rec’d regarding info for payers.(pending)(rec’d response from Gerardo)
Bethencourt:
BuffyFrancisca f/u Amy: Confirm with Karen to see how long the phone/fax numbers will be forwarded to the new office.(pending)Response rec’d 3/13: Francisca: “Ms. Karen as of our last walk through I believe we weren’t forwarding Dr. Bethencourt’s FV #, correct? It is currently not used by the office and the only calls that come through on it are calls for FV Warner.” Karen: “Correct, we are not moving numbers from Dr. Bethencourt’s office at FV.We are however moving Dr. Bethencourt’s main and fax numbers at Long Beach to the new location. Calling LB main number will only ring at the new location. They can manually forward to the LB office if they need but it will not ring on both locations at the same time.”(Done)
Dena/ BuffyFranciscaHeather: How his info is being reported to the payers? Avoid issues with how the address is reported. Dena/ BuffyFrancisca f/u with Jennifer.(pending)Response rec’d 3/13: Francisca: “Please note Dr. B will continue to see pts at both his LB office and the FV office. The staff will primarily sit in the FV office post the move however.” (pending-critical 3/16 *Heather has not rec’d a response from Judy S.)
Dylan Will confirm all the users and see what access they have now (3/2).(done-ish: when buildto prod will complete this)
Rich f/u with Matias, Anthony, Ellan for technical update. (pending 3/16)
Rich f/u Operations for information about what is going into that office. (pending)
Operations f/u Amy O: 6300 suite has the LB phone number, are we keeping it that way after the move?(pending)Response rec’d 3/13: Francisca: “Just to clarify Dr. B’s staff usually forwards their LB # to the FV office on days they are in clinic there. However, moving forward they will like the 562 number to ring to both clinics. This was a take away for Karen, after our last walk though.”(Done)
Francisca’s additional items rec’d 3/13:
Additional items and MD requests to keep in mind (We walked through the space with Matias, so I believe he has these as takeaways for the hardware team)
-The PAs access Epic on laptops, these were recently replaced and should be in the MC21 database. Not sure if additional set up is needed to configure server side printing.
-Access to the following applications PACS, Syngo and Tierra Recon- (App is to read CDs and converts images into 3D pictures)
-Move/copy items from their current LB network folders to MMF network folders, so that staff can access them in FV.
-MD is requesting 2 at least 27 inch quality HD flat screens, one in his office and one on the wall by exam room 3, with a CD reader and access the Tierra Recon app to review heart images with pts. Per the MD similar to the one in the CATH lab.
-We will be adding a midmark ekg machine in the future, so workstations’ and devices will have to be equipped to interface into Epic. / I/E / Bethencourt:
Gerardo: re: Go Live-
Construction complete, waiting on furniture. Email sent to OCM of the status of move. Waiting for that response from them (3/16).
Sanati:
Per Gerardo: Should be able to pull revenue from Dr. Sanati’s specific department in EPIC.
Per Gerardo: Revenue location should be Dr. Bethencourt’s new address with suite number. / 15
2 / EpicCare / Alpna / Sanati:
What got done – TDR only thing still pending.
Next Steps –
Bethencourt:
What got done - No updates / I/E / Bethencourt:
Build pending the discussion from Robert/Operations re: revenue area.
Rich/Implementation f/u w/ Alpna if Bethencourt will be sending his lab patients to the 2nd floor H&W. Office performed – Future will allow him to send his patients upstairs if needed for lab work. (Done)
Rich/Implementationf/u w/ Alpna re: if build should mirror 6300 TS (Per Buffy).(Done) –should be fine, on a pref list perspective there should be no changes. No additional services that he is not currently offering at his current location. / 5
3 / Technical/ Telecom / Anthony / Ellan / Sanati:
What got done –
Next Steps –
Bethencourt: / I/E / Bethencourt: / 5
4 / Cadence/ Prelude / Amy O / Sanati:
What got done –
MD record was updated, can now assign the scheduling template (Buffy aware).
Good to go – Still working on TDR
Next Steps –
Bethencourt:
What got done –
Next Steps – / I/E / Sanati:
Bethencourt: / 5
5 / Resolute / Heather / Sanati:
What got done –
Next Steps –
Bethencourt:
What got done –
Next Steps –
No address for what is being reported to the payers. Need to know if the suite number is being reported to the payer or just the street address. Is the h&w building just a primary location for revenue purposes?
Unk revenue location, need to know to link that to the provider. Unk if Bethencourt has reached out to operations. (In progress from prev action item above)(rec’d answer from Gerardo, see above 3/16) / I/E / Sanati:
Bethencourt: / 5
6 / Implementation / Rich
Shannon
Angel / Sanati:
What got done –
Awaiting TDR status for 3/2 1pm TDR. 3/3 @10am
Next Steps –
Bethencourt:
What got done –
Rich/Shannonf/u with buffy on Sanati staff, if he has any staff coming with him? (done *see email attached)
Next Steps – / I/E / Implementation to schedule a time block w/ Amy O, Heather, Alpna, and Dylan once Go Live date is official and/or build is completed to conduct the intergrated testing session. (No conf room needed, this is just a time block on their schedule to conduct testing individually). / 5
7 / HIM / Yukari / What got done –
Next Steps – / I/E / 5
8 / Security / Dylan / Sanati:
What got done –
Dylan: Are they seeing patients still at prev locations (dept), need to clean up records if needed. This is the only MMF location for the provider.
Next Steps –
Bethencourt:
What got done –
Dylan: Are they seeing patients still at prev locations (dept), need to clean up records if needed. This is the only MMF location for the provider.
No patients being seen at 6300
Next Steps – / I/E / Sanati:
Bethencourt:
Reviewed access, looks good.
Dr Charles Murphy if and when he is going to the ambulatory training?
Amy O: He will not go to training, he will only see patients in the inpatient setting. / 5
9 / MyChart / Suzette / What got done –
Next Steps – / I/E / 5
10 / Training / Nicole
Lamis / What got done-
Next Steps – / I/E / 5
11 / Integration / David / Sanati:
What got done –
Will start changing the accounts over to stay on track for timeline.
Next Steps – / I/E / 5
12 / CTS / Mark / Sanati:
What got done –
Any additional workflows? No.
*Preference lists/favorites lists will need to be updated.
Go Live support: Mark will be there, Shannon to be there for support with Mark for at least half a day.
Ensure that Citrix locks automatically for him so that he doesn’t have to go through the internet explorer to get to citrix.
Moving a printer that only he is using, may be able to move that printer into his office (local printing only).
Next Steps – / I/E / Sanati: / 5
13 / Tapestry / Mauri / Sanati:
What got done –
Next Steps –
Bethencourt:
What got done –
Next Steps - / I/E / 5
14 / Reporting / Stanford / What got done –
Next Steps – / I/E / 5
15 / Timeline and Project Milestones / TBD
16 / Governance, Resources & Responsibilities / Rich /
/ I/E / 5
17 / Questions and next steps / All / / D / 5
Scribe :Shannon Twellman / Next Meeting: 3/23/17 @ 10am
FV Green Building 1st Flr. Spruce / Next Scribe:Shannon Twellman