The CARE4 project is an organizational priority for all four partner hospitals. As a leader, you will play an integral role in supporting your teams through positive encouragement, coaching and acting as a champion for the project. As a leader, you will:
There is one People Readiness Action to take in June.
A vital part of our success will be ensuring that all staff and providers have the skills and confidence to use MEDITECH Expanse effectively and efficiently. To help achieve this, the CARE4 team has an extensive training plan for staff and providers. This includes training Trainers, CAREbots and Super–users, arranging rooms for safe in-person learning, preparing training materials and providing eLearning.
Training Communications
| Type of Training | Dates |
| Train the Trainer | May 31 – June 10 |
| Superuser Training | June 14 – July 3 |
| Champion Training | June 14 – June 25 |
| End-user Training | July 5 – Sept 10 |
If you need more information, contact your Site Training Leads. Site Training Leads for CARE4 are your support for local learning needs. They will assist with scheduling, training room resources, records management and all other local training needs.
The CARE4 project is more than a technology update. It is a transformational project that will affect clinical and administrative workflows and processes. The process readiness section of the Playbooks will include important information to help you understand and prepare for future workflows and changes to procedures.
There are four Process Readiness Actions to take in June.
Like Parallel Run #1, Parallel Run #2 will also follow real patient scenarios. Superusers and Build Team members will work with managers to shadow front-line staff and physicians (if available) to complete actions in MEDITECH Expanse that mimic what the end-user is entering in the current Client Server.
Huddle with staff regarding process of Parallel Run
If your unit is identified to participate, schedule resources for the Parallel Run – units require staff back-fill to participate
Share feedback process post Parallel Run
MEDITECH Expanse is bringing many changes to workflow as sites and departments have unique equipment, geography, resources and timing of their work. Please review Future State workflows with your team and make the necessary changes using the following resources:
Identify the high change areas
Identify workflow changes in your area
Document equipment changes required
Post signs where Future State equipment will be placed
Discuss with your teams optimal flow / efficiencies for Future State
Engage / encourage stakeholders to participate in process improvements to meet Future State design
Every unit in the hospital needs to be aware of the September 2021 GO LIVE and continue to add to the capacity plan for your unit.
Add components such as Clean-up Days, removal of excess inventories (paper), communicate/engage with stakeholders about your capacity management processes that impact other department/services
Have plans for your staff members to assist with any physical departmental changes at GO LIVE (removal of MAR binders, removal of med carts)
The implementation of MEDITECH Expanse is a huge leap forward in modernizing our share Health Information System (HIS). This project is truly a transformation and we will need you and your teams to be actively involved in the upcoming months to ensure that we make this leap forward successfully. Part of this process will be identifying in your area, any unnecessary paper, and future state equipment from your unit.
Before August 30, 2021, book a team Clean-Up Day/GO LIVE Readiness Day. Identify individuals on your team who will participate in this day.
Continue working on the removal of processes and signage that are out of date, such as:
Check desks, workstations, filing drawers, cabinets, communication boards and break rooms for all unnecessary items
Create an inventory of the documents, care plans, tip sheets and posters that are still needed now, but will need removing on GO LIVE day/week
Engage your team to understand which documents are no longer used and remove from the unit. It is a good practice to keep documentation you are unsure of staged for a period of time to understand if anyone uses it. If no one uses the documentation within a few weeks – clean it out.
Resources and preparation activities to help integrate new technology and devices into your physical spaces and workflows.
There is one Technology Readiness Actions to take in June.
ITS has worked hard in the background to make sure your departments are ready for the additional devices being added to the hospitals. Your ITS department has done assessments of your WIFI systems for the expanse system as we bring in additional devices.
If you know your unit is getting devices, as completed as a May action, ensure there is a designated space allocated for them including the required charging stations. This will allow the Devices Team to deploy them in a smooth and efficient manner.
A manager checklist has been created with the top Playbook items that require your action. Please complete the following form by June 30, 2021.
Please complete the checklist each month
If you have any questions about the playbook please feel free to contact Michael Jeffreys or Jessica Dolan of the CARE4 team.
