Having successfully upgraded to Epic version Nov. 2020 last November, the plan is to continue with annual upgrade cycles to remain current.
In November of this year we will be upgrading to what will be the latest version at that time – Epic May 2022. This is being planned for the weekend of 12-13 November 2022.
Epic upgrade cycles are a key part of the Trust’s digital strategy to continue to use developing technology to support our evolving needs and those of our patients and healthcare partners.
This upgrade will be on a smaller scale to the previous upgrade. It will look slightly different with some mandatory changes to some workflows, and additional functionality in places.
In May the eHospital team will begin the work to tailor the build of the Epic May 2022 version to suit our needs as a Trust and will partner with the appropriate clinical groups to validate the mandatory workflow changes.
Further details about the changes and how areas can prepare for this upgrade will be communicated over the coming months, with information also being published in the CUH bulletin and other Trust-wide communications channels.
The high-level timeline of activity together with an initial set of FAQs are available below. If you have any further questions at this stage, please email them to email@example.com
FAQs: Epic May 2022 version upgrade
Below are initial questions and answers relating to the upgrade to Epic version May 2022, which is being planned for 12-13 November 2022.
If you have a question that is not included below, please email it to firstname.lastname@example.org so that it can be answered directly and added to this list to inform others.
When will the new Epic May 2022 version be available to view patient records and document care?
The upgrade to Epic May 2022 version will take place the night of Saturday 12 November 2022, with the live system being available for staff to use to view and document patient care from the early hours of Sunday 13 November 2022. Full timings and available support both during and after the upgrade will be communicated nearer the time.
Will there be formal Epic classroom training before the upgrade to Epic May 2022 version?
The Epic May 2022 version will look slightly different and will contain mandatory changes to some workflows and additional functionality in places. However, as with previous annual upgrades, no formal Epic classroom training will be required for this upgrade. Instead, the Trust will use a variety of communications channels over the coming months to share details of the changes with Trust staff.
In addition – from mid-October 2022 our current Epic training environments will be changed over to the new Epic May 2022 version in order to prepare for the ‘live’ (production) upgrade to occur on 12-13 November 2022. This means that new starters to the Trust from mid-October 2022 will be trained on how to use the new Epic May 2022 version instead of our existing Nov. 2020 version. Throughout October new starters will be made aware of the version upgrade in November 2022 and that the live system that they will use temporarily following their training will be an older version of Epic. Full details about this will be communicated Trust-wide nearer the time.
Will there be a new Epic May 2022 playground to practise in prior the upgrade itself?
Yes. The new Epic May 2022 playground (PLY) is expected to be available from the end of September 2022. This will provide all Trust staff that use Epic with the opportunity to practise carrying out regular / daily tasks using pretend patients to help with orientation and familiarisation with the new version. Log-in details for the new playground will be shared Trust-wide during the summer so please keep an eye out for the details in Trust-wide bulletins and briefings.
What other opportunities will there be to familiarise with the Epic May 2022 version before the actual upgrade takes place?
As the eHospital team works through the build and configuration phase of this new version (starting in May 2022), further details and communications out to the Trust will take place to inform staff about the various changes. This will occur in a similar way to our Epic Nov. 2022 upgrade last year – via the Epic Upgrade Operational Readiness Group, Trust-wide communications and engagement channels, orientation/familiarisation packs for various areas and staff groups, and a series of videos/eLearnings on key topics and changes.
What will be the main changes between our existing version and the new Epic May 2022 version?
The eHospital team is currently reviewing the mandatory/required changes within the new Epic version so further communication will be shared with staff in due course.
Will the patient information, data and records that are available in our existing version automatically transfer and be available in the new Epic May 2022 version?
Yes. During the upgrade night itself (Saturday 12 November into the early hours of Sunday 13 November 2021), all information and data stored within patient records in our existing Epic Nov. 2020 version will automatically transfer over to our new Epic May 2022 version.