For Senior Medical Staff – EMR Phase 2.1 Go-Live – Training and Service Reductions

Published on 8 June 2023

Dear Senior Medical Staff,

There are now just five weeks until the commencement of the EMR Phase 2.1 Go-Live period on Sunday 9^th July.

As such, I write to you today to ask for your support in the critical Go-Live preparation item, that being training, practicing and enhancing your understanding of the new EMR functionality.

Training and practicing

Currently, only 17% of medical officers have completed EMR Phase 2.1 training. This includes all areas which will be impacted by EMR Phase 2.1 and all HMOs/Interns.

It is essential that medical officers complete their online WeLearn module before the Go-Live as these lessons contain important training on all the new changes. The modules available for medical officers are:

For those staff who require additional support after completing their online WeLearn modules, or who prefer classroom training, Face to Face training sessions, are available throughout the month of June and can be booked through the WeLearn portal. The below guide shows how to book a training session.

How to Book EMR Face to Face Training

For medical officers in specialist clinics, the Digital Health Training team will be present in clinics across Footscray and Sunshine from 5^th June until 14^th July to provide training in between patients in clinic.

After you complete your training, please practice using the EMR and the new workflows utilising the EMR practice environment. Logins have been provided to Super Users as they’ve completed their training, and they have been encouraged to share the logins with colleagues.

For any queries regarding EMR Phase 2.1 training please contact WHS-EMRTrainers@wh.org.au.

The Digital Health Medical team would like to present to units on the changes that are relevant to specialty areas, (e.g. Outpatient referrals, Specialist Clinic workflows, ED – Theatre op notes.)

If you have any available times in unit meetings or teaching slots in June please contact Deputy Chief Medical Informatics Officers, Dr Ann Boo –Ann.Boo@wh.org.au and Ann or one of the Digital Health Medical Team members will join you to provide an overview.

Go-Live schedule

If you missed the bulletin which outlined the Go-Live schedule, it can be found here on the Digital Health information site.

This staggered Go-Live schedule has been agreed upon in consultations between the clinical areas and Operations Directorate and Digital Health leadership teams as suiting the particular needs of each area and the organisation as a whole.

Key messages

EMR Phase 2.1 Medical Officer Key Messages are being released each Wednesday in a countdown to the Go-Live. These are valuable information pieces which will help Medical Officers develop a greater understanding of some key EMR Phase 2.1 functionality prior to the Go-Live.

Each week the key messages are emailed by the Chief Medical Officer, printed posters are distributed by the Digital Health Medical Team and they are loaded to the Key Messages page on the Digital Health information site.

Service reductions

There has been significant engagement with the divisions to see where service reductions can safely occur across services directly impacted by the Go-Live.

Reducing activity will allow staff extra time to navigate the new workflows and become more proficient, plus will free up staff to become Super Users.

Planned service reductions are scheduled as follows:

Adult Specialist Clinics:

The majority of clinics will reduce services as follows:

1 week prior to Go-Live: 50% reduction
Week 1 and 2 post Go-live: 50% reduction
Week 3 and 4 post Go-live: increase to 75% Capacity

There are some exceptions to this including respiratory, renal and cancer services clinics which will have more moderate reductions over a shorter period of time.

Women’s & Children’s Clinics

W&C will moderately reduce services in a small number of clinics for a short duration. These reductions have been planned per clinic.

Operating Theatres

For four weeks post Go-Live longer cases will be booked per theatre session across Williamstown, Footscray and Sunshine to reduce the number of cases per session. One theatre at each of these sites will also be closed to support the provision of supernumerary super users within theatres.

There will be no impact to emergency surgery.

Chemotherapy Day Unit

Booking will be reduced by 30% for a two week period post Go-Live.

I thank you for your continued support.

John Ferraro

Chief Operating Officer

For Senior Medical Staff – EMR Phase 2.1 Go-Live – Training and Service Reductions

Training and practicing

Cancer Services:

Emergency:

ICU:

Newborn Services:

Perioperative & Theatre:

Anaesthetics:

Specialist Clinics:

Obstetrics & Gynaecology:

Go-Live schedule

Key messages

Service reductions

Planned service reductions are scheduled as follows:

There will be no impact to emergency surgery.

Preview Email Blast

Training and practicing

Cancer Services:

Emergency:

ICU:

Newborn Services:

Perioperative & Theatre:

Anaesthetics:

Specialist Clinics:

Obstetrics & Gynaecology:

Go-Live schedule

Key messages

Service reductions

Planned service reductions are scheduled as follows:

There will be no impact to emergency surgery.