optimizing training in the home stretch

How can training readiness help your organization manage the change associated with an expansion project?

Growing healthcare systems with ambitious expansion plans often face complex training and change management challenges as they transition to an enterprise way of thinking. Focusing on all of the details and desired success factors is challenging in these scenarios, and scaling your training program to account for hundreds of additional locations can seem insurmountable.

A national leader in patient quality, West Virginia University Medicine was in the midst of their “Butterfly Initiative”—a venture that would bring two additional community hospitals, two critical access hospitals, and dozens of associated clinics live on Epic in a span of four months—when they approached Bluetree in March of 2017.

WVU had been live on Epic since 2009 but needed a mentoring program for their newly hired Epic Training Manager and a partner to help them execute the training roadmap for their rapid expansion efforts.

We’ve been successful in our previous expansion projects, but a tight timeline and a need for newer, more agile resources means we could use some mentoring and change management help.

Bluetree’s first step was onboarding WVU’s new training manager and providing her with an introduction to all things Epic and healthcare system training programs. From there, we assessed WVU’s training readiness for their rollouts. Through our discovery process, we collaborated with WVU to identify opportunities to improve their delivery model and plan.

WVU was doubling the number of end users on their system and extending to two critical access hospitals -- an entirely new endeavor for their organization.

Working together, Bluetree and WVU quickly analyzed and identified all associated gaps, determined and designed solutions, and collaborated with site leadership to prepare them to deliver training to all end users. This was done while being conscious of the complex political environment that can often arise amid Epic extension projects given the unique needs at each facility.

Our Training Solutions specialist coached and supported the Training Manager as she gained confidence to lead her team through this initiative while simultaneously learning the ins and outs of Epic training. We partnered with the WVU team to communicate the expectations and processes for the Credentialed Trainer (CT) programs, created a course catalog, identified registration and reporting processes unique to each site, provided scheduling templates and guidance for each site, and verified curriculum and training environment readiness for site-specific workflows.

Over a period of four short months, WVU successfully credentialed nearly 100 individuals and trained all end users for the four go-lives. We also identified and addressed significant workflow concerns pre-go-live to allow for a seamless transition to Epic.

To ensure WVU’s long-term training success, we collaborated on future training staffing needs and suggested an organizational structure through our collection of key training metrics. We ended our engagement by building a roadmap for 2018, factoring in the projects and optimization efforts contributing to WVU’s reputation as a healthcare leader in the region.

Bluetree collaborated with WVU to help make a complex, aggressive project more sustainable and conducive for an enterprise vision by optimizing and coordinating use across seven hospitals and hundreds of clinics. Through our proven change management expertise and Epic-specific mastery, Bluetree helped to lay the groundwork for a successful “Butterfly Initiative” and a strong transition year in 2018.

"Bluetree has been an integral part of the training team through the largest IT Epic initiative we’ve implemented."

- Anna Thorne, Manager - IT Enterprise, WVU Medicine

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  • credentialed 100 trainers to deliver training across all sites

  • onboarded and mentored a new Training Manager on training readiness and delivery

  • optimized training environments and coordinated use across 7 hospitals and hundreds of clinics

  • created course catalogs and identified registration and reporting processes specific to each site

  • collected key training metrics for determining future staffing structure and needs

  • tracked training completion via reporting from multiple LMSs

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