Successful Implementation Is an Ongoing Partnership
Getting Started With Implementing Lupus Advisor to Your Health System
Lupus Advisor is provided to health systems at no cost to help improve outcomes for patients with lupus and coordinate more efficient use of health services. Implementation does require a commitment from the health system and the technical support of the health system’s IT/EHR team.
It is important to communicate the purpose and benefits of using Lupus Advisor when requesting that your health system begin implementation. Organizations that invest appropriate time and resources into configuration decisions are more empowered to maximize the benefits that the Lupus Advisor application provides.
Suggested Activities Before Project Submission:
Share the purpose and key benefits of Lupus Advisor
Ensure project leadership and active engagement from stakeholders
Communicate project parameters to appropriate team members
Identify health system staff for implementation roles listed below
Support Throughout the Implementation Process
The Lupus Advisor team at Point-of-Care Partners (POCP) will provide guidance, project management, technical support, and training throughout all steps of the implementation process. During the planning phase, we will assign a dedicated account manager, implementation specialist, and interface engineer for your health system’s implementation.
Lupus Advisor Implementation Team
Account Manager
Healthcare IT project management expert that will serve as your primary point of contact during the implementation
Responsibilities: Lead overall project management, scoping, status/issue resolution, and progress tracking
Implementation Specialist
Lupus Advisor product expert and lupus practice operations consultant
Responsibilities: Advise on workflow design and best practices to guide Lupus Advisor configuration and build. Lead project team, super user and end user training to ensure successful go-live
Interface Engineer
Healthcare IT data integration expert
Determine specifications for, configure, and test interfaces alongside POCP representatives
Plan, conduct, and mitigate risks related to data retrieval using APIs from client Epic systems
Implementation Roles Within Your Organization
Successful implementation of Lupus Advisor requires an initial investment of time and resources from the health system. The roles and responsibilities listed below may be determined based on organizational details provided during the planning process. Depending on organizational structure, one person may play multiple roles during the implementation project.
Health System Implementation Team
Project Manager
Serve as POCP’s primary point of contact during the implementation
Facilitate organization and communication across project team members, end users, key practice stakeholders, subject matter experts, etc.
Work with the POCP Implementation Project Manager to ensure tasks are assigned and completed on time
Help identify and mitigate risks to go-live plan
Physician Champion
Drive input, buy-in, and participation from other providers and key organization stakeholders
Review and/or ensure other providers review clinical content, including but not limited to clinical criteria, recommendations, actions, order sets, and visit note components
Provide physician’s perspective on workflow design, policy, decisions, and other project initiatives
IT Lead
Coordinate with POCP technical team to complete interface setup
Lead technical setup to ensure practice meets Lupus Advisor system hardware and software requirements
Nurse Champion
Provide nursing perspective on workflow design, policy decisions, and broader project initiatives
Operational and Clinical Content Subject Matter Experts
Contribute operational, clinical, and billing content to align with Lupus Advisor, including but not limited to locations, users, regimens, order sets, formulary, visit and text note templates
Provide operational, clinical, and billing insights and guidance throughout the implementation
Provide workflow guidance and support for each functional area including, but not limited to nursing, scheduling, pharmacy, lab, billing, IT, interfaces
Four Phases of Lupus Advisor Implementation
The amount of time required from initial planning to live use of the application varies based on the health system’s resources and project priorities. The goals and responsibilities of each phase are summarized below. The Lupus Advisor Implementation Guide provides a complete outline of each phase with specific tasks assigned for each role.
Phase 1: Planning
Download the Implementation Guide from POCP
Engage your Epic IT Support Team to request Epic’s Implementation Guide
Determine a Go Live date
Validate codes and specifications
Phase 2: Configuration and Testing
Download Epic Request Document
Download Epic Vendor Implementation Checklist
Select Lupus Advisor from Epic App Orchard
Sign appropriate agreements
Test scripts and input data
Phase 3: Go Live
Pre-launch education and training
Pre-launch promotion within health system
Real time support, triage, and issues resolution
Promote and monitor use of Lupus Advisor
Phase 4: Evaluation
This optional step measures the impact that Lupus Advisor has on patient activities like reduction in steroid use, improved documentation, patient education use, etc.
Ongoing evaluation will help identify issues and determine if order sets, patient education, and other features are being utilized. Key steps include:
Analyze usage data
Itemize issues to resolve
Expand access to additional users