Written by Kyle Knoke
Introduction:
In recent years, the transition to Epic's Beaker LIS has been top of mind for many healthcare IT leaders. As an increasing number of organizations move away from their legacy LIS to embrace Beaker, the topic remains hotter than ever. This trend is set to continue as existing LIS contracts expire and Epic continues to come out with major improvements to Beaker.
Whether you are installing Beaker as an add-on or you are installing Beaker as a part of an enterprise install, lab IT transformation is a massive task for any healthcare organization. Below I share insights and lessons learned from my professional experience to guide you and your organization through a successful install.
Staffing Your Dream Team:
A well-rounded team is the cornerstone of any successful Epic Beaker implementation. Cross-training throughout the project is essential, not only to build redundancy post-live but also to create a team capable of handling any challenge. Start with your existing LIS team and prioritize assembling a team of people with technical know-how with folks from the lab. Your team should include resources with a strong IT background combined with former lab folks from operations. Their combined technical and lab expertise will be invaluable throughout the project and through post-live maintenance.
Beaker can be a complicated application and with several third-party systems that it needs to be interfaced with, so bringing on an experienced analyst or seasoned consultant in the beginning of the project can make all the difference throughout the install.
See the article below for more information about assembling your Beaker team:
Pre-implementation Planning for Operational Success:
The rollout of Epic's Beaker LIS presents your organization with a moment to standardize lab operations. As lab contracts are renewed, consider consolidating vendors. A good example is standardizing analyzers and equipment across your labs. This standardization also extends to revising policies both in the lab and across the organization. This will not only simplify the Beaker project but also the long-term support of Beaker along with other third-party applications. Embrace this transformation not just as a system upgrade, but as a strategic move towards a more unified operational standard.
See the article below for more information about your pre-implementation plan: The Beaker Blueprint: Building Your Dream Team (thelabitguy.com)
Engage Lab Subject Matter Experts Early:
Subject Matter Experts (SMEs) are your project's lifeline. Engage them early and consistently, recognizing that their commitment, especially during critical phases like clinical content validation (CCV), testing, and training, is substantial. So much so, that it can feel like lab SMEs are working two full time jobs. Integrating SMEs into the system early sets a solid foundation for your project and can help things go more smoothly as you get to training and go-live.
See the article below for more information about what it means to be a SME:
Instrument Mapped Record Testing:
Conduct instrument mapped record testing (MRT) as early as possible. This is the most critical milestone in any Beaker project. Data Innovations (DI) has a great set of tips and tricks for successful instrument mapped record testing on their website here: Tips and Tricks | Data Innovations. DI also has several great tools and resources to help keep this part of the project organized and on-track.
See the article below for more information about Best Practices for Epic Integration and Instrument MRT: Epic and Beaker Connectivity: Best Practices for Epic Integrations and Instrument Mapped Record Testing (thelabitguy.com)
Tidy Up Related and Integrated Epic Areas:
If your Beaker implementation is an add-on, it's an excellent opportunity to revisit and revamp related Epic build in your integrated areas. A good example is Order Transmittal. If you are live on a mature Epic install, over time Order Transmittal can get out of sync and messy across environments. Use your Beaker project to engage your Orders and other ancillary application teams to refresh your Order Transmittal logic and other related areas as appropriate.
See the article below for more information about tidying up integrated areas:
Vendor Collaboration and Milestone Management:
Effective vendor engagement goes beyond just meeting your Beaker milestones. Remember, vendor milestones are equally critical and deserve your attention. As you embark on your Beaker project, it becomes easy to overlook vendor milestones as the focus is on Beaker and Epic. Productive and active partnerships with your vendors create more successful outcomes at go-live and post-live.
See the article below for more information about Vendor Collaboration and Milestone Management: Vendor Collaboration and Milestone Management: Keys to a Successful Beaker Project (thelabitguy.com)
Outpatient Workflow Considerations:
For the majority of your Beaker project you will be focusing on inpatient workflows, but you'll want to be sure to address outpatient workflows before it's too late. Work closely with your Ambulatory team to determine who will take ownership of these workflows. Some questions to consider: Are clinics going to use Beaker collection? Who will update outpatient preference lists and order sets? Who is going to set up outpatient label printers? These are just a few examples of questions that need answers well before you approach your go-live date.
Decision-Making for Long-Term Maintenance:
Decisions should be made with an eye on long-term maintenance, not just the ease of implementation. Opting for what seems easier in the short term can lead to unnecessary maintenance when it comes to ongoing system support. A question I like to ask myself for a gut check is: "What does it look like to explain this decision to a new analyst starting in 5+ years?" The main goal of an implementation project is to get Beaker turned on, but you also need to be sure it can be effectively and efficiently maintained for years to come.
Stick to Scope and Embrace Post-Live Optimizations:
A disciplined approach to scope is critical in a Beaker implementation. It can be tempting to accommodate all sorts of requests, but scope creep can derail your project timeline and budget. Prioritize the must-haves for your go-live and be open to scheduling non-essential enhancements as post-live optimizations. This strategy not only maintains focus on the core objectives but also ensures a manageable workload for your team. Post-live, you'll have better insights into the system's real-world performance, allowing you to make more informed decisions on further optimizations.
Don't Overlook Training:
Training is not an afterthought; it's a core pillar of your implementation strategy. Ensure your Beaker training team is involved early in the project and participates actively in workgroup meetings. Keep your training team engaged in any discussions about changes in workflow. When the lab asks the analyst team for tip sheets, make sure that knowledge is shared with the training team and documented for future use.
Prepare for Go-Live Hurdles:
Accept that challenges like printing, collection issues, and users logging into the wrong department will arise at go-live. Planning for these eventualities is crucial. The key is not to avoid them but to have a robust plan to address them swiftly and effectively. Give your help desk or command center's first line of support the resources they need to resolve these issues on the first call. This will avoid unnecessary tickets and allow your Beaker team to focus on higher priority issues.
Embrace the Journey:
Lastly, remember to enjoy the process. Beaker implementations are intense, and stress is inevitable. Remember that at the end of the day we are all people. Take the time to celebrate the small victories, share a note of appreciation with your Beaker team and colleagues, don't get too caught up in all the tasks and due dates, and focus on the big picture.
Final thoughts:
Your Epic Beaker lab transformation can be a landmark achievement for your organization. By considering these insights and integrating them into your strategy, you're setting the stage for a successful and sustainable implementation.
I would love to hear your thoughts! Please share your insights and questions below.
Over the course of the next few months, I plan on generating additional articles exploring many of these ideas in more detail. If there are any topics/questions you would like to hear my thoughts on, please feel free to reach out. I also started a blog website here: TheLabITGuy.com - where I would love your feedback!
Kyle Knoke
More about Kyle:
With almost 7 years of Beaker experience, I have been deeply involved in Beaker across 11 different healthcare organizations. My journey has taken me from entry-level roles to leadership positions, managing projects that span from initial implementation planning to post-live optimizations and ongoing maintenance. My expertise lies not only in the technical aspects of Beaker but also in leading teams to ensure a successful project.
While my experience has been rich with diverse challenges and learning opportunities, the insights I share in this article are drawn from my personal expertise and do not reflect the views or opinions of my employer or the healthcare organizations I have supported. The content presented here is my own intellectual property, intended to guide and inform others in the healthcare IT community as they embark on their own Epic Beaker lab transformation journeys.
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