Preparing Your Staff for a Cerner-to-Epic Conversion in 5 Key Steps

Having led a range of healthcare technology initiatives, from developing and leading the industry’s first fully remote go-live and readiness program to the complexities of a flagship, large-scale Epic implementation outside of the United States, one fundamental lesson has consistently stood out. That lesson is that the readiness of your end users is the non-negotiable foundation for success. This principle transcends language barriers and diverse working cultures. Even more so than the technical intricacies of the system itself.

When working with organizations embarking on the journey of transitioning from Cerner to Epic, I always begin even the earliest conversations by emphasizing strategies for ensuring your staff is not just prepared but empowered to embrace their new EHR.

I’ve consistently found moving from Cerner to Epic represents a significant shift for any healthcare organization. While technical planning is crucial, the readiness of your staff is arguably the most influential factor in a smooth transition. The change can lead to challenges and disruptions if your team isn’t well-prepared. However, thoughtfully focusing on training, clear communication, and readily available support can significantly increase the likelihood of a successful conversion. Investing in these areas empowers your team to adapt effectively and helps ensure a more positive and efficient adoption of the new Epic system.

Here are five key steps to follow as you prepare your staff for a Cerner-to-Epic conversion:

Laying the groundwork for a successful Epic transition starts with proactive and transparent communication directed at all staff within the organization. By clearly outlining the timeline and what the conversion will entail early on, you set crucial expectations across the workforce. This includes detailing when and how training will be delivered, providing accessible avenues for staff to seek further information, and explaining how their daily responsibilities and workflows might evolve.

Consistent and open dialogue helps alleviate uncertainty and empowers individuals throughout the organization to prepare mentally and practically for the upcoming changes. When people understand what’s coming, they are generally more receptive and less likely to feel anxious about the new system.

Invaluable training for the Epic transition goes beyond just showing staff the new system. It’s about giving each person the skills to use Epic effectively in their daily work. Designing training specific to each role is essential and clearly shows how Epic will help them accomplish their day-to-day responsibilities. Before system training, it’s helpful if staff understand how their workflows might change with the transition to Epic. Classroom training aims to teach staff how to use Epic as a tool to do their jobs efficiently, not to reteach them their jobs.

By making the training relevant to their daily routines and keeping it focused on what each role needs to know, organizations can help their staff feel more confident and ready to use Epic.

When it comes to EHR training, hands-on practice is essential. It’s one thing to read about how Epic works but another to use the system in real-life scenarios. Training sessions should allow employees to practice completing tasks in a simulated environment. This allows them to get comfortable with the new system without the pressure of live patient care.

By the time go-live day arrives, staff should be familiar with the basic tasks they’ll need to perform, such as documenting patient visits, entering orders, and navigating the Epic interface.

Consider offering readiness activities in small groups so employees can ask questions and get personalized help. Having knowledgeable trainers or super users to guide training can also make a big difference.

Super users are staff members who receive advanced training on the Epic system and act as internal experts during and after the transition. These individuals become go-to resources for their colleagues, helping with troubleshooting, answering questions, and offering support as everyone adjusts to the new system.

Selecting Super Users isn’t simply about identifying individuals with available time; instead, it involves strategically choosing well-respected peers who naturally serve as role models and to whom colleagues will readily turn for guidance. These individuals become invaluable on-the-ground resources, providing immediate support and fostering a sense of peer-to-peer learning.

A robust Super User program offers benefits that far outlast the initial Epic transition. These local experts will be instrumental in navigating future system changes, whether they involve optimization efforts, software upgrades, or other initiatives that impact end users. By investing in the right Super Users and empowering them, organizations create a sustainable support network that contributes to ongoing system adoption and success long after the go-live.

Even after the go-live, it’s essential to continue supporting your staff. The first few weeks after switching from Cerner to Epic can be challenging as employees adjust to the new system. A dedicated support team available during this time can help address any issues or concerns.

Encourage staff to report any problems and ask for help when needed. Offering refresher training sessions or one-on-one support during this period can help staff feel more confident in using Epic.

Collecting feedback from staff can also help identify areas for additional training or adjustments. Post-go-live support ensures the transition runs smoothly, even after the initial launch.

Preparing your staff for a Cerner-to-Epic conversion takes time and effort, but it’s essential for a successful transition. By starting early with clear communication, offering role-specific training, providing hands-on practice, identifying super users, and maintaining support after going live, your organization can ensure that staff are ready to embrace the new system. With proper preparation, the transition to Epic can be smooth and efficient, keeping patient care at the forefront.

*Epic is a trademark of Epic Systems Corporation