Aim: As more and more hospitals adopt EPIC to improve patient care, HLA labs face unique challenges during the transition. This abstract share key insights from our lab's 2024 EPIC implementation, offering lessons learned to help other labs undergoing similar changes.
Methods: Our lab uses mTilda from CareDX as Laboratory Information Management System (LIMS). Albany Medical Health System implemented EPIC in March 2024. Beaker is the module withing the Epic system that handles lab operations. This summary outlines the key phases of Epic transition in our lab. 1. Planning and Designing: Work with Beaker and LIMS teams to decide whether reports will be sent as discrete elements or PDFs, as this impacts on how testing orders are designed in Epic. Provide teams with all necessary CPT codes and lab order codes. As an independent lab, we also share test pricing, charge accounts, and any special billing scenarios with the planning team. Such as deceased donor flow crossmatches are charged to a general account; however, if the patient is transplanted, the charge is reversed to the patient’s account. 2. Preparations and Training Beaker doesn’t have an HLA lab module. All HLA lab staff need to complete EPIC training with the appropriate access domains. Designate at least one team member as a superuser to provide support during the go-live phase. 3. Go-Live Execution Verify that test orders are accurate, with the correct service date and order code before creating an accession number. After testing, review reporting process for accuracy and make sure the results are in the right place in EPIC. Communicate with providers about report access and have a clear process for correcting any ordering errors. 4. Communication For any issues during the go-live phase, submit a ServiceNow ticket with clear and relevant details. Communicate effectively using the right terminology. Attend EPIC’s daily morning meetings, discuss any lab issues, and point to the specific reference your ticket number if there is one.
Results: Provider orders can now be received and corrected, and mTilda results are successfully sent to EPIC. While PDF reports still require manual entry under several situations, discrete format reports can be resulted automatically.
Conclusion: HLA order codes and patient reports are now available in EPIC, with billing also processed through the system. This eliminates the need to send email or fax reports, streamlining the whole testing process.
