How to Customize Epic Hospital Software?

The process of customizing Epic hospital software is an investment that will pay dividends in the foreseeable future. A platform tailored to the requirements of a hospital not only streamlines administration, but also patient care. But customizing Epic medical software requires extensive insight about Epic’s software systems. OSP brings nearly 15 years of expertise in healthcare technology and has undertaken numerous projects with Epic software for hospitals. Let’s discuss the process of customizing it for specific needs. 

Common Challenges in Epic Hospital Software Implementation

Customizing Epic hospital software can be a transformative process for healthcare institutions, but it’s not without its challenges. Here are some common hurdles that organizations may encounter during implementation:

Customization Complexity

Tailoring Epic software development to meet a hospital’s specific needs can be a complex undertaking. It requires a deep understanding of the software’s capabilities and the institution’s unique requirements. Balancing customization with maintaining the integrity of the software can present challenges for IT teams.

Staff Training Requirements 

Introducing customized Epic hospital computer system software often necessitates extensive training for hospital staff. From physicians to administrative personnel, ensuring that everyone is proficient in using the new system can be time-consuming and resource-intensive. Adequate training programs must be developed and implemented to minimize disruptions to daily operations.

Data Migration Issues 

Migrating data from existing systems to Epic software in hospitals is a critical aspect of implementation. However, it’s not uncommon for organizations to encounter challenges such as data compatibility issues, data loss, or inconsistencies during the migration process. Addressing these issues requires meticulous planning and testing to ensure the accuracy and integrity of patient records.

Workflow Integration Challenges 

Integrating customized Epic hospital computer systems into existing hospital workflows can present significant challenges. It’s essential to align the new system with established processes seamlessly to avoid disruptions to patient care and administrative operations. Achieving this integration requires careful analysis, collaboration between departments, and ongoing refinement.

Successfully navigating these challenges requires a comprehensive approach that addresses technical, operational, and organizational considerations. By anticipating potential obstacles and implementing proactive strategies, healthcare institutions can maximize the benefits of customized Epic software healthcare while minimizing disruptions to daily operations.

Step-by-Step Process to Customize Epic Hospital Software 

Epic systems is among the biggest healthcare software companies in the United States. The company’s broad array of medical solutions offers hospitals and clinics plenty of choices for customization. Let’s talk about the process of modifying an Epic hospital information system: 

1. Determine the Business Need 

The process of customizing Epic medical software needs to begin with a thorough understanding of the needs of the organization. However, determining the needs may not be limited to knowing the existing operational workflows. Hospitals and larger clinics may have varying workflows based on the kind of services they offer and would likely need seasoned Epic consulting services. This helps the medical organizations know what Epic has to offer and how those can be implemented. 

Technical consultation about Epic software for hospitals involves a thorough assessment of the needs and an in-depth advice on all the available choices. Based on the choices and the need, an outline of the system can be drawn up to proceed with the technical phase.

2. Engage With Epic Implementation Experts 

The determination of the requirements is followed by the development of a plan to carry out the customization and implementation. The plan is formulated by experts who have experience with Epic integration and customization. This is a technical phase in which the existing systems are assessed and the plans for customization are finalized.  

The plans may be discussed with the hospital administration for the final time, who may offer further inputs or make inquiries.  

3. Epic Hospital Software Configuration 

After the requirements are known and the plans finalized, it is time to begin configuring the software platform. The needs of the organization dictate the list of features and the interface of the Epic hospital information system. In addition to the features, the middleware and the APIs too are developed to facilitate interoperability. Healthcare software interoperability allows the system to exchange data with other software platforms. This streamlines all the administrative and clinical workflows at the hospital.

4. Integration and Testing 

The customization of the Epic hospital management system is followed by its integration with the existing software platforms. An EHR integration ensures that medical data flows freely among systems across the organization. The software customized for the organization is tested individually, then integrated with the existing systems. Subsequently, the entire integrated system is tested to check if everything works as intended.  

In addition to testing the functionality and features of the platform, there are tests conducted to check the security and compliance as well. These tests are carried out against established criteria to ensure the privacy and integrity of sensitive data during operations. Any violation of regulations can result in serious legal consequences.  

5. Continuous Improvement   

Following the implementation, integration, and training, the application would need timely update to ensure it can be used without hassle. Updating the software ensures it is less prone to technical glitches or crashes. 

Key Features of Epic Medical Software

Epic medical software is renowned for its comprehensive suite of features designed to streamline healthcare delivery and improve patient outcomes. Here are some key features that distinguish Epic software:

Patient Scheduling 

Epic offers robust scheduling functionalities that allow hospitals to efficiently manage appointments, procedures, and resources. From booking appointments to coordinating multi-disciplinary care teams, the scheduling module helps optimize patient flow and resource utilization.

Charting 

Epic EMR hospitals system provides clinicians with intuitive epic hospital charting system tools for documenting patient encounters. Customizable templates, smart forms, and decision support tools facilitate accurate and efficient documentation, ensuring comprehensive patient records.

Medication Management 

Epic’s medication management module enables healthcare providers to prescribe, dispense, and monitor medications safely and efficiently. Built-in clinical decision support tools help mitigate medication errors and improve medication adherence, enhancing patient safety and quality of care.

Billing and Coding

Epic’s integrated billing and coding capabilities streamline revenue cycle management processes, from charge capture to claims submission. Epic medical billing solutions with Epic automation coding suggestions, real-time eligibility verification, and built-in compliance checks help optimize revenue capture and reduce billing errors.

Interoperability

Epic software system supports interoperability standards such as HL7 and FHIR, facilitating seamless data exchange with external systems and stakeholders. Interfacing capabilities enable integration with third-party applications, laboratory systems, imaging systems, and more, ensuring comprehensive data sharing and continuity of care.

Reporting Capabilities 

Epic’s robust reporting and analytics tools empower healthcare organizations to gain insights into clinical, operational, and financial performance. Customizable dashboards, predefined reports, and ad-hoc query capabilities enable data-driven decision-making and performance improvement initiatives.

By leveraging these key features, healthcare institutions can enhance clinical efficiency, improve care quality, and optimize operational performance with Epic medical software.

Benefits of Customizing Epic Hospital Software 

There are many reasons for customizing Epic computer software for hospitals. It is an investment that will yield major returns in the long run. Let’s look at some of the benefits of customizing Epic’s systems: 

1. Improved Efficiency 

The Epic medical software would be customized according to the needs of the hospital and its features and functions would reflect existing workflows. As opposed to a generalized set of features from an off-the-shelf solution, a custom solution would be quickly adopted by the staff, eliminating the need for elaborate training sessions. The result would be an immediate improvement in the efficiency of workflows, which will be experienced across the hospital. 

2. Improved Compliance 

Customizing Epic hospital software according to specific needs helps comply with regulations better. The platform and all its features and functions would be better matched with existing workflows, which will allow the hospital to implement the best security protocols that suit their operations. This maximizes the data security level and helps them mitigate risk in the best possible way.

3. Accommodate Future Expansion 

A health information system tailored to the needs of a hospital can be scaled to accommodate evolving needs in the future. This mainly includes the adoption of third-party medical solutions and emergent technologies like artificial intelligence and machine learning. The best part – this expansion can be carried out without hindrance to day-to-day workflows.

4. Improved Interoperability 

Hospitals with Epic software customized for their needs will find it easier to integrate them with existing systems, compared to an off-the-shelf solution. The process of customizing happens only after an assessment of existing IT infrastructure, which would make it easier for the platform to be interoperable.  

Epic Integration with Hospital Systems

Seamless integration with other hospital systems is essential for maximizing the effectiveness of Epic hospital software and ensuring comprehensive patient care. Hospitals using Epic software leverage robust integration capabilities, allowing healthcare institutions to connect their Epic software with various other systems, including:

Laboratory Information Systems (LIS) 

Integration with LIS enables bi-directional data exchange between Epic and laboratory systems, streamlining the ordering and reporting of lab tests. Clinicians can place lab orders directly within the Epic EHR, receive results electronically, and view them alongside patient records for informed decision-making.

Picture Archiving and Communication Systems (PACS) 

Integration with PACS facilitates the storage, retrieval, and viewing of medical images within the Epic EHR hospital software. Radiologists and other clinicians can access imaging studies directly from patient records, eliminating the need to switch between multiple systems and enhancing workflow efficiency.

Pharmacy Systems 

Integration with pharmacy systems enables real-time medication management within the Epic EMR software. Pharmacists can receive electronic prescriptions from clinicians, verify medication orders, and dispense medications efficiently. Integration also supports medication reconciliation and alerts for potential drug interactions or allergies.

Revenue Cycle Management (RCM) Software 

Integration with RCM software streamlines billing and financial processes within the Epic ecosystem. Patient demographic and insurance information flows seamlessly between Epic and RCM systems, ensuring accurate billing and reimbursement. Integration also facilitates medical claims management, denial management solutions, and revenue optimization initiatives.
By integrating Epic in hospitals with these critical hospital systems, healthcare organizations can achieve interoperability and data exchange across the care continuum with Epic interoperability systems.

Essential Considerations When Developing Custom Epic Hospital Software 

Developing a customized Epic hospital software requires the organization to consider important factors. Let’s talk about some of them:  

Understanding the Interoperability Standards

The custom Epic solution must be able to exchange data with other health systems securely. Interoperability enables two or more medical software to exchange and use data despite being developed using varying languages and data formats. So, knowing interoperability standards like FHIR and HL7 is a must when building such a platform.  

Data Security  

The solution must ensure security, integrity, and privacy. The process of developing a custom Epic hospital software must adhere to regulations like HIPAA, which stipulate a minimum level of data security. In the event of system breaches or data loss, if the software violates regulations, there can be severe legal consequences for the organization using it. Security is a major factor to consider when building any custom healthcare software. 

Existing Workflows     

Customizing Epic Hospital software is based on catering to specific needs. So, it is important to comprehensively analyze existing workflows before developing a custom Epic health system. This will ensure that the platform reflects the hospital’s needs, enabling the staff to get acquainted sooner.   

Scalability  

The Epic hospital software being developed needs to be able to accommodate future technological expansions. As the years pass, the hospital might evolve and roll out new services, which need to accommodate newer systems and features. The design of the Epic hospital software should consider this to prevent the need for any major overhauls.   

Best Practices For Custom Epic Hospital Software Development  

Developing an Epic hospital system tailored to specific requirements involves several considerations. So, it is good to follow established best practices for development. Let’s explore some of them:  

Understanding the Ecosystem  

Developing a custom Epic hospital system requires a complete understanding of the Epic ecosystem. It is bound to have numerous features and functionalities for developers to navigate and finalize the best-suited platform. Knowledge of the nuances can enable developers to ensure that the platform can be integrated with other solutions in the organization.  

Intuitive Design 

An intuitive design helps users navigate the solution and all its features without hassle. This is essential for a hospital since the staff would need to be able to use the platform every day for all operations. An interactive interface makes it easy for everyone to use the platform and get acquainted with it quickly. 

Engage with Epic Implementation Experts 

Engaging with Epic Implementation Experts is key for customizing Epic Hospital Software effectively. These specialists offer invaluable knowledge and experience in implementing Epic solutions translating your hospital’s requirements into actionable customization plans. OSP’s team of Epic experts can collaborate with open communication and discuss your unique challenges and objectives. We will recommend configurations, workflows, and integrations aligned with your clinical and administrative processes.  

Integration and Interoperability

Integration and interoperability are critical in custom Epic Hospital Software Development. Integration connects Epic software with other healthcare applications, facilitating data exchange and reducing manual data entry. Interoperability ensures seamless collaboration among healthcare IT systems, even from different vendors. Customization may involve creating interfaces, APIs, custom connectors, and data standardization to maintain consistency. Collaboration with our IT experts ensures robust integration and compliance with healthcare regulations. 

Testing  

Testing is essential to determine if the platform functions as intended. Testing is carried out against rigorous criteria according to industry best practices. This ensures that the solution will function under realistic circumstances reliably. Moreover, the testing also involves assessing the security of the software to know if it is safe against data breaches or accidental data leakage. This is essential for it to comply with regulations.  

Epic Software Updates and Upgrades

Regular updates and upgrades are essential for maintaining the performance, security, and regulatory compliance of Epic hospital software. Epic consistently releases new features, security patches, regulatory compliance enhancements, and performance improvements to address evolving healthcare needs and industry standards. Here are some key aspects of managing Epic healthcare software updates and upgrades

New Features 

Epic regularly introduces new features and functionalities to enhance the usability and effectiveness of its software. These features may include workflow optimizations, clinical decision support tools, patient engagement features, and interoperability enhancements. Healthcare organizations should stay informed about upcoming releases and evaluate new features to determine their relevance and potential impact on patient care and operations.

Security Patches 

Cybersecurity threats pose a significant risk to healthcare organizations, making timely application of security patches crucial. Epic releases security patches to address vulnerabilities and mitigate security risks within its software. Healthcare IT teams should prioritize the timely deployment of these patches to protect patient data and safeguard against potential breaches.

Regulatory Compliance Enhancements 

Compliance with regulatory requirements such as HIPAA, HITECH, and meaningful use is paramount in healthcare. Epic releases updates and enhancements to ensure compliance with evolving regulatory standards and requirements. Healthcare organizations must stay vigilant about regulatory changes and ensure that their Epic healthcare system remains compliant through timely updates and configuration adjustments.

Performance Improvements 

Epic continually optimizes the performance and scalability of its software to meet the growing demands of healthcare delivery. Performance improvements may include enhancements to system speed, reliability, and resource utilization. Healthcare organizations should monitor system performance metrics and implement recommended upgrades to maintain optimal performance levels.

Conclusion

A customized Epic hospital software will serve the needs of the organization better than a generic solution. At a time of rapidly evolving software technologies and newer innovations in artificial intelligence, it might be harder for off-the-shelf solutions to accommodate the changes. In light of this, having a health information system tailored to specific needs can prove beneficial in the long run.