Information Services & Technology

Epic@Jeff Glossary of Terms

Epic@Jeff is a large-scale, transformative project that will require an understanding of new Epic terminology and the adoption of a new shared language. The glossary below outlines key terms and phrases that will be used throughout the Epic@Jeff Project. Becoming familiar with these terms is the first step to better understanding Epic and preparing for training and Go-Live. 

Term Definition
Access/Revenue Team   Epic@Jeff Product Team that oversees applications including ADT, Cadence, Hospital Billing, Professional Billing and other financial and scheduling functions.
ACE (Classroom) Environment A version of Epic used by Trainers in classroom training and application education for End Users.
ADT   Epic application used for Admission/Discharge/Transfer.
Advisory Teams   Governing teams that provide guidance and help make decisions when issues are escalated within specific operational or clinical areas of expertise. Jefferson’s Advisory Teams include Academic, Provider, Interprofessional Clinical and Access/Revenue.
Ambulatory Team   Epic@Jeff Product Team that oversees applications including Care Everywhere, EpicCare Ambulatory, EpicCare Link, MyChart and other ambulatory functions.
Analytical Reports   Epic reports used primarily for business analysis and high-level strategy.
Ancillary Team   Epic@Jeff Product Team that oversees applications including Beacon, Beaker, Phoenix, Radiant, Willow Ambulatory, Willow Inpatient and other ancillary functions.
Application Analyst   An Epic@Jeff Project Team member who has attained certification for one or more Epic applications.
Application Coordinators, Epic   Epic Systems staff members who are the primary owners, contacts and customer representatives for specific Epic applications.
Application Managers, Epic   Epic Systems staff members who specialize in a specific Epic application and work closely with the Application Coordinators to ensure a successful installation by providing guidance and experience about best practices and system functionality.  
Application Teams   Groups of Epic@Jeff Application Analysts that specialize and focus on specific Epic software modules.
Applications   Individual software modules within the Epic system that perform specific tasks for different clinical and business functions.
ASAP   Epic application used for the Emergency Department.
At-The-Elbow Support   Jefferson staff members – including Super Users and Application Analysts – who are specially trained to provide direct support for End Users during Go-Lives. 
Beacon   Epic application used for Oncology.
Beaker   Epic application used for Laboratory.
BedTime   Epic application used for Bed Management.
Bridges   Epic toolkit used for Interfaces, or connections between other applications or systems.
Build (or System Build)   The process of using information obtained from Discovery, Validation, Clinical Content Build Out, Reporting Content Design, Workgroups and other research to customize Epic's Foundation System for a specific client (e.g. Jefferson).
Caché   A programming language used in Epic applications to create additional functionality.
Cadence   Epic application used for Enterprise Scheduling.
Canto   Epic application used for mobile access on iPad by physicians and providers.
Care Everywhere   Epic application that enables secure sharing of patient records with other healthcare providers.
Certification   Acknowledgement provided by Epic Systems once an Epic@Jeff Application Analyst completes a rigorous and detailed training regimen for a specific Epic application.
Charge Router   Activity where End Users can review a patient’s inpatient admissions, ambulatory encounters, labs, imaging orders, procedures, medications and other information.
Chart Review   Activity where End Users can review a patient’s inpatient admissions, ambulatory encounters, labs, imaging orders, procedures, medications and other information.
Clarity   A database within Epic that stores information and can be used to run reports.
Clinical and Operational Readiness (CORe)   Leadership team responsible for engaging clinical and operational owners and leading change during the Epic@Jeff Project.
Clinical Content   A wide-range of extremely detailed information used to build or customize Epic’s Foundation System for a specific client. Content includes information such as orders, order sets, medications, etc.
Clinical Content Build Out (CCBO)   Planning, selecting and designing clinical content to be built in Epic for a specific client. This process is accomplished by Application Analysts and Subject Matter Experts working together in a number of different workgroups.
Clinical Content Management Team (CCMT)   The governance group responsible for additional evaluation of any decisions escalated from Clinical Content Build Out (CCBO) workgroups.  
Community Connect   Functionality that extends Epic information to independent physician practices and community hospitals.
Completion Matching   Epic functionality that allows End Users to enter a partial word in a field instead of the entire word to find information (e.g. amox instead of amoxicillin).
Cupid   Epic application used for Cardiology.
Discovery Site Visits   Meetings between Epic staff members and Operational Owners from an Epic client. These meetings allow Epic to better understand current workflows, responsibilities and interfaces to identify areas where Epic might help solve problems, generate greater efficiency and improve customer satisfaction.
Dress Rehearsals   Events scheduled prior to Go-Lives to ensure participants are prepared and ready for the launch of Epic at their organization.
Electronic Signature   Epic activity that allows an End User to electronically “sign” an order by entering his or her Epic password.
End User   Any person who can log into an Epic application. End Users could be a staff member (EpicCare), referring provider (EpicCare Link) or patient (MyChart).
Enhancements   Changes to the Epic@Jeff system identified and made after Go-Lives to further improve system functionality.
Environments, Epic   Different versions of the Epic system that are used for specific purposes or to accomplish certain tasks or goals. Some key Epic Environments include ACE, PLY, POC, PRD, SUP and TST.
Epic@Jeff   Jefferson’s implementation of the Epic electronic health record system.
EpicCare Link   Epic application that gives referring physicians access to information for patient care.
Executive Project Director (EPD)   Individual responsible for overseeing Epic implementation. Dennis Delisle is the EPD for Epic@Jeff.
Fast Note   Epic activity that allows End Users to add quick notes to a patient’s chart without loading the full notes activity.
Field   A location within a window or form on the computer screen where End Users can enter or view data.
Flowsheets   Spreadsheets for documenting patient care.
Foundation System   A version of the Epic System that comes pre-populated with settings, sample reports, and clinical and specialty starter sets.
Galaxy   A section within Epic’s UserWeb where customers can research information online.
Go-Live   Date when the “live” or “production” version of Epic@Jeff will be made operational.
Go-Live Command Center   IS&T communications hub responsible for fielding help requests and resolving any issues during Go-Live and the weeks that follow.
Go-Live Readiness Assessments (GLRAs)   Meetings to evaluate all factors in preparation for Go-Live with the Epic Software. These meetings will include examinations of planning, hardware, system build and end user training at 120, 90, 60 and 30 days before Go-Live.
Good Install   An Epic program that rewards customers for taking certain recommended steps to help ensure successful installation of the system.
Good Maintenance   An Epic program that helps customers maximize their use of the software. Adherence to program guidelines allows Epic to share savings by reducing monthly maintenance charges for the customer.
Guiding Principles   A set of core principles that should be followed throughout Jefferson’s implementation of Epic.
Guiding Team   The governing body that provides oversight for enterprise decisions related to Epic@Jeff.
Haiku   Epic application used for mobile access on smartphones by physicians and providers.
Hardware Walkthroughs   Assessments of current devices and tools used in clinical units and business areas in preparation for Epic@Jeff.
Healthy Planet   Epic application used for Population Care.
History   Epic activity that allows End Users to document a patient’s medical, surgical, family and socioeconomic history information. 
Hospital Billing   Epic application used for Hospital Billing.
Hospital chart   The primary patient workspace in EpicCare Inpatient.
Hospital Outpatient Department (HOD)   These areas provide outpatient care to patients who may or may not be admitted to another department in the hospital.
Hyperspace   The graphical user interface (GUI) used by most Epic applications, including EpicCare Inpatient and Ambulatory.
Identity   Epic application used for Master Patient Index. 
In Basket   The electronic messaging system used within Epic applications.
Informatics Team   Epic@Jeff Product Team that oversees reporting, clinical informatics and other data-related functions within Epic.
Initial Assessments   Activity in Epic where End Users can document an initial assessment of a patient after he or she has been admitted.
Inpatient Team   Epic@Jeff Product Team that oversees Anesthesia, ASAP, ClinDoc, OpTime, Order Entry, Stork and other Inpatient functions within Epic.
Integrated Applications   Epic applications that work seamlessly together through the interfaces that connect them.
Interfaces   Connections between Epic applications that allow them to exchange information and work seamlessly together.
IntraConnect   An information-sharing system that allows physically separate healthcare information systems to exchange data.
Key Performance Indicators (KPIs)   A package of reports with data related to business metrics that are considered essential to success.
Letters   Epic activity that allows End Users to compose and print letters to patients. These letters can then be saved to the chart.
Location   A level of facility structure in Epic between service areas and departments. Locations can be attached to service areas or other locations. A location can be classified as a hospital, wing, floor, etc.
Log In   The process of securely accessing Epic by entering a unique User ID and password.
Log Out   The process of securing Epic once an End User’s work is complete.
Lucy   Function within MyChart patient portal that allows patients to download their records.
MAR (Medication Administration Record)   Epic activity that allows End Users to document the administration of a patient’s medications.
Master files   Databases used by Epic applications to store specific types of information, including User (EMP), Patient (EPT), Provider (SER), etc.
Meaningful Use Specific criteria that hospitals must achieve to qualify for Centers for Medicare and Medicaid Services Incentive Programs. These criteria include using certified electronic health record (EHR) technology to: improve quality, safety, and efficiency; reduce health disparities; engage patients and family; improve care coordination and population/public health; and maintain the privacy and security of patient health information (PHI).
Medications   Epic activity that allows End Users to view a patient’s inpatient and outpatient medications.
MyChart   Epic’s online patient portal.
MyChart Central   Epic functionality that allows quick access to all accounts from one place using a single username and password.  
Navigator   A pre-determined set of activities that leads End Users through a particular workflow.
Notes   Epic activity that allows End Users to write notes, add them to a patient’s chart, or view previous notes.
Notewriter   Epic activity that simplifies the generation of note text using point-and-click documentation.
Operational Owners   Leaders who assist with guiding Jefferson through the Epic@Jeff Project.
Operational Reports   Reports used primarily for daily operations.
OpTime   Epic application used for OR.
Optimization   A period following Go-Lives during which system enhancements are made to further improve Epic@Jeff.
Order Entry   Epic activity that allows End Users to place medication and procedure orders for a patient.
Order Set   A set of orders in Epic created by an administrator.
Patient Education   Epic activity that allows End Users to document educational topics and points to discuss with patients and/or family members.
Patient Lists   Epic activity that allows End Users to assemble and view lists of patients and reports for each patient.
Phases (or Project Phases)   A series of carefully planned tasks and activities spread over a period of time during the Epic implementation. Phases include Discovery, Validation, System Build, Testing, Training, Go-Live and Optimization.
Phoenix   Epic application used for Transplant. 
Physician Project Team Members   Providers who are integrated into the Project Team and provide input directly to the Applications Teams.
PLY (Playground) Environment   A version of Epic used for Project and Technical Team access to test certain functionalities. Also used for trainees to practice following classroom training.
POC (Proof of Concept) Environment   A version of Epic used by the Project Team for initial validation of System Build and Testing. 
PRD (Production) Environment   The "live" version of Epic through which End Users can access real patient data and information for care and treatment.
Preference List   A set of frequently-used orders and medications that can be specified at the facility, department or user level.
Prelude   Epic application used for Registration. 
Principal Trainers   Epic@Jeff trainers who lead training efforts for specific applications. 
Problem List   Epic activity that allows End Users to view a patient’s current medical and multi-disciplinary problems, record new medical problems (diagnoses), and document resolved problems. 
Product Directors (PDs)   Leaders who manage the seven Epic@Jeff Product Teams.
Product Teams   The seven groups of IS&T staff members responsible for the implementation of Epic@Jeff. They are Access and Revenue, Ambulatory, Ancillary, Informatics, Inpatient, Technology, and Training.
Professional Billing   Epic application used for Ambulatory Billing. 
Project Management Office (PMO)   A team of project managers and analysts that provide support to the Product Teams.  
Project Team   Collectively, all Epic@Jeff Product Teams, staff members and leadership.
Provider   A person, room, machine, etc. that can be scheduled in Epic to provide services to a patient.
Radiant   Epic application used for Radiology.
Reengineering   Sessions that occur after Validation Sessions and provide Jefferson the opportunity to customize Epic to better support operations.
Release of Information   Application in Epic used for Health Information Management (HIM) and to track and fulfill requests for patient health information.
Reporting Content Design   The process of collecting information needed to prepare reports that will be used during and after Go-Lives.
Reporting Workbench, Cogito   An Epic tool that provides flexible template-based reporting integrated with Hyperspace.
Roadshows   Meetings across the enterprise that provide a look back at the past 30 days of the Epic@Jeff Project and a look ahead at the coming 60 days.
Rover   Application in Epic used for barcoding. It allows users to review orders that need to be collected, print specimen labels at the point of care, capture collection details, pass medications, and input patient data.
Schegistration  Combines scheduling and registration workflows. Completing the schegistration function will streamline the patient experience and enable insurance verification at the time of scheduling.
Securing Workstation   Epic activity that allows an End User to hide the screen and prevent unauthorized access to a workstation without completely logging out of Hyperspace.
Sherlock   Issue support application that serves as a central hub through which the Epic@Jeff Project Team can document, track and prioritize items they are working on with Epic.  
Sign Out Reports   Text notes for communication between nurses on different shifts. They are not part of the permanent record unless copied to the chart.
Single Sign On (SSO)   Functionality that allows an End User to access multiple applications with a single username and password.
SmartForm   A customizable form used to gather patient data.
SmartLinks   Tools used to link information from the patient record.
SmartLists   Lists that provide a preconfigured set of choices.
SmartPhrases   Tools that quickly expand into a word, phrase or paragraph of text.
SmartSets   Tools used to complete routine encounters on a single form.
SmartText   Standard templates or blocks of text used to reduce documentation time.
SmartTools   Epic’s name for a number of “Smart” functions, including Forms, Links, Lists, Phrases, Sets and Texts.
SnapShot   Epic activity that displays a quick view of patient data, such as the problem list, medications, allergies, and comments.
Special Updates (SUs)  Ad hoc update packages from Epic that contain enhancements or software fixes to address critical patient safety, data integrity or workflow issues.  
Starter Sets   Record configurations in the Foundation System that allow clients to take advantage of pre-built content when implementing Epic software in specialty departments.
Stork   Epic application used for Labor and Delivery.
Subject Matter Experts (SMEs)   Staff members from across the Jefferson enterprise who provide input on behalf of their respective departments or functional areas during the Epic@Jeff implementation.
SUP (Production Support) Environment   A version of Epic used by the Project Team for pre-live testing and post-live support for End Users.
Super Users   Jefferson staff members who will be selected and specially trained to help answer questions and provide “at-the-elbow” support for the Jefferson community during and after Go-Lives.
Team Leads (or Project Team Leads)   Team members who provide oversight for individual Application Teams.
Technology Team   Epic@Jeff Product Team that manages hardware and software needs and other technology functions.  
Testing   The process used to ensure Epic@Jeff works as designed and is ready for Go-Live.
Thin Client Computer Virtual machine that includes only a monitor, keyboard and mouse with a Jefferson server running the Epic software.
Trainers   Individuals responsible for preparing EndUsers for Go-Lives.  
Training   Project Phase before Go-Lives during which End Users receive education for Epic@Jeff.
Training Wheels   Process that helps prepare End Users for Go-Lives through a robust curriculum of preparatory e-learnings, lesson plans, hands-on exercises, "quick start guides" and other materials.
TST (Test) Environment   A version of Epic used for Project Teams to complete integrated testing for all applications and interfaces prior to Go-Live.
User ID   A unique identifier assigned to each user. The User ID and password are required to log into the Epic system.
User Role   A set of identifying factors that determines what an End User sees and the activities that are available when he or she logs into Epic.
UserWeb   A website provided by Epic Systems for client education and resources. 
Validate   A process that checks and proves the accuracy of Epic@Jeff workflows or content.
Validation Sessions   Meetings that provide opportunities for Subject Matter Experts to ensure Epic workflows and processes are a good fit for Jefferson.
Week-By-Weeks   Plans provided by Epic to outline the activities that should occur during every week of the Epic@Jeff Project.
Welcome   Epic application used for patient self-service kiosks.
Willow   Epic application used for Pharmacy. (There is one for ambulatory and one for inpatient.)
Workflow Walkthroughs   Patient-focused integrated demonstrations of validated workflows performed after the completion of System Build.
Workflows   A description of the process outlining how tasks are done, by whom, in what order, and how quickly.
Workqueue A "to do" list within Epic. Common examples include patient, follow-up, claim edit and charge review workqueues.
Workspace   An area in Hyperspace with a specific set of activities, such as a patient’s hospital chart, a clinician’s InBasket, etc. Multiple workspaces can be open simultaneously, but End Users can only work in one at a time.