LLEAP Glossary

Application Glossary

Activation Code
A string of letters and numbers that is generated in the system for a patient or a proxy to use to gain initial access to My LLU Health.

After visit summary
The after visit summary (AVS) is a report summarizing such things as orders, diagnoses, and notes for an encounter that you can print and send home with a patient.

Ambulatory rollout schedule
The ambulatory rollout schedule details when the clinical applications and the patient portal will be implemented at the more than 77 LLUHS clinics. The clinic Go-Lives will occur in waves from July 2012 through June 2013.

Applications
Applications refer to different modules of software in LLEAP that perform specific functions. For example, the Cadence application contains all the scheduling workflows, ASAP covers emergency department workflows, and Beacon enables users to perform workflows related to oncology.

Application testing
Application testing refers to testing all the modules within LLEAP. Testing is done to make sure the processes and workflows contained within it work as designed to enable faculty and staff members to use the system to do their jobs. Teams use scripts, or scenarios, such as admitting a patient or scheduling a patient, to make sure the applications perform properly. Application testing is the first stage of testing. (See Integration Testing below.)

At-elbow support
At-elbow support is individual help in using LLEAP provided by super users at Go-Live and in the weeks following Go-Live. Super users will also provide in-class support to end users during training.

Chart review
Chart review is a function in LLEAP by which users can view reports about a patient's encounters, labs requests and results, imaging orders, procedures, medications, and more.

Command center
A centralized location that serves as a base of operations during Go-Lives and the Ambulatory rollouts.

CPOE
CPOE stands for Computerized Provider Order Entry, a function of LLEAP that allows care providers to manage and communicate orders.

Credentialed trainers
Credentialed trainers will serve as LLEAP experts in their assigned application. After receiving specialized training and becoming credentialed for LLEAP training, they will conduct end-user classroom training for all users.

Data repository - CDR
The CDR is the enterprise data warehouse that LLUHS is implementing to serve as the source for all secondary uses of clinical data, including quality improvement and research.

Disaster recovery
Disaster recovery includes the policies and procedures associated with preparing for recovery or continuation of technology infrastructure in the midst of disruptive events. LLEAP’s comprehensive disaster recovery plan provides multiple levels of redundancy within and across two duplicate data centers to ensure that the system continues to run in the event of a server or power failure or any disaster.

Dress Rehearsal
A dress rehearsal provides an opportunity for departments to do a "dry run" of a typical patient encounter using LLEAP for the first time. This testing allows the care team to have a first-hand experience prior to Go-Live and the project team to solidify workflows and resolve any outstanding issues. Dress rehearsals will be held in the months preceding Go-Live.

EHR – Electronic Health Record
An Electronic Health Record (EHR) is a longitudinal electronic record of patient health information generated by one or more encounters in any care-delivery setting. Included in this information are patient demographics, progress notes, problems, medications, vital signs, past medical history, immunizations, laboratory data, and radiology reports. The EHR automates and streamlines the clinician's workflow. The EHR has the ability to generate a complete record of a clinical patient encounter (as well as supporting other care-related activities directly or indirectly via interface) including evidence-based decision support, quality management, and outcomes reporting.

EpicCare Ambulatory
EpicCare Ambulatory refers to the clinical applications -- documentation and orders -- in outpatient settings.

EpicCare Inpatient
EpicCare Inpatient refers to the clinical applications -- documentation and orders -- in inpatient settings.

EpicCare Link
EpicCare Link is the web application that allows providers at an affiliate organization to view a patient's clinical data from LLEAP using the Internet.

Epic Systems Corp.
Epic Systems Corp. is a company based in Verona, Wis., that makes software for mid-size and large medical groups, hospitals, and integrated health care organizations – working with customers that include community hospitals, academic facilities, children's organizations, safety net providers, and multi-hospital systems. Epic Systems Corp. supplies the software that provides the foundation for LLEAP.

Go-Live
The date when End Users will begin using LLEAP is called a "Go-Live."

July 2012 - June 2013: Clinical applications (CPOE and documentation) and the patient portal (My LLU Health) will be rolled out to clinics in waves. (See the ambulatory rollout schedule.)

(See the LLEAP implementation timeline.)

Hyperspace
Hyperspace is the integrated platform that hosts most of LLEAP's applications.

Implementation
Implementation is an itemized plan that includes the steps needed to install the system and the estimated number of months it will take.

In Basket
The InBasket is the electronic messaging system used within LLEAP.

Integrated testing
After confirmation that LLEAP software works as it's supposed to through application testing (see glossary item for application testing above), integrated testing begins to ensure that LLEAP will communicate properly with existing systems at LLUHS.

Meaningful Use
Meaningful use is a government incentive program run by the Centers for Medicare & Medicaid Services to reward investment in electronic health records. CMS has developed a set of objectives (such as maintaining a medication list for each patient or providing patients with electronic copies of their records) and quality measures (such as appropriate management of patients with diabetes) to guide adoption of electronic health records. To receive meaningful use incentives, providers and hospitals need to demonstrate meeting these set of objectives and quality measures. 

Model System
The "Model System" is Epic Systems Corp.'s out-of-the-box electronic health record system. It is a set of common configurations, workflows, and content based on common practices, real-world content, and configurations gathered from dozens of health care organizations across the country that have successfully implemented the company's electronic health records.

Notes
Notes refers to the area where clinicians can type in information to add to a patient's chart. The clinician can also view previously added notes in this section.

Optimization 
Optimization is an ongoing process that begins after go-live. It involves refining LLEAP to work as effectively as possible based on lessons learned through our everyday use of it.

Order set
An order set is a preconfigured group of orders that is commonly ordered together for a specific problem or diagnosis. Order sets can be suggested based on entries in your patient's problem list. Order sets used most frequently can be identified as favorites.

PlanLink
PlanLink is an Epic Systems software component that allows external providers who are contracted with LLUHS  to check eligibility, view referrals, submit referrals, and work with claims in LLEAP.

Playground
The playground is a replica of LLEAP containing fictitious patient information that enables faculty and staff members  to practice their skills in using the system once they've been trained.

Preference list
A set of frequently used orders. Providers may maintain their own personal preference list to include orders they have pre-configured based on their preferences.

Principal trainers
LLEAP has more than a dozen principal trainers who create and maintain lesson plans, develop curriculum, and other training materials for future users of the program. The principal trainers continue to work with assigned process teams to make sure the training curriculum is up-to-date and provide training to credentialed trainers and super users.

Proficiency
After training in LLEAP, all users will demonstrate proficiency in using LLEAP to do their jobs before receiving a log-in and password to the system.

Readiness
The term "readiness" refers to two different aspects of the implementation:

1. From a system standpoint, readiness refers to the progression of how complete the system is leading to Go-Live.
2. From the user perspective, readiness refers to how prepared individuals are to use the system to perform their jobs at Go-Live.

Scope
Scope refers to departments, processes, and systems that will be included in LLEAP. (View LLEAP's scope.)

SmartList
SmartList is a SmartTool that allows you to choose from a list of preconfigured choices in a SmartText or SmartPhrase. These can be single- or multiple-response lists.

SmartPhrase
SmartPhrase is a SmartTool that allows you to type a few characters into your documentation which automatically expands into a longer phrase or block of text. For example, .pt will come up as patient.

There are hundreds of smart phrases already built into the LLEAP system.  Some examples of smart phrases that can be used by anyone are:
.me = name of person completing the entry (great for signing notes)
,pt = the patient
.TD = todays date (appearing in m/d/y format)
.di = diabetes
Smart phrases can be as long or as short as they need to be and staff will be encouraged to create smart phrases for documentation items that are repetitive. Using SmartPhrases will streamline your documentation efforts

SmartSet
A SmartSet is a documentation template which displays groups of orders and other elements, such as notes, chief complaints, SmartGroups, and levels of service – that are commonly used together to document a specific type of visit.

SmartText
A text template for charting that can include text, SmartPhrases, SmartLists, and SmartzLinks which is frequently used in progress notes.

SME – Subject Matter Expert
SMEs, or Subject Matter Experts, are members of the staff with expertise in a specific area. SMEs (often pronounced "smees") inform all aspects of LLEAP's development by reviewing and validating Epic System Corp.'s Model System; providing input about workflow design, system configuration, interface functionality, training, Go-Live, etc.

Super Users
Super users are eventual LLEAP end users who are respected by peers and trained to: assist in adoption pre-go-live, support peers during training, provide dedicated support to peers at go-live, serve as ongoing "go-to" people for peers, and act as liaisons to the LLEAP team.

Technical Testing
Technical Testing refers to how prepared a clinic is to receive LLEAP from a technological standpoint. Determination of a clinic's technical readiness includes an evaluation of the following criteria: end-user devices, network connectivity, and complexity of devices to integrate and contract obligations to other systems. 

Test scripts
Test scenarios, or sets of instructions performed in LLEAP – such as transferring a patient or issuing a refund – are tested individually to ensure that they function properly on their own. Individual application modules in LLEAP are made up of dozens of test scripts.

Validation sessions
Validation sessions were held to examine workflows in Epic’s Model System to ensure that end users will be able to use all the workflows incorporated into LLEAP to perform their jobs. Hundreds of staff from across LLUHS began meeting in Oct 2011, and will continue meeting through October 2012, to review workflows pertinent to their areas of expertise. Model system workflows that require modification to meet our business and clinical needs will be evaluated in subsequent validation sessions or examined by work groups, advisory groups, and executive-level decision-making groups, as needed.

Workflow
A workflow in LLEAP walks a user through the steps needed to do their job. LLEAP started with workflows offered in Epic's Model System, asked hundreds of staff members to validate the workflows, and then modified them to accommodate the way we work at LLUHS.