EMR CapMan may sound like a superhero character, but this new EMR application – Capacity Management (CapMan) will be used to manage patient flow across all Monash Health bed-based sites. EMR CapMan will impact the way transfer requests are placed and how beds are allocated organisation-wide.
EMR CapMan is also just one of the new digital technologies to be introduced at the Victorian Heart Hospital (VHH) when it it goes live.
Whether you will be based at the VHH or at an existing Monash Health site, please familiarise yourself with the information below which outlines who is impacted, how you will be supported with training, virtual familiarisation events, interactive demo and Q&A sessions and helpful informatics rounding.
We’ve also provided a handy summary guide to EMR CapMan training to ensure managers and their new or existing team members access the training suitable for them whether they are located at the VHH or other Monash Health sites.
What do I need to know and do to be EMR ‘CapMan’- ready?
‘At the bedside’ bed management requests will now be placed in EMR as an order and bed allocation will occur in CapMan.
Across Monash Health, the following employees will be impacted:
- Nurse Managers/Associate Nurse Managers/Nurses in Charge
- Midwifery Managers/Associate Midwifery Managers/Midwives in Charge
- Directors of Clinical Operations (DCOs)
- Nursing Coordinators (NCOs)
- Bed Managers and Subacute Clerks
- Ward Clerks who currently place transfer requests in PFM as delegated by their manager
Impact on all Nurse/Midwife Managers, Assistant Nurse/Midwife Managers, Nurses/Midwives in Charge and Ward Clerks across all Hospital Sites
All Nurse/Midwife Mangers, Assistant Nurse/Midwife Mangers, Nurses/Midwives in charge, and Ward Clerks who currently place patient transfer orders in the Patient Flow Manager system will instead do this in the Orders section of the EMR from 23 February 2023.
If you are unsure how to complete this new workflow, watch the Placing Transfer Orders video on the EMR Knowledge Hub . You can also refer to the Ordering Transfer Requests for Clinical and Bed Management Staff QRG, also available on the EMR Knowledge Hub .
Training requirements – what do I need to do if I am an NCO, Bed Manager, or Subacute Clerk?
- Capacity Management Training for VHH employees comprises two main components:
- We recommend that all Bed Managers, NCOs and subacute clerks:
-
- Attend 2 SimLab sessions to consolidate their knowledge and skills in using this application.
- Complete the CapMan EMR eLearn Programs in Latte (after clicking on this link scroll down to the VHH: Ambulatory – Bed Management) prior to attending your SimLab.
Don’t miss out: SimLab sessions are limited so book in now!
- SimLab sessions are limited, and we strongly recommend managers responsible for NCOs, Bed Managers and Subacute Bed Access Clerks book their team members into the appropriate SimLab sessions as soon as possible to ensure they don’t miss out.
- Managers who do not currently have booking access within Latte, please email lmsadmin@monashhealth.org to request manager access.
- New Employees to Monash Health are required to firstly complete the appropriate EMR Foundations EMR Training relevant to their discipline and speciality prior to undertaking the required VHH specific EMR training.
- EMR Training and support materials including quick-reference-guides (QRGs), key workflow videos, workflow posters, and more will be available on the VHH Digital Hub and www.emrmonashhealth.org.
- Super Users and Champions will be available to support you across shifts during the VHH 2-week Go-Live period.
For any EMR training related questions, please email EMRTRaining@monashhealth.org
Virtual Familiarisation Events for all CapMan Users – your opportunity to see the system and ask questions
There are several familiarisation events for employees who will be using Capacity Management when the VHH opens. These sessions are not training sessions. They are an opportunity to see the CapMan system and a demo of key functionality as well as answering all your questions!
All sessions are via Teams and will be recorded – for more information regarding Capacity Management familiarisation events please visit the VHH Digital Hub tab on the VHH Employee Information site.
Be sure to select ‘See all’ and change your calendar filter to see all upcoming events until VHH Go-Live.
Recordings of CapMan Interactive sessions and the ‘Bed Management Key Changes Poster’ are also available on the VHH Information Site for employees to view.
Invites are out for these upcoming key events (all via Teams):
ALL CapMan users – Organisation wide
Interactive Demo and Q&A sessions – occurring weekly in the lead up to Go-Live:
- Tuesday 24 January, 2.00pm to 3.00pm
- Tuesday 31 January, 2.00pm to 3.00pm
- Thursday 9 February, 2.00pm to 3.00pm
- Wednesday 15 February, 2.00pm to 3.00pm
- Tuesday 21 February, 2.00pm to 3.00pm
Night Duty sessions:
- Tuesday 31 January, 9.00pm to 9.30pm
- Friday 10 February, 9.00pm to 9.30pm
Nursing and Midwifery Informatics Rounding – there to support you:
Nursing and Midwifery Informatics team members will be visiting every ward at each site to support the use of the EMR more broadly, to ensure safe patient care and to promote any new changes. This has started from January and will continue to inform adoption work.
One part of this includes ensuring Nurses/Midwives in Charge are aware of the need to place the bed request orders in EMR and not in PFM from 23 February.
For any questions or to receive a Teams invite to the above events, please contact Sara.Bennett@monashhealth.org (VHH Digital Transformation Lead)
Summary guide for EMR CapMan training streams
CapMan Bed Management Training Streams for VHH Bed Managers, NCOs, and Subacute Clerks.
VHH eLearning |
Duration |
Simulation Lab/Webinar |
Duration |
EXISTING Monash Health employees transferring OR rotating to VHH |
|||
| VHH training – Organisation wide non-VHH Located Bed Managers, NCOs & Subacute Clerks | |||
| VHH Capacity Management – Bed Management | 1 hour | SimLab: VHH Capacity Management – Bed Management | 1 hour |
| VHH training – VHH-located NCOs, & Subacute Clerks | |||
| VHH Nursing – Inpatient (incl wards, CCU, ICU, ED / Periop / Cath Lab / CT/ MRI) | 1.5 hours | SimLab: VHH Nursing – (Wards, CCU, ICU, CathLab, DI, Emergency, Inpatient and Periop) | 1.5 hours |
| VHH Capacity Management – Bed Management | 1 hour | SimLab: VHH Capacity Management -Bed Management | 1 hour |
NEW employees to Monash Health |
|||
| EMR Foundations training – Organisation wide non-VHH located Bed Managers, NCO’s & Subacute Clerks | |||
| EMR eLearn: Bed Management | 2 hours | n/a | |
| VHH Capacity Management – Bed Management | 1 hour | SimLab: VHH Capacity Management – Bed Management | 1 hour |
| Additional EMR Foundations training – VHH-located NCOs, & Subacute Clerks | |||
| EMR eLearn: Critical Care Nursing and Emergency Department | 4 hours | n/a | |
| EMR eLearn: Bed Management | 2 hours | SimLab: VHH Capacity Management – Bed Management | 1 hour |
| VHH Nursing – Inpatient (incl wards, CCU, ICU, ED / Periop / Cath Lab / CT/MRI) | 1.5 hours | SimLab: VHH Nursing – (Wards, CCU, ICU, CathLab, DI, Emergency, Inpatient and Periop) | 1.5 hours |
Approved by:
- Associate Professor Michael Franco, Chief Medical Information Officer / Program Director, EMR and Informatics Program
- Alex Caravelas, General Manager, Emergency (MMC) and Patient Flow