Bacchus Marsh Melton Digital Health Transition

The Bacchus Marsh Melton Digital Health Transition Project is extending the functionality which is used to document and manage patient care at Western Health to the Bacchus Marsh and Melton (BMM) sites, including Caroline Springs. The aim is to support seamless, safe and effective care.

Work on the Digital Health extension has been underway for quite some time and the transition of numerous applications has already occurred over the first stage of the project.

The project scope includes:

  • Extending the Electronic Medical Record (EMR), which is the primary application for managing patient care information across Western Health.  EMR Phase 1 and EMR Phase 2.1 functionality will be implemented at BMM sites.
  • Replacing BMM Clinical Patient Folder (CPF) with Western Health BOSSnet for scanned medical records.
  • Transitioning BMM iPM to the Western Health iPM as a unified patient administration system.
  • Transitioning from Notifications Manager to BING for patient correspondence.
  • Launching an interface to send pathology results from Australian Clinical Labs (ACL) to EMR and BOSSnet.
  • Launching an interface to send radiology results from Lake Imaging (Visage) to EMR and BOSSnet.

Since 2022, significant work has been completed or is scheduled to align more than 30 other applications and services across BMM sites.

Project Updates

BMM staff can keep up to date through weekly project updates that are emailed out in the lead-up to Go-Live.

To access previous updates, click on the links below:

Timeline and Activities

Project Timeline and Go-Live

As announced, by Chief Operating Officer, John Ferraro, a staged Go-Live will start on Tuesday, 26 November 2024, with Bacchus Marsh and Melton Urgent Care, Medical Surgical Unit, Maternity, Theatre and the Medical Day Unit.  The following week, from Monday, 2 December 2024, Specialist Clinic Outpatients, Non-Specialist Clinic Outpatients and Community (including Caroline Springs) will transition. 

Manager and Staff Information Sessions

In the lead-up to the November Go-Live, there have been numerous manager and staff information sessions.

Question-and-Answer format drop-in sessions were held in the week commencing, 18 November to support you in the lead-up to Go-Live.

If you missed out, reach out to your manager or a member of the Digital Health team who are onsite in their blue shirts!

Training 

Our Digital Health Training team continues to support BMM staff, with 92% of staff completing training sessions for the EMR.

These face-to-face sessions are crucial for ensuring you’re ready for a smooth transition to the EMR and other digital health systems. As you complete your training, please take advantage of the resources available, including the Quick Reference Guides, WeLearn online modules and conversations with local Super Users to reinforce your knowledge.  

In addition to EMR training, please familiarise yourself with the changes related to these systems. 

  • BOSSnet replacing CPF for scanned medical records 

Complete the 30-minute WeLearn training for BOSSnet to familiarise yourself with the system. 

  • BING replacing Notification Manager for patient correspondence 

BMM staff will transition from Notification Manager to BING to send out patient correspondence.  You can access the training resources on the Digital Health Site including a Quick Reference Guide and training videos. 

  • Transitioning from BMM iPM to Western Health iPM 

You can prepare for the transition from BMM iPM to Western Health’s iPM by reviewing the information pack available to you.  

Please contact your manager to confirm your schedule training session or reach out to our training team at WHS-EMRTrainers@wh.org.au. 

Super Users

In July 2024, we were thrilled to launch the Super User network with 100 staff at Bacchus Marsh and Melton who will be vital in providing support in the lead up to and throughout the go-live period.

Super User training was completed during September onsite at Bacchus Marsh and Melton. As a Super User, you’ve also been added to a BMM Super User MS Teams channel and SharePoint site, so you can access additional resources. 

You have been able to attend monthly check-ins and now we’re preparing to support you in the leadup to Go-Live!  

Super Users have received additional training in the EMR, BossNet and iPM, with the support of the Digital Health team, to assist with the following:  

  • Before Go-Live – preparing BMM for the Go-Live by facilitating in-services and practice sessions and assisting with Go-Live readiness assessments and downtime planning. 
  • During the Go-Live period – Super Users will provide ‘at the elbow’ support’ – the first point of contact for staff who need assistance, and the conduit to the Digital Health team in the virtual command centre. 
  • After Go-Live – Super Users will continue to provide support to their colleagues and communicate any issues with adoption or functionality back to the Digital Health team.  

Please reach out to the EMR Change team, DHSuperUsers@wh.org.au if you have any further queries. 

Devices 

Our device rollout is nearly complete, and the Technical Dress Rehearsal is underway and tracking well. This critical testing helps us identify and resolve any device issues prior to go-live.   

The devices deployed at BMM sites include:

  • Workstations on Wheels (WoWs)​
  • Laptops on Wheels (LoWs)​
  • Wristband printers​
  • A4 printers​
  • Downtime viewers and printers​
  • Desktop computers and screens​
  • Laptops

Dot Workflow Diagrams

Dot Workflow Diagrams are visual tools that outline the steps, processes, and workflows in specific tasks and systems. They use simple symbols and connecting lines to present information in a clear, concise, and easy-to-understand format.

For Bacchus Marsh, Melton and Caroline Springs dot workflow diagrams – click here.

Key Messages: Counting Down to Go-Live

​The launch of the Top 10 Key Messages for each craft group, is designed to support BMM staff as we count down to Go-Live. 

These targeted key messages, customised for each craft group, will help you get quickly up to speed with the Electronic Medical Record (EMR) and other Digital Health systems.  Each week, we’ll share focused information that highlights the most critical changes, ensuring you’re well prepared by Go-Live.  

You can access these key message posters both digitally on the Key Messages Campaign page and in print form. Printed copies will be distributed across Bacchus Marsh, Melton and Caroline Springs sites. 

By working together, we can ensure a smooth Go-Live and help you to thrive with your newfound EMR and digital health expertise. 

Please contact Senior Communications Advisor, Rebecca Smith if you would like additional printed copies.  

Supporting Patients During the Go-Live Period

Patient-facing posters and postcards will be delivered to clinical areas before Go-Live. These materials explain that Western Health is extending the EMR system to Bacchus Marsh, Melton and Caroline Springs sites. They inform patients that during Go-Live, staff may take a little more time than usual to enter health information into our systems and that additional staff (in blue shirts) will be on-site to assist with the transition.

The Consumer Endorsed patient materials are below:

Frequently Asked Questions

Please click here to view Bacchus Marsh and Melton Frequently Asked Questions.

Key Contacts

Over the coming months many Digital Health Team members will spend time at the BMM sites to gather the information required to progress the project, and to plan and provide training and support.   The key contacts for queries are:

Nursing & Midwifery

Medical Officers

Allied Health 

Pharmacy

Clerical

Top 10 Key Messages