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Dear HCMACS Program partners,
May and June mark an important transition point for the HCMACS Program with strategic alignment on the hosting implementation approach, updated roadmap, and supporting technology budgets. With this alignment, the Program will advance from planning and evaluation activities into implementation preparation.
The Orchard implementation approach maintains the vision of a shared Enterprise Electronic Health Record across participating agencies while leveraging Epic-hosted services to reduce implementation complexity and improve long-term sustainability. The program remains focused on achieving a March 2028 go-live while continuing to advance readiness activities, governance structures, staffing plans, contracting efforts, and agency preparation.
Next steps for implementation preparation include resourcing and contracting. This includes finalizing and obtaining approvals on contracts for Epic Orchard, implementation services, quality assurance, organizational change management, and resources for state fiscal year 27-28. Contracts are to be reviewed and approved by the Centers for Medicare and Medicaid (CMS) prior to contract execution.
What We Heard
As part of our implementation preparation, we have also started our organizational change management efforts. Over the past several weeks, more than 120 stakeholders across HCA, DSHS, DOC, and partner organizations participated in surveys, interviews, and facilitated discussions as part of the HCMACS Organizational Change Management Readiness Assessment.
The assessment revealed a consistent message across agencies: stakeholders understand why change is needed and strongly support the long-term vision of an Enterprise EHR. Participants identified fragmented systems, paper-based processes, limited interoperability, and challenges accessing information as significant barriers to efficient operations and coordinated care.
At the same time, respondents expressed a desire for greater clarity regarding implementation details. Common themes included workforce capacity, training expectations, communication needs, and understanding how the future system will affect day-to-day work. While confidence in the vision remains high, stakeholders indicated they are seeking more information about how implementation will unfold and what support will be available throughout the transition.
How the Program is Responding
The assessment findings are already helping shape program priorities and readiness planning.
Several activities currently underway directly address stakeholder feedback:
- Establishing implementation workgroups and governance councils that will support workflow design, decision-making, and operational readiness.
- Developing a structured communications approach that provides more frequent and targeted updates throughout implementation.
- Building a network of Super Users, Clinical Champions, Change Agents, and agency representatives to support local engagement and two-way communication.
- Planning role-based training and readiness activities designed to prepare users for their specific responsibilities within the future system.
- Incorporating readiness assessments and feedback opportunities throughout implementation to monitor progress and identify areas requiring additional support.
The assessment reinforced that successful adoption depends not only on technology implementation, but on ensuring people have the information, training, and support they need to be successful.
Thank You
Thank you to everyone who participated in the readiness assessment and continues to support HCMACS Program planning efforts. Your feedback is helping shape how the program approaches communication, training, readiness, and engagement as we move toward implementation.
Together, we are building the foundation for an Enterprise EHR that supports patients, providers, staff, and agencies across Washington State.
Carrie Yasemin Paykoc
HCMACS Executive Program Director
Enterprise Technology Services
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HCMACS Program Executive Steering Committee Meetings
June 8
June 22
HHA Coalition Governance G1 Meeting
TBD
HHS Coalition Governance G2 Meetings
TBD
HCMACS PMO Workgroup
Tuesdays at 9:30 a.m.
Thursdays at noon
HCMACS Technical and Data A and B Workgroups
Tuesdays at 1 p.m.
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HCMACS Budget Workgroup
June 17
HCMACS Communications Meetings
June 4
June 18
HCMACS Financial Leadership Meetings
TBD
Technology Services Board Presentation
June 11
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Significant progress was made across several workstreams during May:
Governance and Strategic Planning
- G1, G2, ESC, and TSB completed review and approval of the updated Epic Orchard approach and implementation roadmap. TSB approved the enterprise EHR plan (scope, schedule, and budget) as reflected by the updated roadmap and required budget proviso on June 11, 2026.
- Materials were submitted to the Office of Financial Management (OFM) and legislative stakeholders for review.
- Program change control processes and governance structures continue to mature in preparation for implementation.
Budget and Contracting
- Updated technology budgets were submitted for review and approval.
- Multi-agency reviews of contract language and technical specifications were completed.
- Updated contract packages and IAPD materials are being prepared for CMS submission.
- Procurement planning continues for implementation support, third-party software, organizational change management, quality assurance, and scanning services.
Agency Readiness Activities
- Agencies continue inventory, infrastructure, staffing, workflow, and data readiness activities.
- Planning is underway for implementation kickoff activities and future Epic onboarding sessions.
- Agency project teams continue refining staffing models and preparing for implementation workgroups and councils.
What Happens Next?
Over the next several months, the program will focus on finalizing contracts, securing approvals, onboarding implementation resources, and launching initial implementation activities.
Key upcoming milestones include:
- Submission of updated IAPD and contract packages to CMS.
- Early implementation and workgroup kickoff activities beginning in late summer.
- Epic User Group Meeting participation in August.
- Technical orientation and implementation planning activities beginning this fall.
- Epic Orientation Week in December 2026.
As implementation planning accelerates, future newsletters will continue to provide updates on readiness activities, governance decisions, implementation milestones, and opportunities for stakeholder involvement.
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DOC Update: Supporting Epic Readiness
As the Department of Corrections (DOC) continues preparing for Epic implementation, readiness activities are ongoing across multiple areas to ensure a successful transition for staff and patients. Three important areas of focus happening now are identifying key team members for the work to be carried out through Councils and Workgroups, Data Collection Workbooks completion, and IT Equipment Inventory baseline. The Project team is also actively engaged in milestone planning to inform upcoming work.
Councils and Workgroups Drive Decisions and Preparedness
Epic readiness depends on collaboration across teams and disciplines. Councils and Workgroup member selection is underway. These groups bring together operational leaders, clinical representatives, subject matter experts, Epic, and project team partners to support planning and decision-making.
Data Collection Workbooks
The DOC HCMACS EHR project team is partnering with Health Services staff to complete priority data collection regarding facility structures, revenue cycle, and reporting. The data collected in these workbooks is required to assist with the configuration of Epic.
Equipment Inventory Readiness
DOC is actively conducting equipment inventory activities across facilities to ensure technology is accurately tracked and available where it is needed. Accurate inventory supports equipment planning, device deployment, and readiness for Epic workflows at launch.
Agency Project Milestone Planning
The DOC HCMACS EHR Project team are onboarding Jira as the project planning tool and updating the agency-specific Milestones and project work that is central to project 2-week sprints.
A Program-wide Organizational Change Management (OCM) was conducted in Q2 2026. The assessment is informing the agency OCM and communications strategies and pivotal OCM milestones for planning, training, and go-live readiness. DOC appreciates all of the DOC staff who participated in providing feedback throughout the baseline data collection efforts over the past quarter and in 2025 to establish the forthcoming Program OCM Dashboard and improve means for communication and change readiness throughout the agency.
We are delighted to welcome Holly Bullion, our new clinical informaticist, who is working with the project team and will be working closely with many of our impacted partners.
Questions? Reach out to DOC electronic health records.
DSHS Updates
The DSHS finance team is diligently working to support the Health Care Management and Coordination System (HCMACS) in developing a comprehensive implementation plan, set to be presented by August 1, 2026. In collaboration with HCMACS, we are finalizing the Jira schedule and continuing to build DSHS-specific project plans. We are happy to report that all HCMACS assignments for DSHS are either complete or on track for timely completion.
In governance news, we are awaiting the final approval from the Technology Services Board regarding the inclusion of additional behavioral health facilities in Wave 1. The project team is actively planning for new hires, including Epic App Analysts and a Physician EHR Clinical Specialist, and engaging in ongoing HR discussions to establish a robust labor relationships approach in collaboration with HCMACS. On the communications front, we are preparing materials for the August Epic Overview of Implementation training and developing information about the Epic Super User and Continuous Educator roles to prepare for the selection of staff. Additionally, we have summarized and analyzed recent survey results to enhance our program communication strategies.
Our readiness activities are in full swing as we identify subject matter experts and decision-makers for the HCMACS/Epic Council and Workgroups, while our Revenue/Billing team develops workflows in preparation for upcoming discussions. We continue to coordinate with IT and Asset Management to support end-user device inventory assessments necessary for Epic, and our internal workgroups are standardizing recommendations to align DSHS efforts across the board. Additionally, the Wi-Fi infrastructure implementation is well underway in several key buildings. We remain committed to ensuring a seamless transition and effective communication for all involved.
HCA Updates
HCA is actively seeking Tribal and Behavioral Health providers to participate in the HCMACS Program. Contracted providers will have access to the HCMACS Enterprise EHR Epic platform via the HCMACS Connect Program. This model allows smaller health care organizations to access the full capabilities of the HCMACS Epic EHR system.
If you are interested in learning more, please contact Carrie Paykoc.
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Thank you ALL for working together to improve how care is delivered in Washington. Through better coordination and shared information using an enterprise system, patients and clients are less likely repeat duplicate procedures and receive better care. HCMACS Program appreciates your collaboration and work to make this happen.
Subscribe to HCMACS updates.
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Health Care Management and Coordination System (HCMACS) is an integrated, enterprise-wide Electronic Health Record (EHR) solution that will help unify care delivery across multiple state agencies, Tribes, public health institutions, and community-based providers. |
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