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The Health Information Technology (HIT) team will implement the next Epic Upgrade across all UVA Health entities on Wednesday, May 21. This routine upgrade is part of our ongoing commitment to enhancing the electronic health record (EHR) experience for our care teams and patients. 

Why Are We Upgrading? 

Epic releases comprehensive updates that incorporate team member feedback to improve functionality, optimize workflows, and introduce new features. These upgrades help ensure our system remains efficient, secure, and aligned with the evolving needs of care delivery. 

What to Expect 

• Upgrade Date: Wednesday, May 21 
• Downtime: Estimated at 2 hours, from 1-3 a.m. 
• Epic Version: vFeb2025 
• Time to Prepare: Less than 30 minutes on average, depending on role 
• Frequency of Upgrades: Twice a year — spring and fall 

Top 5 Changes Coming in This Upgrade 

Here’s a quick look at what’s new and improved: 

1. Personalized Letter Templates — Users can now save individualized edits to letter templates for future use.

Note: Cadence team members and students will not be affected by this change. 

2. Fewer Clicks to Switch Departments — Switch departments more easily using the Recent and Favorites menus.

• Click to switch to a Recent or Favorite department 
• Drag and drop from Recent to Favorites 
• Use Edit Favorites to customize your list 

3. Use Storyboard for MyChart Signup — The MyChart Signup navigator is being retired. Activate accounts directly using the MyChart Status button on the Storyboard. 

4. Save Time With Chart Search Spotlight Cards — There are many new Spotlight Cards available in Chart Search, giving you quicker access to high-priority information. 

5. Search for Addresses as You Type — 
A new "Search New Address" field makes finding and selecting addresses faster and easier. 

How to Prepare 

Access training materials beginning May 13: 

• From the Epic Learning Library (ELL):  
  • Click the Upgrades button on the Homepage to access multiple upgrade related resources. 
• From within Epic: 
  • Click F1 to access the Upgrade Learning Home Dashboard for quick reference to all Training Materials. 

Review Downtime Procedures — Ensure your team is familiar with downtime protocols in advance of the May 21 upgrade. 

Thank you for your partnership in making this Epic Upgrade a smooth and successful experience!