Implementing Epic’s revenue cycle suite is one of the most critical undertakings a health system can pursue. While much attention is given to system build and go-live timelines, one of the most overlooked – and often most disruptive – elements is what happens to your people during this transition.
Here is how your hospital or health system can strategically approach staffing, leadership, and resource allocation to ensure your implementation succeeds without jeopardizing day-to-day operations.
Assess Your Current State – Early and Honestly
A current-state assessment is essential when determining staffing and leadership needs for an Epic implementation because it provides a clear, data-driven foundation for planning and decision-making.
Start with a candid assessment of:
- Existing revenue cycle leadership capacity
- Department-level staffing gaps
- Resources with previous Epic experience
- Roles that will be pulled into the Epic project (e.g., Subject Matter Expert time commitments)
This gives you a baseline to determine how much backfill and interim leadership support you will need.
Backfill Critical Operational Roles
Epic implementations pull your best and brightest into design, testing, and training. That is a good thing, but someone still has to run the business.
To avoid denials, cash slowdowns, or staff burnout:
- Identify key roles (e.g., managers, supervisors, billers) impacted by the build timeline
- Deploy temporary backfill resources to maintain service levels during the project
- Establish a transition plan and timeline to address legacy system work-down
- Consider cross-training or internal stretch roles for staff development
Bring in Interim Leadership Strategically
Interim revenue cycle leadership during implementation provides critical stability, strategic guidance, and operational continuity.
Interim revenue cycle leaders can:
- Provide continuity and oversight while your permanent leaders are engaged in implementation
- Cultivate cross-functional collaboration
- Serve as bridge-builders between operational and project teams
- Prepare your organization for post go-live stabilization and optimization
Look for leaders with prior Epic transition experience who understand the unique demands of shifting from legacy models or vendors to Epic-native workflows.
Align Implementation Staffing with Future-State Design
One common mistake? Backfilling roles as-is without considering what the future-state RCM operating model will look like in Epic. Instead:
- Establish advisory councils or workgroups to guide development
- Use the project as a chance to reshape roles, responsibilities, and reporting structures
- Factor in automation, exception-based workflows, and integrated edits that will reduce FTE burden in the long term
Staffing and Leadership Strategy = Risk Mitigation
Hospitals that proactively address RCM staffing and leadership during Epic implementations:
- Establish a strong governance structure to ensure alignment and detect risks promptly
- Position themselves for faster ramp-up and long-term value realization post go-live
- Protect revenue and reduce costly errors during transition
- Avoid burnout and attrition of key staff
- Have a robust plan for post go-live technical and operational support
- Epic is the tool, but your people are the engine. Treat staffing as a strategic pillar, not an afterthought.
Need help structuring a backfill plan or interim leadership strategy during your Epic transition? Pinnacle Healthcare Advisors’s experienced team can guide your hospital every step of the way.
