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Executive summary:
An academic system faced a major staffing challenge during a critical Epic Go-Live event. When their selected partner failed to deliver, HCTec stepped in with only seven days’ notice to deploy over 100 qualified professionals. This pivotal moment launched a long-standing partnership, through which HCTec has delivered over 1,000 placements, including go-live and contract staffing support. HCTec continues to provide high-value staffing and professional services that support the health system’s ongoing Community Connect and Epic Beaker implementations.
Partner background:
This academic health system operates seven hospitals, including adult and children’s facilities. Additional services include psychiatric, rehab, and specialty hospitals. They provide care via approximately 200 clinics, serving as a major healthcare provider.
Business challenges:
During a major Epic implementation, the academic health system initially partnered with a different go-live vendor who failed to deliver the promised personnel. Only half of the expected staff members showed up for go-live, many of whom had language barriers that hindered effective support. This created a high-pressure situation that threatened operational continuity during a critical transition of the system.
Objectives:
HCTec aimed to help the health system rapidly stabilize the situation by:
1. Providing a full complement of qualified go-live support staff with the necessary communication skills to ensure seamless support.
2. Establishing a long-term, trusted partnership to support ongoing and future Epic-related staffing needs.
HCTec’s solution:
With just seven days’ notice, HCTec delivered a strategic solution that included:
Deploying approximately 100 resources to support the health system’s Epic Go-Live.
Sourcing and managing staff through HCTec’s dedicated delivery and recruiting teams.
Post-deployment support for numerous projects, including Epic Radiant, Hyperdrive, physical lab moves, and Community Connect implementation.
Implementation:
HCTec’s implementation approach included:
1. Initial go-live support: HCTec’s recruiting, delivery, and leadership teams coordinated to meet the emergency need and mobilize go-live support within a week.
2. Ongoing engagements: HCTec has provided dedicated project managers to support structured project staffing needs for Epic Beaker AP and CP implementations.
Results:
Consistent and reliable delivery:
Since 2016, HCTec has placed over 1,000 professionals at the health system, demonstrating immense scalability and consistency in delivery.
Trusted support:
The health system continues to trust HCTec as its exclusive go-live support partner, which is a testament to the exceptional level of service provided.
Expanded partnership:
The health system has relied on HCTec’s team of contractors for numerous projects since the initial implementation, including support for Epic Beaker AP and CP and Community Connect.
- November 2025: Community Connect ATE Support
- March 2024: Cerner Lab ATE Support – 7 ATE for one week
- December 2023: Epic Hyperdrive ATE Support – 4 ATE for one week
- October 2020: Epic Radiant ATE Support – 85 ATE for three weeks
Analysis:
The success of the emergency go-live support solidified HCTec’s long-lasting relationship with the academic health system. HCTec’s ability to respond quickly and deliver high-quality and reliable professionals built trust and opened the door for ongoing projects with the health system. The team’s project-specific and expert staffing capabilities have positioned HCTec as a go-to partner for all Epic-related initiatives.
Conclusion:
The health system’s experience with HCTec underscores the importance of reliable and agile partners in mission-critical healthcare IT transitions. HCTec’s ability to scale quickly and deliver exceptional talent has made us indispensable to the health system’s ongoing success.
Future opportunities:
HCTec is set to support the health system’s upcoming Epic Community Connect Go-Live and further expansion of the organization’s Epic Beaker implementation. The HCTec team will continue to provide support across Epic modules and strategic project management roles.