Training, Testing & Go-Live

• “Why can’t I try Expanse yet? Is there a test or practice environment available?”

We understand that the future state can be difficult to envision. At this stage our test environment is our build environment. This is normal in large, multi-organization implementations as even limited “hands-on” access can create unintended issues. When users explore or “play” in a shared test environment, it can disrupt other teams’ work or create confusion about what is accurate or final.

To avoid this, implementations often limit open access and rely on structured walkthroughs facilitated by a Change Specialist, ensuring the environment remains stable and reliable for everyone. Hands on access will be available to those who participate in integrated system testing, parallel testing, and super user training. 

These activities will commence in September 2026.

• “What’s the plan for training?”

A coordinated training plan is being developed by Training Leads at both Bridge Northwest and ONE HITS.

Super Users and Train-the-Trainer staff are expected to be identified throughout Summer of 2026 and then trained in Fall of 2026.

Broader staff training will begin in early 2027 ahead of Go-Live.

Training will include a mix of virtual, and in-person sessions as well as written reference materials.

• “Will Subject Matter Experts (SMEs) become Super Users?”

That is the expectation in many cases. SMEs are well positioned to become “Super Users” because of their involvement and knowledge.

This will depend on individual interest, availability, and local resourcing decisions. If you’re interested, letting your manager know early is encouraged!

Super Users Definition: A trained departmental expert who provides frontline support, workflow guidance, and peer-to-peer assistance before, during, and after Go-Live.

• “I volunteered as an SME but now don’t feel I’m the right person — what should I do?”

This happens, especially as work evolves. It is never too late to add or change SMEs or bring in additional expertise. If representation feels off, your Working Group Lead and Change Specialists can help adjust participation to better match the work.

• “How do I escalate concerns about workflows, design, or patient safety?”

The best place to start is the Q&A log in your working group. Your Working Group Leads or Change Specialists can help direct concerns related to other working groups.

If you are not part of a working group, have a local concern, or are not sure where to turn, you can ask your Change Specialist or Expense Lead for advice.

All issues that are raised, through any method, are reviewed by the appropriate teams to understand the scope and impact of the concern and deal with it accordingly.

Devices, Infrastructure & Technical Readiness

• “What new devices will clinicians be using? What is changing, staying the same, and will we have enough devices?”

Clinicians will continue to use familiar devices such as desktop computers, workstations on wheels, and laptops.

New devices will be added where needed, including barcode scanners to support medication and blood product administration.

Additional devices added for Physicians and other specific roles consist of Dual Monitors and Microphones for Front End Dictation.

Wall Mounted computers with barcode scanners will be installed for various use cases. Wall mounts will flatten to the wall or on an articulating arm, so computers can be positioned as required.

Off-site access to the system will continue to be available through Citrix. All Organizations, including their local IT teams, leadership, and clinicians are being engaged to ensure there are enough appropriate devices to support the safe and effective use of Expanse.

Documentation, Orders & Clinical Workflows

• “I heard providers will enter their own orders – that is part of my job now. Why is this changing?”

This change supports patient safety, accuracy, and timely care by reducing hand-offs, transcription errors, and delays. It also aligns with modern clinical practice and accreditation standards used across Canada. This does not remove the important role of clerical and support staff; it simply means these roles will shift toward other tasks that add value to units and departments.   

• “How will dictation change at my Organization?”

A working group is currently reviewing what dictation tools will be available within Expanse.

These options are being assessed to support different clinical workflows and documentation needs, including options for front-end dictation and exploring AI scribes. Information about available tools and how they will be used will be shared as decisions are finalized. Training and support will be provided for all dictation users as new options become available.

• “Are providers still able to give verbal orders?”

The overall goal is to use direct provider order entry whenever possible, as it improves accuracy, reduces delays, and supports patient safety. However, verbal orders will still be allowed with limited and clearly defined use.

Verbal orders are intended for urgent or exceptional situations (for example, codes or when a provider cannot reasonably enter the order themselves). Providers will then be required to sign off on the order in the system at the first available opportunity.

• “Will teams be able to use paper charting for trauma or high-acuity cases?”

Yes. Teams will continue to have the ability to use paper charting in trauma or other high-acuity situations where immediate clinical care must take priority.

These workflows are carefully reviewed to ensure patient safety, clinical efficiency, and alignment with best practices.

Clear guidance will be provided when paper documentation is appropriate and how it will be reconciled in the system afterward.

Training will support teams using the right approach during these high-pressure scenarios.

Interoperability, Data Migration & Information Sharing

• “Will I be able to view a patient’s complete chart from another regional facility? Or facility in Toronto?”

Yes, clinicians will be able to view patient information from Northwest partner hospitals, which includes all 12 hospital organizations in the Northwest region. Some information may remain location-specific and only accessible to users at a particular site, depending on workflow, privacy, or operational requirements.

For care provided outside the Northwest region, work is underway using Meditech’s data-sharing platform, Traverse Exchange, which allows information to be shared between hospitals using Meditech as well as other systems such as Epic, Cerner, and PointClickCare. Ongoing work is focused on determining what external data will be available to Northwest clinicians and how it will be presented and used in clinical care.

All Clinicians will continue to have access to the ConnectingOntario ClinicalViewer for patient information.

• “Will current Meditech data migrate into Expanse?”  

A limited amount of clinically relevant information from the current Meditech system, such as allergies, recent laboratory results, and other key patient data, will migrate into Expanse.

This ensures that clinicians have access to the most critical relevant information to support safe care at Go-Live. Remaining historical information will continue to be available through a link, allowing clinicians to quickly and easily access older records when needed. Guidance will be provided on what data will be migrated and how to access historical information in Expanse.

• “Will Expanse interface with external systems such as eCTAS and NOVARI?”   

Expanse is planned to interface with external systems as they do today. Interface planning is underway, and integrations are being reviewed and prioritized based on clinical need, readiness, and technical feasibility.

All existing interfaces will be available at Go-Live, and some additional integrations will be implemented as part of Go-Live and ongoing optimization.

If you have questions about specific integrations, please reach out to a Change Specialist for more information.

• “Will my family physician/NP be able to access my hospital Expanse record?”

Yes, if they have appropriate access and a clinical reason to do so.

Results and reports generated by the system will continue to be distributed to primary care providers with read-only access.

We are working with several community and primary care organizations on expanded access to Expanse as part of the scope of the Program.

• “Will there be a patient portal?”

Yes, there will be a patient portal.

Implementation of the Patient Portal is planned for post Go-Live. This will ensure there is enough meaningful data in the Expanse system for the portal to be useful to patients and their families.  

Safety, Quality & Change Management–

• “What can I do to support coworkers who are unhappy about this change?”

You can support coworkers by listening and acknowledging their concerns, without trying to convince them the change is “good”. Validating how disruptive the change feels often reduces frustration more than explanations do.

When helpful,

• Share clear & accurate information
• Point out how their roles remain valuable, even if some tasks are changing
• Help them think about ways the change might help them in their role.
• Encourage them to raise concerns through the appropriate channels and model a calm, supportive approach.
  
• “Will AI be used within Meditech Expanse?”

Meditech Expanse includes emerging AI-enabled and automation features, but their use will be introduced thoughtfully and in a controlled way. Any AI functionality is intended to support clinical decision-making, documentation, and workflow efficiency, not replace clinical judgment.

The AI features that are enabled will depend on technical readiness, local configuration, governance decisions, and privacy requirements. As these capabilities mature, they will be reviewed through appropriate clinical and governance processes before being introduced.

 Clear communication and training will be provided before any AI-supported tools are made available to users.

• “How will Expanse change the job I do?”

Expanse will change how you do parts of your job and what tasks you perform, but not why you do it.

Many core responsibilities will stay the same, but workflows such as documentation, order entry, medication administration, and accessing patient information may look different or be more standardized across sites. Some tasks may take more time initially as you learn the system, but most will become more efficient once you are familiar with it.

The goal of Expanse is to support safer, more consistent care and better access to information across the region.

Training, support, and time to adapt will be built in to help you transition successfully.

• “Why are we making so many changes when some workflows already work?”

It’s understandable to ask this.

While some current workflows function well, the existing system cannot support important safety requirements, regional integration, or new tools.

Organizations across the province that have already gone live report the transition is difficult – but ultimately beneficial, and they wouldn’t go back!

• “This feels like a long road—how do we stay supported?”

This is a long program and staying supported matters. Reaching out early, using local coordination approaches, and keeping open communication with Change Specialists, colleagues, and your local leadership will help sustainable momentum.