Epic EHR Training and Activation Solutions

Epic is a healthcare software company that provides electronic health record (EHR) software for healthcare organizations. Training is an essential component of an organization's implementation plan; ensuring end-users are ready and knowledgeable on day one of your Epic install.

Training is also a vital ally in the change management process. Feedback gained either during the curriculum development phase or actual end-user training can help bolster your organization’s transformation and adoption goals. Ultimately, a successful Epic launch depends on a variety of factors, the foremost being the type of system or software being implemented and the methodology employed in training end users.

Epic training varies depending on healthcare worker’s experience with the software. Based on the role of the healthcare worker, training can be minimal, ranging from a few hours to a few days. Alternatively, physicians require an average of 10 hours of training, plus four hours in a learning lab. Training methods vary (i.e., in-person, hybrid, or virtual) and can be tailored to the needs of the staff.

A unique feature of the Epic software system is that it offers a wide range of role-based functionality for both Revenue Cycle Management and Clinical Application teams. Epic Training involves analyzing all the applicable roles at your organization and developing curriculum based on those findings. A complete listing of Epic classes offered at your organization along with recommended training pathways for each role can typically be found in the Course Catalog or your Learning Management System.

Training is a continual process that flows from one phase to the next. Credentialed Trainers are placed through a rigorous six-week training and selection process for their various applications. Next, employees who serve as Super Users are trained to pilot the curriculum and help refine the final product. Wide-scale end-user training kicks off approximately eight to 10 weeks before go-live. Following go-live, training focuses on new hires, optimization requests, and/or gap training.

Epic ATE (at-the-elbow = readily available) support are individuals who are specialized in the electronic health record (EHR). Their primary role is to be readily available to engage end users, answer questions, report issues, and assist with troubleshooting during the go-live.

Cutover is the process of transitioning information from a legacy system to the new Epic system. Cutover takes a great deal of planning pre-go-live to ensure that all tasks and necessary items are completed and ready in time for the go-live. These cutover tasks are a combination of manual and electronic processes.

Data migration is when data, such as patient charts immunization history, medical treatments, laboratory testing results, etc., are transferred between one environment (i.e., legacy system) to Epic.

GLRA is an assessment tool used to review all in-scope areas for the planned Epic go-live and to evaluate their readiness status—both for the project team and as a tool to measure organization’s readiness. If deficits are noted, the GLRA will identify the areas at risk and where leadership intervention is required. These assessments are typically done 120, 90, 60, and/or 30 days out from go-live.

An important readiness activity for any Epic implementation is a TDR. TDRs focus on hardware and devices. The TDR team will work with the application team to design testing and workflows. During the TDR process, items such as workstations, printers, scanning configuration device integration, mobile devices, and much more are tested and evaluated for expected behavior. The results from testing are then recorded and tracked, and each tested device is tagged to indicate its readiness for go-live.

Communication is key! Be sure to set clear expectations for all users who will impacted by the go-live. Plan early and update often. Go-live is a dynamic and continually evolving process. No detail is too small—control every minute, every day.