ECL500v EpicCare Link (Without Answers) February 2024 Training PDF

EpicCare Link Virtual Training ECL500v EpicCare Link (Without Answers) February 2024...

EpicCare Link Virtual Training ECL500v EpicCare Link (Without Answers) February 2024 Request project specification for this version by: October 18, 2024 Submit project for this version by: November 22, 2024 Request exam for this version by: October 11, 2024 If completing Continuing Epic Education requirements, visit your My Certificates page for additional information. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1  Epic Systems Corporation 1979 Milky Way | Verona, WI 53593 | Voice: 608.271.9000 | Fax: 608.271.7237 www.epic.com EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 [email protected] Last Revised: May 10, 2024  Table of Contents Introduction 1 1 User Provisioning 2 1 Managed Access 3 1 Grant Access 4 1 First Access 5 1 Event Monitor 6 1 In Basket in EpicCare Link 7 1 Orders in EpicCare Link 8 1 Homework: Release of Information in EpicCare Link 9 1 Appendix A: Additional Practice 10 1 Appendix B: Additional Epic Resources 11 1 Appendix C: Complete Your Training Track 12 1 EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 3  ECL500v EpicCare Link 4 EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1  Introduction 1 1 Introduction Prerequisites and Assumptions 1 3 Agenda 1 4 How to Use This Training Companion 1 5 View a Training Companion With and Without Answers 1 5 How to Practice Outside of Class 1 7 Download Course Materials 1 7 How to Request Access to Epic's Cert Environments 1 7 Access a Study Environment 1 9 Log In to the Correct Application 1 10 Ways to Access Patient Information 1 15 EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 5 Introduction ECL500v EpicCare Link 1 2 6 EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1  Introduction 1 3 Prerequisites and Assumptions EpicCare Link is Epic's tool for granting community access to an organization's patient database through a web browser. It was developed to serve the needs of customers who want to give community providers, such as referring physicians, access to a subset of their data. EpicCare Link achieves this goal using a unique feature called managed access. Community providers can access EpicCare Link from a web browser to review patient charts, send and receive secure messages, and complete other tasks. This training companion and the corresponding e‐learning lessons build upon your previous certification training to provide you with basic user and administrative knowledge of EpicCare Link. The lessons in this companion are designed with the application's pared‐down EpicCare functionality and unique security features in mind. This class assumes prior knowledge in Epic's clinical tools. Before attending the virtual class for EpicCare Link, you should complete the following tasks. Obtain a certificate/accreditation in one of the applications listed on the Course Catalog. Watch the following e‐learnings to familiarize yourself with end user workflows. ECL200: Introduction to EpicCare Link and Happy Together Link ECL205: Finding Patients Through Managed Access ECL210: Placing Orders ECL220: Using In Basket ECL230: Monitoring Your Patients' Events ECL240: Site Administrator Workflows ECL265: Scheduling in EpicCare Link EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 7  1 4 Introduction Agenda Day 1 ﴾8:30 a.m. ‐ 12:30 p.m.﴿ Day 2 ﴾8:30 a.m. ‐ 12:30 p.m.﴿ User Provisioning First Access Managed Access Event Monitor Grant Access In Basket in EpicCare Link Orders in EpicCare Link Homework: Release of Information in EpicCare Link EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 8 ECL500v EpicCare Link  Introduction 1 5 How to Use This Training Companion This training companion is for use in conjunction with other course materials. Note that new training materials are released regularly throughout the year. If you downloaded this companion even a few weeks or months ago, there may be a new version that you should use instead. At the beginning of this companion, look at the version and dates listed. If you'll complete a task after its listed date, be sure to check the All Training Companion Change Log to see if there are significant changes to the new materials. If there are, be sure to download the new materials when they're released. You'll find informative text boxes and do‐now steps throughout the lessons to draw your attention to specific content. There are a few different types of text boxes you might encounter. Each has a different purpose as defined below: A "Critical Box" means that information shared here is critical. An "Example Box" gives a scenario for the content that follows. A "Beyond the Basics" box provides additional information that may be helpful to enhance understanding, but is not critical. You do not need to know this information for this course's assessment﴾s﴿. A "Write‐It‐Down" box allows you to write down information or answer a question. A "Foundation System FYI" shares information about how the Foundation System handles the workflow you are seeing or other Foundation considerations. A "Setup" box gives you more information about system configuration. A "Real World Context" box will clarify industry‐standard terminology or practice for those who are new to the industry. View a Training Companion With and Without Answers During class, you will use the training companion without answers. It would be inefficient to print out EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 9  1 6 Introduction the version of the training companion that includes answers. Instead, refer to it on Galaxy or download it as a PDF. In Galaxy, you can view a training companion with and without answers using a toggle on the menu on the right: You can also download either version from the toolbar: 1. Click Download Options. 2. Select ﴾Without Answers﴿ or ﴾With Answers﴿. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 10 ECL500v EpicCare Link  Introduction 1 7 How to Practice Outside of Class If you are self‐studying this course or reviewing it again after class, you'll need to complete the following to use all of the materials outside of class. Even if you've already downloaded materials, be sure that you're using the current version. At the beginning of this companion, look at the version and dates listed. If you'll complete a task after its listed date, be sure to check the All Training Companion Change Log to see if there are significant changes to the new materials. If there are, be sure to download the newest materials using the steps below. If you are reviewing these materials to prepare for a Continuing Epic Education ﴾CEE﴿ requirement, you can review more information on the CEE program in this section of Epic's Training Guide ‐ Epic Community Member or this section of Epic's Training Guide ‐ Consultant. Download Course Materials Course materials are available on Galaxy, the Course Catalog, and linked through EpicU. If you previously completed your certificate, you can find course materials on the Course Catalog. Use the appropriate application and/or role filters to locate your training track. Materials for each course are listed in the corresponding course card. If you’re currently completing your certificate, follow the steps below to find course materials using EpicU. 1. Go to the Training Home. 2. Find the section titled Your In‐Progress Certificates. If you do not see this section and have not completed your certificate yet, email [email protected] to ensure the correct training track is attached. If you're unsure which track should be attached, review your application's Course Catalog listings and discuss with your manager. 3. Click the link for the relevant course of study. 4. In EpicU, expand the various sections to find links to course materials. 5. Click the links to open the documents in Galaxy. 6. Download the materials. Alternatively, you can find the materials on the Course Catalog. Use the appropriate application and/or role filters to locate your training track. Materials for each course are listed in the corresponding course card. How to Request Access to Epic's Cert Environments Epic's cert environments allow you to complete projects and study. Using the steps below, you can request access to these environments. If you already have access, you'll be able to confirm that access during the request steps. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 11  1 8 Introduction There might be some additional setup you have to do in order to access a cert environment. For example, you may need to work with your IT team to confirm you have the current version of Citrix installed. For a full overview of this process, view the EA001 Using Epic Access e‐learning lesson or review the Welcome to Certification Environments document on Galaxy. Below are the basic steps to obtain access to a Study and/or Project environment. 1. Go to the Training Home on the UserWeb. Epic employees: Go to step 4. You do not need to request these environments. 2. Under the Certificate Resources section, select Cert Environment Request. You can see any environments currently assigned to you. You can request new Study and/or Project environments. NOTE: You will only be assigned one environment per version. 3. Once you submit your request, close your web browser. 4. Open a new browser tab and go to Epic Access: Most learners: Go to access.epic.com. If you selected a country in Europe or the Middle East: Wait 15 minutes; then go to EUaccess.epic.com. The system takes up to 15 minutes to process access requests for Europe or the Middle East. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 12 ECL500v EpicCare Link  Introduction 1 9 5. Log in, using the same credentials you use to log in to the UserWeb. If prompted, provide your 6‐digit authentication code. ﴾If you haven't configured multi‐ factor authentication, click the Learn More link.﴿ You might be prompted to log in again; use the same credentials you use for the UserWeb. You have completed this step when the site displays "Home" and "Apps" at the top of the page. 6. Consider using the Check Your Setup option before you start using cert environments. This will confirm if your device meets all the requirements. 7. Click the icon to launch the corresponding application. Use Study icons for self‐study or after‐class practice. Use Project icons for projects or when explicitly told to use Project environments. Use Virtual Training icons only during virtual classes, or when explicitly told to use them. If your training materials instruct you to find an icon you don't see, use the search field to find it. To add the icon to the Home screen, click the star in the icon. Technical Difficulties? If you're experiencing technical difficulties, such as your computer asking you, "How do you want to open this file?" when you click an icon, see this article on Galaxy. If you still experience issues or have questions on training materials ﴾including training user IDs and passwords﴿, use the email address listed at the beginning of this training companion. Access a Study Environment A Study environment allows you to complete the exercises from this training companion independently. Keep in mind that Study environments refresh every Friday at 10:00 PM Central Time ﴾or 10:00 PM European Central Time for EUaccess﴿. This means that anything you complete on a Friday will be removed by Saturday morning. If you find that another trainee has completed the work using your classroom information sheet, simply choose another classroom information sheet. To access a Study environment, you may have to request access first ﴾see the section titled "How to Request Access to Epic's Cert Environments"﴿. If you already have access, you can find the environments following the steps below: 1. Go to Epic Access. Most learners: Go to access.epic.com. Learners in Europe or the Middle East: Go to EUaccess.epic.com. 2. Log in, using the same credentials you use to log in to the UserWeb. If prompted, provide your 6‐digit authentication code. ﴾If you haven't configured multi‐ EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 13  1 10 Introduction factor authentication, click the Learn More link.﴿ You might be prompted to log in again; use the same credentials you use for the UserWeb. You have completed this step when the site displays "Home" and "Apps" at the top of the page. 3. Confirm each Study icon's name contains the month of the version listed on the first page of this companion. If you don't see the Study icon you need, use the search field to find it. To add the icon to the Home screen, click the star in the icon. 4. Click the Study icon to launch the application. Log in using the login credentials provided to you from your training materials. If you attended a class, you can likely use the same logins you used for that class. You can also reach out to your application’s training team for assistance. Log In to the Correct Application Users in the training environment are designed to log in to either Classic, Text, EpicCare Link, or Hyperspace. If you attempt to log in to Hyperspace as a Link user, you will encounter an error. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 14 ECL500v EpicCare Link  Introduction 1 11 Classic Tony builder has been configured to log in to Classic. When you need to complete build in the Classic client, you will see this icon: Text Tony builder has been configured to log in to Text. When you need to complete build in Text, you will see this icon: EpicCare Link Randy Link physician and Rae Link nurse have been configured to log in to EpicCare Link. When you need to test in EpicCare Link, you will see this icon: Hyperspace Pat Hyperspace provider has been configured to log in to Hyperspace. When you need to log into Hyperspace, you will see this icon: The Classic client is the original Hyperspace client. As of Epic’s May 2022 release, all end‐user facing activities are available in the new, web‐based Hyperspace. However, many administrative activities have not yet been migrated and are available only in the Classic client. If you need to build, configure records, or use utilities, do so in the Classic client ﴾or Text, see below﴿. Some admin activities are already available on the Hyperdrive client, and more will be migrated over time. However, we don't recommend memorizing which activities are in Hyperdrive and which ones must be EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 15  1 12 Introduction accessed via Classic. You should, however, test your build/configuration in Hyperspace on the Hyperdrive client. Log in to Hyperspace as an appropriate test user, one who represents users affected by your build. For example, if you build an Order Set, log in to Hyperspace as a test physician to confirm that the Order Set works as expected. Beware! You can access most end‐user activities via the Classic client, which makes it tempting to test your build in Classic. Don’t do that. Some activities behave differently in Classic, and you should test your build in the client that users actually use: Hyperdrive. Epic plans to eventually migrate all administrative activities from Classic to the new web‐based Hyperspace. When that migration is complete, the Classic client will be retired. If your organization is already live on Epic, it’s possible that some or all of your users are still using the Classic client to access Epic and do their jobs. If so, it likely appears as “Hyperspace” to them. If you support users who still use the Classic client, you should build and test in the Classic client. ﴾For class, we will assume users are not using Classic, and test our work in Hyperspace on the Hyperdrive client.﴿ For more information, search galaxy.epic.com for: Web Migration, Hyperdrive, and You Administrative Activities and Your Hyperdrive Migration Timelines In Epic‐hosted training environments, the Classic client is labeled "Classic" ﴾on the icons you launch, on the login screen, on the application title bar, etc.﴿. But when working in your own organization's environment's, they will likely be labeled differently. For example, your test environment might have an icon labelled "TST Hyperspace ﴾Classic client﴿" and the title bar might read "Hyperspace ﴾Classic client﴿ ‐ TST" EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 16 ECL500v EpicCare Link  Introduction 1 13 Build in Classic. Many admin activities are not available in Hyperspace on the Hyperdrive client. Test in Hyperspace, on the Hyperdrive client. Some activities behave differently in Classic, and the Hyperdrive client is what your users use. Coming Soon: The Partial Retirement of Classic Starting with the May 2024 version of Epic: Most admin activities will be available in Hyperspace on the Hyperdrive client. The Classic client will be partially retired, meaning: Only a small set of activities will be available in Classic: those administrative activities that have not yet been web‐migrated, plus a few supporting or closely‐associated activities. Click here to see the list of activities. User‐facing activities will no longer be available in the Classic client; you will no longer be able to inadvertently test user workflows in Classic. With the May 2024 version, the strategy will shift to "Build in Hyperspace ﴾on the Hyperdrive client﴿, unless you can't." EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 17  1 14 Introduction For more information, go to nova.epic.com and review release note 876656, "It's Time to Start Building in Hyperdrive." This training companion is based on the February 2024 version of Epic. The changes described above will be reflected in Epic's project team training starting on October 21, 2024. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 18 ECL500v EpicCare Link  Introduction 1 15 Ways to Access Patient Information EpicCare Link is one of many ways to view patient information in Epic's software suite of applications. It is important to understand the various methods available, and when each would be used: EpicCare/Hyperspace ‐ EpicCare refers to Epic's core clinical applications ‐ EpicCare Ambulatory and EpicCare Inpatient ‐ which must be accessed by logging in to Hyperspace. If an end user is logging in to Hyperspace, they are a member of an Epic organization. This also means that they have access to the entire patient database, stored in Chronicles. Community Connect ‐ Community Connect allows an Epic organization to extend their instance of Epic to independent partners or community practices in the area. By joining with an existing Epic install, smaller organizations that would not practically be able to purchase and implement Epic gain access to the ambulatory suite of Epic products. This partnership creates a single, unified patient record because all users are documenting in Epic. In this case, a community user would still be using EpicCare applications by logging in to Hyperspace with full access to a shared patient database. EpicCare Link ‐ EpicCare Link is a secure, web‐based portal for viewing patient information. Generally, small rural clinics or community organizations using a different EMR would be granted access to patient data via EpicCare Link. These users do not log in to Hyperspace, so they will have limited access to the patient database of an Epic organization. Happy Together Link ‐ You might use EpicCare Link at more than one community organization. Using Happy Together Link, you can log into one EpicCare Link site and access your other EpicCare Link accounts. You’ll only need to log in once to establish the connection. Once the accounts are linked, you will be able to quickly switch to other organization's instances of EpicCare Link without needing to reenter login credentials. Not all organizations have enabled Happy Together Link Healthy Planet Link ‐ Healthy Planet Link is an extension of EpicCare Link that you can use to provide care management tools to community organizations. It helps you build upon your population health management strategy and share patient information with providers who don't use the same EHR platform, including community‐based organizations such as schools, shelters, and non‐profits, and long‐term care and skilled nursing facilities. Tapestry Link ‐ Tapestry Link, formerly known as PlanLink, is Tapestry's affiliate outreach module and is part of the EpicCare Link application. With Tapestry Link, your affiliates can access information about claims, benefits, eligibility, and more without needing to speak to your customer service staff. Care Everywhere ‐ Care Everywhere allows an Epic organization to both send and receive clinical patient data with standards‐based exchange transport protocols. This allows an end user at an Epic organization to view external clinical data that was documented at another organization, either Epic or non‐Epic. To view this information, an end user could log in to Hyperspace or EpicCare Link. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 19  2 1 User Provisioning User Provisioning Link End Users 2 3 Review of Configuring the Epic End User Class 2 5 User ﴾EMP﴿ Records 2 5 Provider ﴾SER﴿ Records 2 5 Follow Along: Configure a User Record 2 7 Follow Along: Apply a User Template for Shared 2 9 Settings Follow Along: Configure a User Template Record 2 10 Enable Access to Hyperspace Web Embedded Activities 2 10 Prevent Link Users from Logging into Hyperspace 2 10 Assign Web Suite and EpicCare Security Classes 2 11 Beyond the Basics: Additional Security Classifications for Link Users 2 12 Exercise 1: Troubleshoot a Web Suite Security Class 2 13 Part 1: Adjust the Security Class 2 13 Part 2: Test Your Changes 2 13 After‐Class Exercise 2: Review Provider Record 2 15 Settings Two‐Factor Authentication ﴾2FA﴿ 2 17 Reviewing the Chapter 2 21 EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 20 ECL500v EpicCare Link 2 2 21 ECL500v EpicCare Link User Provisioning EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1  2 3 User Provisioning Link End Users Write It Down Who are your Link end users, or who might they be? EpicCare Link is a web‐based application with service‐oriented features, such as procedure order entry and appointment scheduling. You can configure EpicCare Link to better facilitate business with external organizations. An end user's experience of EpicCare Link at various Epic organizations can be quite different due to the flexibility of the EpicCare Link portal and the varied use cases that dictate whether functionality is turned on or off. Your community users can include people outside of your organization who need to review the clinical and administrative information of patients seen within your healthcare system. Depending on your business model, community users could include both clinical and non‐clinical users. By rolling out EpicCare Link to these different sites and offering potential providers customized user accounts that are tailored to their specific role in patient care, your organization can reach a greater array of specialized users, extend your network of care, and improve patient care in your community. Let's take a look at a few examples: Detention Clinician ‐ Detention clinicians monitor and care for the health of incarcerated people. Their healthcare is not confined to the detention center and often expands to healthcare organizations nearby, especially for specialized care, tests, or procedures. EpicCare Link provides detention clinicians with read‐only access to an incarcerated person's chart and allows the clinicians to make informed decisions about the next steps in care, whether that is ordering labs, procedures, or referrals. School Nurse ‐ Many school nurses operate with little information about the children they are treating, which can lead to dangerous outcomes if a student has a severe condition, allergy, or important medication that the school does not have documented. EpicCare Link gives the school nurses the ability to view a student's chart and provide care with a more complete picture of the child's health. Biller ‐ All of the charges your clinicians file every day need to go through a biller before being sent out on claims. Billers who don't work at an Epic organization can use EpicCare Link to access patient data for billing, reimbursement, or eligibility purposes. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 22 ECL500v EpicCare Link  User Provisioning 2 4 Requesters ‐ Medical record departments receive requests for reports summarizing patient clinical information every day. These requests come from a variety of sources, including legal entities, insurance agencies, physicians' offices, auditors, and patients themselves. Requesters specify the type of information they are seeking and provide authorization to receive the data, if necessary. Requesters might be interested in all the information from all encounters the patient had over the past year, a discharge summary from the patient's last inpatient stay, or simply the patient's demographic information. For all of these cases, the medical records department is the central hub from which all information is released. EpicCare Link gives these requesters the ability to view released patient information electronically, eliminating the paper that is generated when printing or faxing a release and creating a safer audit trail. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 23  2 5 User Provisioning Review of Configuring the Epic End User Class This training assumes prior knowledge of user ﴾EMP﴿, user template ﴾EMP﴿, provider/resource ﴾SER﴿, role ﴾E2R﴿, and security class ﴾ECL﴿ records. For a refresher on these records, review the corresponding chapters in the CLN251‐252 Configuring the Epic End User Clinical/Shared training companion. User ﴾EMP﴿ Records User ﴾EMP﴿ records determine login IDs, passwords, default login departments, security ﴾access to functionality﴿, and many other settings. Write It Down Who needs a user record in EpicCare Link? Anyone that needs to... Anyone who needs to log in to Hyperspace needs their own user record. User records determine how and where a user logs in, as well as what access they have within Hyperspace. Similar to your Hyperspace end users, if an affiliate user wants to log in to EpicCare Link, they will also need a user record. Because they are affiliate users, and not associated with your organization, you do not want them to be able to log in to Hyperspace. We will configure user records to both allow access to the EpicCare Link secure web portal and prevent inappropriate access to patient data. In this class, we may refer to affiliate users as EpicCare Link users, Link end users, Link users, or simply end users. Provider ﴾SER﴿ Records The provider/resource ﴾SER﴿ master file ﴾often called simply the provider master file or the SER master file﴿ contains demographic, scheduling, billing, ordering, admitting, attending, and other information relevant to a clinical user or resource. Any people, devices, or modalities that meet certain criteria need a record in the provider/resource master file. In EpicCare Link, there are certain settings configured in the provider master file that will impact what Link users can do in the system. The ability to authorize orders or be referred to are important functions in many Link rollouts. You will explore these details in an after‐class exercise. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 24 ECL500v EpicCare Link  User Provisioning 2 6 Write It Down Who needs a provider record in EpicCare Link? Anyone or anything who: In some cases, you might have Link users ﴾i.e., clinical support staff﴿ who have user records but do not have provider records. These Link users are delegates of users who have provider records. Delegates need to log in to EpicCare Link but do not need to complete provider‐specific tasks, such as being scheduled with patients or receive referrals. There are also cases where individuals ﴾or resources﴿ have provider records but do not have user records. These community providers do not log in to EpicCare Link but can be the recipient of referrals from the Link site or be listed as the authorizing provider for orders, for example. Unlike clinical support staff in Hyperspace who might be credentialed or needs to complete clinical documentation, delegates and clinical support staff in EpicCare Link do not need provider records. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 25  2 7 User Provisioning Follow Along: Configure a User Record You have been tasked with configuring Dr. Randy's user record. He is a new physician working at a Link site, so he needs to be able to log in to EpicCare Link but not in Hyperspace. Since he works at only one Link site, he wants to be able to log in to his site's department, TRN## Badger Clinic, by default. In addition, he should be able to give or receive referrals, be scheduled with patients, authorize orders, and be granted access to patient records. 1. Log in to Classic as your Tony builder ﴾2014##﴿. 2. Click User Security on the top toolbar. 3. With Edit single user selected, search for and open your Randy physician's user record by using his ID "2011##." 4. Accept the most recent contact. 5. Expand the Hyperspace/Shared form to open the Login Settings subform. 6. Change the Default login department to your "TRN## Badger Clinic" [911099##]. By making this change, Dr. Randy's correct department will always be prepopulated whenever he logs in to EpicCare Link. 7. Expand the EpicCare form to open the Provider/Hot‐Keys subform. 8. Add your Randy physician's pre‐built provider ﴾SER﴿ record in the Link to provider field by using the ID "2011##." This links the provider record to the user record. It is Epic's recommendation that linked provider and user records have the same ID number. 9. Confirm that the Provider at login option is set to "Lock to linked provider." This setting ensures that when Dr. Randy logs in to EpicCare Link, his provider record is defaulted for all of his clinical documentation. Write It Down Why is the Provider at login option field grayed out? EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 26 ECL500v EpicCare Link  User Provisioning 2 8 You can use Site Wizard to manually link new provider users to existing provider records or automatically create new provider records. See Decide What Records to Create Along with New User and Site Accounts topic of the New Account Request and Site Wizard Setup and Support Guide. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 27  2 9 User Provisioning Follow Along: Apply a User Template for Shared Settings Other settings, such as linked role and security classifications, can be shared across multiple users. To efficiently maintain those shared settings for multiple user records, create a user template ﴾EMP﴿ record to assign to a particular group of users ﴾for example, Link physicians﴿. If you change a setting in the user template, all of the linked user records are automatically updated to reflect the change. This makes it much easier to maintain user records. In training, you will learn the following shared settings to create the appropriate EpicCare Link experience: enabling access to activities, preventing Link users from logging in to Hyperspace, and assigning the appropriate security classifications. 1. Open the Linked Templates form. 2. Replace the current linked template with your "TRN## Link Physician Template" [911000##] and make it the default. The default template determines the maximum password age, minimum password age, and authentication configuration. If a user record has only one linkable template linked to it, that template is automatically set as the default template. 3. Set the template Login Type to "Web Suite" and Apply Template. Link users with multiple templates can log into EpicCare Link even without the Web Suite login type. However, it is best practice to still include it as there could potentially be problems if there are multiple templates that are valid for EpicCare Link. 4. Open Template and Accept the most recent contact of the record. If you'd like to learn more about provisioning multiple linkable templates, read the Provision Linkable Templates to Users topic of the Using Templates to Create and Maintain User Records Setup and Support Guide. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 28 ECL500v EpicCare Link  User Provisioning 2 10 Follow Along: Configure a User Template Record Enable Access to Hyperspace Web Embedded Activities Certain activities in web applications have been migrated to Hyperspace Web. For Link users to be able to access Hyperspace‐based activities, you need to give them a role ﴾E2R﴿ record. You can assign any user role to Link users because none of the user role settings affect what Link users can do in EpicCare Link. The purpose of the user role for Link users is to ensure that they can access Hyperspace‐based activities. Epic created user role 1100000001‐Link Dashboard User in the Foundation System for this purpose. 1. Open the User Roles form. 2. In the Default user roles field, add the "Link Dashboard User" role record. Prevent Link Users from Logging into Hyperspace 1. Open the Web Suite form. You may have to scroll down on the left navigation pane. 2. Set the Healthy Planet Link, EpicCare Link, and Tapestry Link access type to "Managed". Managed access means that the user will have a limited, time‐sensitive list of patients to choose from. We will configure managed access in the next chapter. 3. Use the CTRL+CLICK keystroke to read the help text for the Community‐only user? field. Write It Down For Link users, what is the appropriate value for this field? 4. Set Community‐only user? field to "Yes". The Community‐only user? ﴾EMP 40040﴿ item determines whether a user can log in to Hyperspace. If set to Yes, a user will not be able to log in to Hyperspace. If set to No, a user can log in to all applications allowed by build. You cannot leave this field blank. It must be set to either 1‐Yes or 0‐No in order for the user to log into EpicCare Link. 5. Set the User license type to "Affiliate". This field enables you to track the type of user accessing the chart – an affiliate user or a EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 29  2 11 User Provisioning test user. Enter Affiliate unless this is a test user. Assign Web Suite and EpicCare Security Classes EpicCare Link has a dual‐layer system that consists of both Web Suite and EpicCare security classes. The combination of these two records works to define the specific activities that users in your facility can access in your web application. While many of the Web Suite security points overlap in function with the EpicCare security points, the numbers for these keys are different, and not all keys are available for both security types. Also, a few EpicCare security points, such as 1‐Patient Search/Select, are necessary for EpicCare Link but not for EpicCare Ambulatory. Depending on the security points in the Web Suite security class, a user might or might not be allowed to access certain functionality. You can define a Web Suite security class unique to each user, assign all users with a similar role to one Web Suite security class via the user template, or any other scheme. In this exercise, we will assign the Web Suite and EpicCare security classes in the user template. Once the access type is set to managed, you can now assign an appropriate Web Suite security class to the user template. 1. Enter "TRN## Link Physician" [911000##] in the Security class field in the Web Suite form. This will allow Dr. Randy to access all the activities appropriate for his role in EpicCare Link. Starting in November 2023, users lacking a web suite security class are treated as if they lack all web suite security options. In August 2023 and earlier versions, a user who is not assigned to a web suite user class can perform all of the actions available in the web application that her other application security classes allow. The "TRN## Link Physician" Web Suite security class we use in training is a duplicate of the Foundation System record "Link Physician " Web Suite security class. For a list of Foundation System security classifications, the security points they contain, and details about individual user and template records, refer to the Users and Security Matrix on Galaxy. 2. Open the EpicCare form. You may have to scroll up on the left navigation pane. 3. Enter "Link Staff with Edit" in the Default security class field. This is a Foundation System EpicCare security class that will be filtered by the "TRN## Link Physician" Web Suite security class. 4. Click Finish twice to close all open records. When you are prompted, click Save to accept the changes. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 30 ECL500v EpicCare Link  User Provisioning 2 12 You can learn more about the dual‐layer system in the Set Up Web Suite User Classes topic of the EpicCare Link and Tapestry Link Users Setup and Support Guide. Beyond the Basics: Additional Security Classifications for Link Users Security classes grant users access to functionality in EpicCare Link. In addition to the Web Suite and EpicCare security classes, users might need other security classes specified for certain features. These security classes might include ﴾but are not limited to﴿ the following: In Basket security Cadence security Referrals security Identity security Shared security Care Everywhere security Inpatient ﴾less common﴿ To view a list of security points for each of the above‐listed security types, view the Epic Security Point Dictionary on Galaxy. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 31  2 13 User Provisioning Exercise 1: Troubleshoot a Web Suite Security Class Part 1: Adjust the Security Class While testing the required build for Dr. Randy's user record, you noticed that he has no access to the Patient List activity, and he cannot search for patients. Upon consulting the Epic Security Point Dictionary on Galaxy, you find that you need to add Web Suite security points 38, 42, and 172. 1. Still logged in to Classic as your Tony builder ﴾2014##﴿, click Web Suite > Web Suite Security on the top toolbar. 2. Open the Web Suite security class assigned to Dr. Randy's user template record: "TRN## Link Physician" [911000##]. The changes made in TRN## Link Physician Web Suite security class will affect all users assigned with this record. 3. Search for security points "42" and "172" using the key phrase "patient list." 4. Toggle these security points to Yes by clicking the No button. 5. Search for security point "38" using the number. 6. Toggle this security point to Yes by clicking the No button. 7. Accept the changes. Part 2: Test Your Changes For security changes to take effect, a user needs to log out and log back in again. 1. If you are currently logged in to an active EpicCare Link session, click Log Out on the top right corner of your screen. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 32 ECL500v EpicCare Link  User Provisioning 2 14 2. Log in to EpicCare Link as your Randy Link physician ﴾2011##﴿. 3. You should be able to see the Patient List activity at the top of your screen. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 33  2 15 User Provisioning After‐Class Exercise 2: Review Provider Record Settings In this exercise, you will review some of the key items that can be configured for providers working in EpicCare Link. A Link user will need a provider record if they give or receive referrals, are scheduled with patients, can authorize orders, and should be granted access to patient records. In this exercise, you will review how you can ensure that Link providers can authorize orders. 1. Log in to Text as your Tony builder ﴾2014##﴿. 2. Open the most recent contact of Dr. Randy's provider ﴾SER﴿ record ﴾2011##﴿. Follow this path: EpicCare Link > Clinical Admin Menu > Users, Providers > Providers 3. The Provider Information screen stores demographic information about this provider and the type of provider this user is. 4. Use the SHIFT+F5 help text keystroke to explore these three items and take notes on what they control: Item Purpose Scheduling Type Ref Src Type Internal/External? 5. PAGE DOWN to the Credentials and Certifications screen. Write It Down If you want Dr. Randy's credentials to display when he documents in a patient chart, where should you define that setting? EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 34 ECL500v EpicCare Link  User Provisioning 2 16 6. Take a few minutes to review the following screenshot: Write It Down If you need to allow a Link provider to authorize orders, what setting should be set to Yes? If you need to allow a Link provider to be entered as an ordering provider for outpatient orders, what setting should be set to Yes? Depending on your specific use cases for EpicCare Link, you may find that providers need different settings in their SER record. Consider building a Provider Blueprint to quickly apply pre‐determined values to provider records. Reference the Provider/Resource ﴾SER﴿ Master File Setup and Support Guide on Galaxy for instructions on making a provider blueprint. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 35  2 17 User Provisioning Two‐Factor Authentication ﴾2FA﴿ To implement an additional layer of security when logging in, EpicCare Link can utilize two‐factor authentication ﴾2FA﴿. If your organization is using 2FA, that means Link users need to enter their ID and password to log in, in addition to a one‐time randomly generated passcode. Each time a Link user logs in, they will be sent a new randomly generated code to the activation method of their choosing. This means that even if a malicious user got a hold of someone's login ID and password, they still could not access EpicCare Link without the authentication code. EpicCare Link currently supports authentication via mobile app, third‐party SMS vendor, and email. When users log in for the first time after two‐factor authentication is enabled, they are prompted to choose their preferred authentication method. After setting up their authentication method, they will be prompted to enter the passcode sent to them. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 36 ECL500v EpicCare Link  User Provisioning 2 18 They will also receive a one‐time reset code that they can use only if they need to change how they receive passcodes. This is NOT the code they will enter the next time they attempt to log in to EpicCare Link. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 37  2 19 User Provisioning If they lose their reset code, an administrator with the appropriate security can reset two‐factor authentication settings from the Auth Settings form in the User Security activity in Classic. Administrators can also see the user's phone number or email address used for two‐factor authentication. This information might be helpful in troubleshooting why a user isn't receiving passcodes. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 38 ECL500v EpicCare Link  User Provisioning 2 20 Two‐Factor Authentication settings can be made in EpicCare Link/Tapestry Link System Definitions ﴾WSD﴿ on the Two Factor Authentication screen. Starting on November 2023, item 54000 in WSD will be automatically set to Yes to enable 2FA for EpicCare Link. Read the Use Two‐Factor Authentication in Web Applications topic in the EpicCare Link and Tapestry Link Users Setup and Support Guide for more information. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 39  2 21 User Provisioning Reviewing the Chapter Review Questions 1. True or False: Web Suite security points can filter the access provided to a user through the EpicCare security class. 2. A builder opens the Web Suite form of the User Template but finds that some fields cannot be edited. List one reason why the fields are not editable. 3. What access type do you enter in a user template to give users access only to patients with whom a relationship has been established? a. Full b. Restricted c. Secure d. Managed 4. True or False: You should intentionally leave an EpicCare Link user's role record blank to prevent them from logging in to Hyperspace. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 40 ECL500v EpicCare Link  User Provisioning 2 22 Review Key 1. True or False: Web Suite security points can filter the access provided to a user through the EpicCare security class. True. 2. A builder opens the Web Suite form of the User Template but finds that some fields cannot be edited. List one reason why the fields are not editable. The builder must first assign an Access type before they can edit the Web Suite form. 3. What access type do you enter in a user template to give users access only to patients with whom a relationship has been established? a. Full b. Restricted c. Secure d. Managed D. Managed. 4. True or False: You should intentionally leave an EpicCare Link user's role record blank to prevent them from logging in to Hyperspace. False. If the user needs access to Hyperspace web embedded activities ‐ like Patient Search and Event Settings ‐ that user will need a role record. To prevent a user from logging in to Hyperspace, enter "Yes" in the Community‐Only User field of the Web Suite form. EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 ECL500v EpicCare Link 41  2 23 User Provisioning Study Checklist Make sure you can define the following key terms: ☐ User ﴾EMP﴿ record ☐ User Template ﴾EMP﴿ record ☐ Provider ﴾SER﴿ record ☐ Role ﴾E2R﴿ record ☐ EpicCare security class ﴾ECL﴿ record ☐ EpicCare security points ☐ Web Suite security class ﴾ECL﴿ record ☐ Web Suite security points ☐ Managed access Make sure you can perform the following tasks: ☐ Configure unique settings in the user record ☐ Assign a Web Suite security class to the user template record ☐ Assign an EpicCare security class to the user template record Make sure you fully understand and can explain the following concepts: ☐ How to enable access to Hyperspace web embedded activities in EpicCare Link ☐ How to prevent Link users from logging into Hyperspace ☐ How dual classification system works in web applications like EpicCare Link ☐ How to configure provider ﴾SER﴿ records so that Link providers can be authorizing providers EpicUUID: F43E4B68-BF8F-4D44-8003-F5BA336CB1F1 42 ECL500v EpicCare Link  Managed Access 3 1 Managed Access Full vs. Managed Access 3 4 Overview of Managed Access 3 5 Managed Access Record Structure Diagram 3 6 Create User Context Value, Provider Group, and 3 7 Patient Group Instructor Demo: Create a New User Context Value 3 7 Follow Along: Build a Provider Group 3 9 Follow Along: Build a Patient Group 3 10 Follow Along: Connect Patient and Provider Groups to a User Record 3 11 Test Your Build 3 11 Exercise 1: Enable Delegate Users Managed Access to 3 12 Patient Records View Reports to Troubleshoot Managed Access 3 13 Setup New Account Request and Site Wizard Workflow 3 14 Follow Along: Submit New Account Request in EpicCare Link as Link 3 14 Site Administrator Follow Along: Approve Request in Classic as Hyperspace Administrator 3 15 Follow Along: Review Settings in the User Record Generated by Site 3 17 Wizard