Epic Training Validation & Registration Instructions BJC And

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Updated Jan 4, 2018
Epic Training Validation and Registration
Instructions
Epic Training Validation & Registration Instructions
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Table of Contents
Part I: Validation Portal....................................................................................................................... 3
Accessing Validation Portal ............................................................................................................................ 3
Validate Employees ....................................................................................................................................... 3
Assigning a New Epic Job Role to an Employee ............................................................................................ 4
Adding an Employee to Department or the Validation Portal .......................................................................... 6
Deleting an Employee from the Validation Portal ........................................................................................... 7
Adding an Alternate Manager in the Validation Portal .................................................................................... 8
Part II: Saba ......................................................................................................................................... 9
Accessing Saba ............................................................................................................................................. 9
The My Team Page ..................................................................................................................................... 10
Employee Registration ................................................................................................................................. 11
Provider Registration ................................................................................................................................ 12
Provider Educator Registration ............................................................................................................. 12
Non-Provider Registration ........................................................................................................................ 13
View and Select Available Class Sessions ............................................................................................... 14
Drop Registration from a Class ................................................................................................................. 15
Registering an Employee for Duplicate Classes ....................................................................................... 15
Appendix ...................................................................................................................................................... 16
Super User Registration ........................................................................................................................... 16
View Only Employees ............................................................................................................................... 16
Completing E-Learning ............................................................................................................................. 17
Epic Training Validation & Registration Instructions
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Part I: Validation Portal
Accessing Validation Portal
Open Google Chrome web browser (Google Chrome is preferred).
To access the Validation Portal, go to https://epicvalidation.carenet.org and log in with your BJC-NT.
Validate Employees
1. Select Hospital/Facility, Department, and Manager to find the employees to validate.
2. Review the Epic Job Role assigned to each employee on your list.
3. In the Verified column, select each employee whose Epic Job Role is correct.
• Select Department Verified if you would like to select and verify all employees at once.
4. Click
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Assigning a New Epic Job Role to an Employee
1. Select Hospital/Facility, Department, and Manager to find the employees to validate.
2. Click current Epic Job Role listed for employee.
3. Select Go-Live Hospital/Facility.
4. Filter Epic Job Roles by category.
5. Select Epic Job Role.
6. Click
7. In the Verified column, indicate the new Epic Job Role is verified.
8. Click
9. Within 2 business days, the employee’s curriculum will be updated in Saba by the HIP Training Team.
Saba will send an email notification to the employee’s email address in PeopleSoft/Saba confirming that
new training has been assigned to them. You may check your My Team page in Saba to verify that the
employee’s curriculum has been updated.
10. After the employee’s Saba curriculum has been updated, you (or the employee) can register for the course
date(s) and time(s) in Saba.
• Instructions for navigating Saba are located in Part II of this document.
• Click here to jump to Part II
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Epic Training Validation & Registration Instructions
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Epic Training Validation & Registration Instructions
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Adding an Employee to Department or the Validation Portal
1. Select Hospital/Facility, Department, and Manager to which the employee should be added.
2. Click
3. Verify the Hospital/Facility, Department, and Manager to which the employee should be added.
4. Type filter information to search for the employee.
5. Select the employee.
6. Click
Note: If your employee is not found, add the person to the Validation Portal, and then to your department.
• Select
• Enter employee’s information and click Save. You will be returned to your department screen.
• Click again, and search for the employee you just added to the Validation Portal.
7. Assign Epic Job Role to the employee.
• Click here to view instructions for assigning an Epic Job Role.
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Deleting an Employee from the Validation Portal
1. Select Hospital/Facility, Department, and Manager from which the employee should be deleted.
2. Click
3. Select Reason for delete.
4. Click
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Adding an Alternate Manager in the Validation Portal
1. Select Hospital/Facility, Department, and Manager to which the Alternate Manager should be added.
2. Click Add an Alternate Manager
3. Click Add Alternate Managers
4. Type Alternate Manager search criteria.
5. Click
6. Select Alternate Manger
7. Click
8. Click
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Part II: Saba
Accessing Saba
Open a Google Chrome web browser or use your desktop
Saba icon to open Saba using Chrome. Chrome should
always be used for Saba.
Those with Contractor/Administrative access cannot
access Saba using the Saba icon, and must use
Google Chrome instructions below.
To access Saba in Chrome, go to bjclearn.org and click
“Online Learning Center” at the top right corner.
BJC Employees: Choose the green “BJC EMPLOYEE ACCESS”
button and log in using your BJC-NT ID and password.
Non-BJC Employees: Choose the gray “CONTRACTOR OR
ADMIN ACCESS” button and log in using the Saba ID and
password that were provided to you. If you have not been given a
Saba ID and password, notify us at EpicProgramTraining@bjc.org.
If you have forgotten your password, contact the IS Help Desk at
314-362-4700 or email IS_CSC@bjc.org.
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The My Team Page
Click the tab at the upper left to navigate to the “My Team” page.
BJC Employees: Your My Team page is generated by Human Resources data (PeopleSoft). The Epic1 team
cannot edit the HR data on your My Team page. The employees that you are responsible for should appear
here. Employees who report to you directly are located on the page titled “Direct Team.” If you have employees
who report to you indirectly, use the drop-down menu at the top of the page to select “Alternate Team.”
Employees who are part of your Alternate Team will be listed here.
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Employee Registration
Each employee is assigned an Epic job role/curriculum in the Validation Portal. Within 1 – 2 business days of
the employee being assigned a role in the Validation Portal, the employee’s Epic training curriculum will be
assigned in Saba.
To register an employee for a class session in Saba, use the My Team page to navigate to the employee’s
Plan and click the Epic curriculum title hyperlink.
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Provider Registration
Because E-Learning modules are completed online, employees do not need to be registered for them in
advance. Providers can complete E-Learnings by following the steps in the section of these Instructions titled
Completing E-Learning.
Providers have two options available under E-Learning. All Providers are required to complete either E-
Learning or the E-Learning Test Out. If Providers have previous experience with Epic, they may test out of
completing their E-Learning by scoring 80% or higher on the test. If they score lower than 80%, they must
complete their E-Learning modules. Only one test out attempt is allowed. Providers must complete either E-
Learning or the E-Learning Test Out prior to attending their first in-person class.
All Providers need to register in advance for the section of their curriculum titled Classroom Training. Classes
numbered 100 should be completed before classes numbered 200, and so on. Two or more classes at the
same level (for example, Internal Medicine Specialty Provider - Ambulatory 100 and Internal Medicine
Specialty Provider - Inpatient 100) can be taken in any order that you prefer. Personalization Labs should be
registered for and completed after all other classes.
Provider Educator Registration
Providers who participate as Provider Educators for the Epic implementation do not need to register for or
complete E-Learning modules and classroom training in Saba. The Epic1 team will administer Provider
Educator training and mark these requirements completed. Provider Educator requirements will not be
marked complete until Super User training begins for your health service organization.
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Non-Provider Registration
Because E-Learning modules are completed online, employees do not need to be registered for them in
advance. Employees can complete E-Learnings by following the steps in the section of these Instructions titled
Completing E-Learning.
Employees need to be registered in advance for the section titled Classroom Training. Classes numbered 100
should be completed before classes numbered 200, 200 before 300, and so on. Two or more classes at the
same level (for example, Inpatient Nurse 100 and Cadence Scheduling 100) can be taken in any order that you
prefer.
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View and Select Available Class Sessions
From the employee’s curriculum, select the “View classes” button located to the right of the course that you
would like to register the employee for. Review available classes.
You can use the “Start date” and “Location” filters at the upper left to select a specific class date or location.
After you have selected the desired date/location, click the “Apply filters” button to see only the classes that
you specify.
Use the blue “Enroll” button to select the class with the date and time appropriate for this employee. You will
see a pop-up window confirming that the employee has been registered for the class that you selected.
Repeat this process for each of the employee’s classes until all training requirements show as “Registered” on
their Epic curriculum page.
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Drop Registration from a Class
Though an employee has been registered for a particular class session, it is possible to drop the registration
and pick another class date and time. To drop a class session for an employee, find the title of the course that
needs to be rescheduled in the employee’s curriculum. Next, click the drop-down arrow next to “View
Summary.”
In the drop-down menu, select “Drop.” After this class has been dropped, make sure to register this employee
for a new class session at the desired date and time.
Make note of any of this employee’s other classes that may also need to be rescheduled. For example, this
employee is registered for Inpatient Nurse 200 class, and Inpatient Nurse 200 must be completed after
Inpatient Nurse 100. Verify that this employee’s Inpatient Nurse 200 class does not also need to be dropped
and rescheduled by clicking “View Summary” to review the selected Inpatient Nurse 200 class date and time.
Registering an Employee for Duplicate Classes
Epic classes have been configured so employees can only register for one class session for each of their
classroom training requirements. For example, I cannot register my employee, Robert, for two class sessions
of Inpatient Nurse 100 at different dates and times. Robert is only required to attend Inpatient Nurse 100 class
one time, and cannot hold two seats in two separate classes. Holding two seats would prevent another
employee from attending class. To change the date of Robert’s registration, I must first drop his selected
Inpatient Nurse 100 class and then register him for another class session.
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Appendix
Super User Registration
Super User classes are not available in Saba until the employee has been assigned a Super User role in the
Validation Portal. When the appropriate Super User role has been assigned, employees will then be able to
use Saba to register for classes held during the Super User training period.
Super Users should attend classes during the Super User training period for all of the classes that they will be
a Super User for. Each Super User class contains the phrase “Super User” in the course title. Super Users
should attend any other required training classes during end user training.
If you are a Super User, but have not been assigned a role containing Super User classes in the Validation
Portal, contact us at EpicProgramTraining@bjc.org and/or EpicSuperUser@bjc.org.
Allow 1 – 2 business days for the Epic1 team to update new Super Users.
View Only Employees
Employees who view Epic but do not document in the EMR will be required to complete E-Learning modules, and may
also have in-person classroom training to complete.
This includes the following job roles:
• HIM View Only User
• Retail Pharmacist
• View Only - Clinical
• View Only – Soarian
• View Only Research
Coordinator
• View Only-Legal Services
• View Only-Radiology
Updated Jan 4, 2018
Completing E-Learning
As a reminder, make sure to launch Saba by using the Saba desktop icon or
your Google Chrome browser. E-Learning completion may be lost if using any
other web browser.
To complete E-Learning, find the module that you would like to complete and click the “View Classes”
button.
For each E-Learning, there will only be one “class” to select. Click the “Enroll” button.
After these two steps are completed, the E-Learning module will load for you to view and complete.
E-Learning modules can be started and stopped at any time, and Saba will remember where you last
stopped watching. If interrupted, you can pause or exit and restart from the same place.

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