Integration Guide: Epic in-app training with uPerform

October 26, 2022
by Jordan Edwards

Blog PostHealthcarePhysician working on laptop with uPerform's Epic in-app training content accessible via F1 Help on screen

Take your Epic® software training to the next level with learning in the flow of work. Available in Epic Connection Hub, uPerform is a just-in-time training and support platform that provides users with customized Epic in-app training materials. With multiple Epic integration point options, uPerform provides users with easy access to support materials specific to their role and Epic workflow.

This overview provides a general synopsis of uPerform’s multiple Epic integration points, the personnel and resources required for integrating uPerform with Epic, and the stages of the Epic integration implementation process. For more information on how uPerform integrates with Epic, contact our technical success team.

Why should you offer Epic in-app training opportunities?

Epic is an invaluable tool for clinicians. Unfortunately, it is also a source of frustration and burnout. KLAS Research data suggests the most effective strategy for improving their EHR experience and satisfaction is offering quality initial and ongoing training. uPerform makes it easier for training teams to create quality training content and deliver it to end users when and where they need it.

uPerform’s integration with Epic helps clinicians:

  • Save time searching for help and get back to patient care
  • Feel empowered to solve problems in Epic without peer or help desk support
  • Stay up to date with Epic upgrades and rollouts
  • Feel more satisfied with their Epic implementation and training experience

uPerform provides Epic users with a centralized repository for all learning content. With uPerform, Epic users gain access to role-based learning materials specific to their workflow via their Epic login, eliminating the need for additional usernames passwords.  Depending on your chosen Epic integration configuration, users can access learning materials via contextual links in their workflow or by searching the Learning Library.

How does uPerform integrate with Epic?

uPerform offers multiple Epic integration points where a button or link can be embedded to provide users with easy access to learning content. This overview covers the different locations within Epic where a uPerform button or link can be added and made accessible to end-users.

Epic Main Menu Toolbar integration

Epic screen mock up showing location of Epic in-app training access via uPerform user toolbar button

The first integration we provide is located on the Epic main menu toolbar. We add a menu button, which directs users to role-based content at the top of the uPerform Learning Library. In this first phase, we introduce end-users to uPerform and build familiarity of the tool by branding your learning library and offering a central location for help materials inside Epic. Our team supports your rollout and builds awareness by sharing a marketing plan and tools to help you communicate throughout your organization.

Epic F1 Help Learning Library Dashboard

Epic screen mock-up showing the ways in which uPErform can integrate with Epic F1 help to provide Epic in-app training opportunities

Epic offers the ability to integrate uPerform in the F1 command and when an end-user searches for ‘help’ in Epic. When an end-user activates either of these options, Epic launches a dashboard component that can be customized to include links to content from the Learning Library. Types of links include keyword searches, specific folders or content, and a link to the top of the Learning Library.

Regardless of what link is used, users will only see content that is relevant to their specific role and workflow. The F1 integration provides users additional access points to learning materials, helping drive adoption and use of the system.

uPerform’s Epic F1 integration also brings value to training teams. Using uPerform to manage learning content can also eliminate the need for, and maintenance of, Learning Home Dashboards (LHD). Traditionally, maintaining LHDs requires updating individual links when content has been changed or updated. With uPerform, F1 dashboard links always direct to the most recent content version, eliminating the need to update links individually. 

Epic Workflow Integrations

Epic screen mockup showing the various locations within Epic navigators, activities, and workflows that a uPerform integration can be built, providing users with Epic in-app training access

To provide a seamless learning experience, uPerform can be used to embed launch points throughout Epic to promote learning within user workflows. If users are struggling with a particular task or workflow or are engaging with a new one for the first time, placing content at the point of need helps them find relevant help quickly, so they can get back to the task at hand. This level of integration provides users with content that is specific to their role and their location in Epic.

Workflow-specific launch points can be embedded in the following locations within Epic:

  • Navigators / Narrators
  • Menu buttons
  • Flowsheets
  • Print Groups
  • Report Columns
  • Various areas where activities can be references

Please submit a ticket in the Intelligence Hub to consult your uPerform Onboarding & Enablement lead for a discovery session to explore workflow specific integrations.

Embedding learning materials in the flow of work requires additional steps to implement compared to basic main menu or F1 integrations. However, it also provides the most value by driving user engagement and making it easier for users to find the help they are looking for. For example, when M Health Fairview embedded help content in their eConsent navigator tool, user engagement with the tool increased from 7% to 87%.

Building a team of implementation experts

As with any technical implementation, you will want a team dedicated to the success of your uPerform integration with Epic. This team will consist of uPerform team members, members from your organization and members from the Epic team.

Your uPerform integration team

Throughout your uPerform implementation you will have a dedicated onboarding team to ensure you get the most out of your new Epic training platform. Your onboarding team will ensure your integration process runs smoothly and on time and will provide product support and onboarding assistance  throughout. 

After the initial uPerform for Epic implementation has been rolled out successfully, our team remains in touch with you by organizing periodic checkpoint discussions. We evaluate your uPerform configuration quarterly by reviewing reports and analytics to determine what’s working and what’s not. We provide recommendations to help improve the adoption of uPerform across your organization while identifying opportunities to evolve and expand your program over time.

Your internal implementation team

To ensure a successful implementation, we suggest identifying the following roles from within your organization (note some roles may be combined based on your current team structure):  

Program owner: Plays the role of business owner, contract owner, executive sponsor and works to obtain internal buy-in and help drive adoption of uPerform by end users. 

uPerform champion: Provides the vision and strategy of the uPerform program. 

Project manager: Tracks and reports implementation progress. 

uPerform functional administrators: Serve as primary point of contact, decision-makers regarding implementation, define project requirements. May include the project manager. 

Curriculum designers: Responsible for content creation standards and Learning Library site design. May include the uPerform functional administrators or uPerform authors. 

IT administrators: Tasked with identity management/SAML single sign on (SSO), Windows / Desktop management and Citrix or VMWare administration/virtual environments. 

uPerform authors: Develop and/or curate training materials.

Your Epic implementation team

You will also need to coordinate with members of your Epic team throughout your implementation process. These roles include: 

Epic analysts: Responsible for build changes for help integration points, Epic change control, and Epic Data Courier management. 

Epic Interconnect administrator: Sets up initial configuration of the Epic Interconnect server to support seamless access to uPerform from within Epic via SMART on FHIR.  

Epic technical services: Provides technical support and troubleshooting as needed.

Stages of your Epic implementation

Once you’ve established your implementation team, it’s time to start the process of integrating uPerform with Epic. The entire integration process consists of four stages – Strategy & Planning, Technical Implementation, Training & Enablement, and Content Creation & Curation – that provide a roadmap leading to the successful configuration and use of uPerform in Epic.  

The timeline associated with each of these stages may overlap and may vary based on your organization’s strategies, customized project plan, and any change control requirements or approval processes your organization may require as part of the integration. The overall implementation process typically takes between 4-6 months, but this will vary by organization. Your onboarding team will guide you and your team through each of these stages.

Diagram showing the implementation overview, with overlapping timelines for strategy and planning, technical implementation, and training enablement.

Strategy & Planning (5-6 hours)

During the Strategy & Planning stage, the uPerform team meets with your organization’s key stakeholders one to two times per week to develop and manage a project plan that outlines roles, tasks and target dates associated with the rollout.

Introduction & kick-off (1 hour)Your Epic introduction & kick-off meeting will include all key stakeholders from your organization detailed above. It typically includes an overview of subsequent stages and identification of resources and timing for follow-up sessions.  

Branding and customization meeting (1 hour) – uPerform can be customized to match your organization’s branding, creating a seamless user experience for users. During the branding and customization meeting, the uPerform team will meet with your training and project management teams to provide a complete overview of the different customization options available for the website and uPerform content. 

Content strategy meeting (1 hour) – During the content strategy meeting, your team will work with your uPerform onboarding team to align on overall strategies for content and curation. Here you will identify which content will have to be created and which existing content you will repurpose. It’s also important  to establish content creation and management guidelines. 

Group strategy meeting (1 hour) – The group strategy meeting will provide an overview of how the uPerform groups control what content is presented to which users. During the session, we will leverage the current Epic User report to begin designating the group strategy, while also illustrating the steps needed to build the groups within uPerform. One-on-one follow-up sessions usually follow with specific Principal Trainers (PT) staff.  

Epic integration strategy meeting (1 hour)The uPerform Onboarding and Enablement Lead (OEL) will present available uPerform integrations within Epic and share what has been effective for other healthcare systems. The most common integrations have been outlined in this article. Once integrations and launch points have been determined, uPerform will schedule follow-up sessions to assist the individual builders with completing the integrations.

Technical implementation (4-6 hours)

Once the Strategy & Planning stage is underway, the Technical Implementation stage can begin. First, we get your uPerform functional administrators and authors set up with the tools they’ll be using to create and manage content. Next, we set up the technical handshakes needed between systems to make it easy for your users to access uPerform help content that’s relevant to them based on their role, department, or specialty.

The uPerform team provides documented technical requirements, including our recommendations based on our experience with other healthcare clients, to successfully complete the various technical implementations needed. 

uPerform technical kick-off (1 hour)During this session, the uPerform team will provide a brief demonstration of uPerform, followed by a review of the technical elements to make the project a success. We’ll review specific actions that will be needed from the technical teams along with anticipated time needed. 

Client install working sessions (1 hour per session)The next step in the Technical Implementation stage is installing the uPerform client. For clients using Epic Hyperspace, uPerform is co-located with Epic Hyperspace on the local desktop PCs of each author.  

User management session (1 hour per session) – Once the client is installed, it’s time to begin setting up the user management preferences. This will determine how different users are able to access different pieces of content. We will also outline how uPerform integrates with Epic using Epic SSO, providing end-users with seamless access to uPerform from their Epic workflows. 

Epic SMART on FHIR working session (1-2 hours) – In the Epic SMART on FHIR working session, uPerform will work with your team to establish an Epic SSO connection, providing end users with a seamless transition from Epic to learning content and back again. We recommend setting up first in a non-production environment and then establishing the connection on the production instance.   

LMS integration (1 hour) – uPerform can work with your existing Learning Management System (LMS) to provide learners with a more comprehensive learning experience and reduce the time spent by the training team managing the content. In this session, we will perform initial integration tests and validate the integration between uPerform and your LMS.

Training & Enablement (12+ hours)

Ensuring your uPerform content authors and administrators are prepared to leverage uPerform’s features is an integral part of preparing for launch. Your uPerform team will train your content creators and administrators during the implementation process. The standard training program includes three required training sessions and one optional session. Additional training sessions can be scheduled upon request or as needed. 

Author Enablement | docs/Sims (4 hours) – The first training includes training your content creators and managers on how to create and manage documents and simulations using the uPerform software. The initial training can take up to four hours. Additional training sessions can be scheduled ad hoc. 

Admin Enablement | first session (2-3 hours) – The next training will prepare your administrators to set up the uPerform website, setting up roles and accounts for authors and administrators, and establishing a document and folder structure for your Learning Library. 

Author Enablement | courses (4 hours) – If you plan to use uPerform to create eLearning courses, we will schedule a four-hour training session to train your content authors on how to build courses. 

Admin Enablement | second session (2-3 hours) – The second Admin Enablement session will prepare your administrators for content administration and maintenance, publishing, and running reports. 

For additional help with uPerform, tune into the uPerform How-To series on YouTube. 

Content Creation and Curation

Before your uPerform launch, your training team will need to create and curate learning materials and upload them into the uPerform Management Center. The Management Center will serve as your central repository for all learning content, whether it is created in uPerform or elsewhere. In addition to uPerform-generated content, uPerform supports the following formats:

  • Captivate and Storyline content 
  • Microsoft Office files 
  • LMS courses 
  • Videos
  • PDFs
  • Web Links
  • And more… 

Watch our video uPerform How-to Series: Adding Managed Documents for a demonstration on uploading content to uPerform. 

We recommend providing you and your team with 2-3 months for content creation and curation before your planned go-live.

Launch Communication Plan

As you prepare for your uPerform Epic integration launch, you will need to promote the tool internally to drive adoption. uPerform can help! Our team provides several promotional materials customized to your implementation including flyers, emails, tip sheets, and an overview video. 

Learn more about Epic in-app training with uPerform

Looking for ways to take your Epic training to the next level? Contact us today to learn more about how uPerform’s Epic integrations can deliver in-app learning opportunities to your clinicians that are specific to their role, workflow and current task. Reduce time spent in training and searching for help by supporting your clinicians with ongoing training and learning opportunities when and where they need it most.

Epic is a trademark or registered trademark of Epic Systems Corporation.