Trainers gear up for February Epic ‘go lives’

You can make it easier by understanding the process

Staff are gathered for an Epic training session this year.

Planning and training sessions are in full swing for physicians and staff in practices that are gearing up for simultaneous go-lives in early February 2013 in many clinical practices and at Yale-New Haven Hospital.

“Implementing the Epic electronic medical record (EMR) involves big changes in the way we do business. We think being familiar with the entire process will enable everyone to participate more effectively,” said Tracey Waller, training manager for the Epic project team.

Whether you are a physician or a staff member, Epic training in particular features three fundamental components:

  • E-Learning before each course
  • Classroom teaching
  • After-class practice

“These give you a solid foundation in the application and get you ready to use Epic effectively,” said Waller, adding that ample training upfront will make the process smoother. “Epic works—our experience over the past year proves that the system is designed to make you successful and, in the end, will enhance your practice and ensure better patient care.”

When you’re ready to sign up for training

Physicians may register for training themselves by calling 203-200-Epic (3742), or they can ask a designated manager or administrator in their area to do it for them.

If you are a staff member in a practice that will be going live in February, talk to your practice manager or administrator. Each practice has been encouraged to designate someone who is familiar with the schedules of staff on their team to manage registration. Your practice manager or designated administrator will register you for the proper courses on Skillport.

Sign up for all classes closes on Friday, Nov. 9. Training will begin in early November for “Super Users,” who have trained to help in the weeks after go-live by answering questions and troubleshooting, followed by regular training for all end-users beginning in late November.

Guidebook covers what to expect

You can also check out the Epic project team’s guide book, “What to Expect with Epic,” which breaks implementation down into nine important steps, and includes information about specialized training by role, whether you are a physician, surgeon, nurse, medical assistant, scheduler or other member of the team. You will need to enter your Yale user ID and password to access the guide book on the Yale Epic Ambulatory website.

For practices that are starting their training, Waller and the Epic team answered some questions that typically come up.

How is the Epic curriculum set up?

The curriculum is a blended approach that combines e-learning assignments with traditional classroom instruction and plenty of after class practice. This grid breaks down the three major sections of Project Epic training and briefly explains why each area/element is important to your training.

E-Learning Class Instructor-led Class Playground After Class Practice
About: Each e-learning class is between 5 to 20 minutes. Users will be assigned multiple e-learning activities. Courses average between 2 to 6 hours in length. A post-training environment to practice your new computer skills.
How you are trained: Web-based presentations and hands-on activities to prepare you for instructor-led class Computer-based training taught by trained Epic instructors. Interactive environment allows users to ask questions and learn a variety of Epic workflows needed for your go-live date. Self-navigate the system, using Playground scenarios provided in class, and run back through examples from your class curriculum.
Why it’s important: Great introduction to the system prior to classroom training Live presentation coupled with hands-on exercises. Practice here will better prepare you for the go-live.

How do I register for training?

Whether you are a physician ready to sign up, or manager responsible for signing up staff, registration is now available through any of the three sites below:

How do I decide which courses I should take?

Epic Training offers distinct courses depending upon your role. The curriculum is designed to help you enhance your knowledge and proficiency with the EMR system. You can also find information on courses in the guide book, “What to Expect with Epic.”

Where can I get more help signing up or deciding which courses to register for?

  • If you are responsible for registration and having difficulty with Skillport, call: 855-216-6216. 
  • Registration for training requires a special User ID and password that is different from your Yale Net ID and password. If you are having difficulty with a User ID and password, please call:
    • The Help Desk at 203-502-4357 
    • Physicians who are registering themselves and managers who may need a list of User ID's for their departments or sections can call 203-200-Epic (3742).
  • If you are having difficulty understanding which classes to register for, e-mail:

Where will I go for training classes?

A majority of the training classes will take place at 300 George Street in New Haven. Most of the physician classes will take place on campus. Additional locations may be identified as we get closer to go-live.

When will training take place for practices going live in February 2013?

Epic classroom instruction for physicians and staff begins in late November. Registration for classes will close on Friday, Nov. 9. Before each of your courses, remember to complete the e-learning assignments associated with each course. These online lessons are the underpinning for classroom instruction.

What if I can’t find a class scheduled when I need it or where I need it?

With more than 3,000 courses held during various times of the day, you should be able to find one that works for you. If you have a problem, please speak with your manager, who can work with the training team.

Will I be able to practice what I learn before we actually go live with Epic?

Yes. After you complete your training requirements, you'll have access to a “playground” or practice environment. Here you will use materials provided in class to practice skills and tasks learned in the classroom prior to go-live.