Do I have to attend training? If you will need to access or document in the Epic electronic health record, training is required. You will only be able to complete your job duties in Epic after completing training and being granted the appropriate level of access. There is not a test out option for classroom training.

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How will I receive access to Epic? Your Epic job role describes the level of access/security and training you will need for go-live. Once your Epic job role has been validated by your manager, you can access Saba, BJC’s online learning center, to register for Epic training classes and review required eLearning modules. At go-live, those who completed their Epic training will receive the appropriate Epic access. If you do not attend all assigned classroom training for your job role you will not have Epic access at go-live.

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How will non-employees and contractors receive Epic training and access? Department managers should use the Epic Validation Portal to add non-employees and contractors by providing their BJC-NT information. Further instruction on how to use the Epic Validation Portal will be provided when validation and registration begins for your organization. After adding non-employees and contractors to the Validation Portal and assigning an Epic job role, the Epic Training Team will request they receive Saba access. Being granted Saba access can take several business days. Managers will be sent Saba login information via email when access has been granted to non-employees and contractors who were validated. Once non-employees and contractors have been validated for Epic job roles and have been granted access to Saba, they can register for Epic training classes and review required eLearning modules. At go-live, those who have completed their Epic training will receive Epic access.

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I think my training course requirements are incorrect in Saba. What should I do? The Epic training course requirements that are listed for you in Saba were assigned by your department manager in the Validation Portal. Contact your department manager to discuss the Epic job role that is appropriate for you. If needed, your manager can visit the Validation Portal to change the Epic job role that has been chosen for you. Please allow two business days for the Epic Training Team to make corresponding changes in Saba after changes are made in the Validation Portal. If you choose not to attend assigned training part of your role you will not have Epic access at go-live.

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I need an extra class that's not listed for me. The Epic training course requirements that are listed for you in Saba were assigned by your department manager in the Validation Portal. Contact your department manager to discuss any additional training. If needed, your manager can visit the Validation Portal to change your Epic job role. If a new Epic job role is needed for your department but is not currently available in the Validation Portal, contact us at EpicProgramTraining@bjc.org. Please allow two business days for the Epic Training Team to make corresponding changes in Saba after changes are made in the Validation Portal.

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My manager no longer wants me to complete the training that has been assigned to me. What should I do? The Epic training course requirements that are listed for you in Saba were assigned by your department manager in the Validation Portal. To change your required training, your manager should visit the Validation Portal and change the Epic job role that has been chosen for you. Please allow two business days for the Epic Training Team to make corresponding changes in Saba after changes are made in the Validation Portal. If you choose not to attend assigned training part of your role you will not have Epic access at go-live.

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I think I'm registered for the wrong classes. What should I do? If you have concerns about specific class dates and times you are registered for in Saba, please consult your department manager to ensure you are able to drop your existing class selections and choose different dates and times that do not disrupt the department schedule. To reschedule, log in to Saba to drop your existing class selections and register for the training classes that work best for you and your department.

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My manager is on vacation, and I need to change my Epic job role or training curriculum. What should I do? Your Epic job role and Epic training curriculum were assigned by your department manager in the Validation Portal. Your department manager may have designated an alternate manager who has access to change your required training in the Validation Portal. Contact us at EpicProgramTraining@bjc.org to find out if your department has an alternate manager designated who can help.

Where can I find answers regarding Epic training? First review the Training page on epic1.org . If your question is not answered, please send training-related questions to EpicProgramTraining@bjc.org. For general program questions, please email EpicProgram@bjc.org.

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I will be on vacation or leave during the designated training time. How will I receive training? If it is not possible to attend training due to vacation or leave, you will still need to attend training prior to go-live in order to receive access to Epic. Please ask your manager to email EpicProgramTraining@bjc.org to request an exception so Epic training is scheduled upon return to work.

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I have a disability. How can I request accommodations for training? If you have a disability, please email EpicProgramTraining@bjc.org to request accommodations.

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How will specialty training be offered? Epic training courses are designed to mirror the level of access and the skill set an employee needs to complete their job duties. Employees will be assigned to courses based on specialty. More information regarding the details of training requirements will be available when class registration begins at each facility.

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How will staff with dual roles get training? Staff with dual roles will be identified by managers when they validate each employee’s role and access needed, prior to training registration. Training and access will be unique to each employee’s role.

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Will employee training be at the same time as provider training? Yes, Epic training classes for all employees will be offered concurrently. However, because clinical staff, non-clinical staff, and providers have specific training requirements based on their different roles, they will attend different classes. 

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How is training attendance verified? We will be using the learning management systems at BJC and Washington University School of Medicine to register, track, and verify completion of all training and assessments.

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What is the playground practice environment?  The “playground” is a simulation of BJC and Washington University’s future-state Epic electronic health record system. Employees may practice their skills in this practice environment prior to go-live. The playground contains fictitious patient data users can use for practice. Further details regarding the playground are available during classroom training. 

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How will I charge my non-exempt staff time when they attend training? Payment for non-exempt staff who attend training will be charged to the Epic Program, and staff will code time spent attending training to the Epic cost center.  Cost centers will be set up for each health service organization to report and track time spent on Epic training. This training time/cost will not impact the HSO’s operating budget. Training time/cost will be tracked at the BJC level.

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Will I be reimbursed for driving to class? BJC and Washington University will reimburse mileage for all employees driving to instructor-led training classes off site. Reimbursed mileage will be calculated from the employee’s work location to the training location. Epic training mileage should be submitted using the Epic cost center.

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What is the dress code? Follow the normal dress code of your organization when attending training classes. If you will be returning to your workplace after attending training, please dress accordingly. Note: Because temperature can vary in training spaces, employees should plan to dress in layers.

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Can I bring my children to my in-person training class? Children and other non-employees are not permitted in Epic training classes. Due to protocols regarding minors in BJC and Washington University workplaces, employees should make appropriate childcare arrangements for the time that they will spend in Epic training.

How will scanning be addressed in training? General document scanning is addressed in training when appropriate for the employee’s role. However, there is dedicated scanning training for employees who complete large batch scanning, such as scanning multiple patient records and documents in large quantity. If you have questions regarding employees who may require training for large batch scanning, contact us at EpicProgramTraining@bjc.org.

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What times/days of the week will training classes be offered? Classes are offered daily between the hours of 6 a.m. – 10 p.m. Classes may also be offered Monday – Saturday.

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How long will my classroom training take and how many classes will I need to attend? The total length of training and number of training classes or E-Learning modules will vary based on each employee’s role and level of access in Epic. More information regarding training requirements will be available when class registration begins for your health service organization.

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Will training be done all at once or over multiple days? Epic training requirements will vary based on each employee’s role and level of access in Epic. For some roles, employees may need to attend multiple training class sessions over multiple days. When possible, the Epic training team will provide options for both:

  • Employees who would prefer to attend full-day training classes depending on department scheduling
  • Employees who would prefer to attend partial-day training classes depending on department scheduling

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Will classroom training be required for both clinical and non-clinical staff? Yes, Epic training will be required for clinical and non-clinical employees. Training will be required for any employee who will access or document in the Epic electronic health record.

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If I have Epic experience do I need to attend any training? Yes. Providers can test our of e-learnings, Classroom training is required for all staff need Epic access. There is not test out option for classroom training.

How can I register for training?

Communicate with your department manager to ensure you register for training classes at dates and times that do not disrupt the department schedule. To register for training, access the Saba Online Learning Center by using the Saba desktop icon or your Google Chrome browser. Begin registering for Epic classes from either the Saba home page or your Me page (1). Both pages display the blue hyperlink for the title of your Epic training curriculum (2). Click on the blue hyperlink.

Clicking the blue hyperlink title of your Epic training curriculum will take you to your Epic curriculum page, where you can view your Epic training requirements. To register for a class, find the class title under the heading “Classroom Training” and select the button on the right that says “View classes.” This button will allow you to view and register for each training class individually.

Do not click on the blue hyperlink on the left side of the page that lists the title of your course requirement. This link will not allow you to register or enroll in a class.

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Do I have to take these classes in order?

Yes. Instructor-led training classes must be completed in numerical order. 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, Nurse 100 and Front Desk 100) can be taken in any order that you prefer. The Epic class schedule is structured to make it easy for you to select classes in the correct order. If you have questions regarding the order classes should be completed, contact us at EpicProgramTraining@bjc.org.

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My manager told me to pick a class date and time, but I can’t find it in Saba.

Full classes with no available seats will not display in Saba when you select “View classes.” Epic training class registration is first come, first served. There are no waitlists because managers and employees must work together to plan for proper department coverage. All employees must complete Epic training requirements in order to receive access to Epic at go-live, so it is best to find another class date and time that works for you and your department schedule.


If you believe a class is not full and should display in Saba, contact us at EpicProgramTraining@bjc.org so we may assist you.

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How can I reschedule a training class that I am registered to take?

Although you are 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, begin on your Epic curriculum page.

Next, find the title of the class that needs to be rescheduled and 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 for a new class session at the desired date and time. To see your class options, select the “View classes” button, which will re-appear after your current class has been dropped.

Make note of any other classes that may also need to be rescheduled. For example, you may also be registered for Nurse 200 class, and Nurse 200 must be completed after Nurse 100.

Verify your other classes do not need to be dropped and rescheduled by clicking “View Summary” to review the selected class date and time.

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I received registration confirmations for multiple class sessions. Which class am I really registered for?

To review your class registrations, begin on your Epic curriculum page.

Next, find the title of the class that you would like to review and click the button that says “View Summary.”

This will display a pop-up box which contains the date and time of the class you are registered for.

Note: To reschedule and select another class registration, you first need to drop this class.

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I don’t know how to register for classes. Can someone help me?

If you have difficulty using the Saba online learning center to register for classes, troubleshoot by referencing the registration instructions distributed by your organization. If you have remaining questions and would like additional assistance, contact us at EpicProgramTraining@bjc.org.

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When will E-Learning modules be available? E-Learning modules will be available when class schedules are released for your health service organization. However, the Epic training team recommends completing your E-Learning prerequisites no earlier than a month prior to your in-person classroom training session. Prerequisites are based on each employee’s role and level of access needed in Epic. Note if you choose to complete E-Learning prerequisites more than a month prior to your class date, you should plan to refresh your memory by repeating E-Learning modules shortly before attending in-person classroom training.

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Are e-learning courses required? Provider e-learning completion is required. For all BJC and Washington University employees, it is expected you will complete e-learning courses prior to attending instructor-led training.

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How can I find out which E-Learning modules I need to complete? E-learning modules will vary based on each employee’s role and level of access in Epic. More information regarding training requirements will be available when class registration begins for your health service organization.

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How will eLearning completion be tracked? 

E-learning completion is tracked in Saba, BJC’s Online Learning Center.

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How can I view eLearning modules?

  • Find the eLearning module you want to complete and click the "View Classes" button.

  • For each eLearning, there will only be one class to select. Click the green "Enroll" button.

  • The eLearning module will load for you to view and complete. E-learning modules can be stopped by pausing and exiting the viewing window. You may return later to the same place where you stopped watching.

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How can I become a Credentialed Trainer?  Credentialed Trainer position openings are posted internally through both BJC (#1154164) and Washington University (#35006).  Follow BJC or Washington University policy for internal job application submissions when applying. Please note hiring for Credentialed Trainer positions will occur in waves as additional staffing is needed. Applicants may receive requests for interviews several weeks after submitting an application.

What can Providers personalize in Epic?

  • Note templates
  • Order sets
  • Preference lists, macros
  • Smartphrases
  • Toolbar/navigators can be personalized in Epic.

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What are personalization labs?

  • Required for Epic access
  • Available four weeks prior to go-live and two weeks post-live
  • 3:1 ratio
  • Providers log in to Production (PRD) to test Epic access
  • Physicians personalize Epic (Note templates, Order Sets, etc.) in PRD
  • Can continue to personalize in PRD until go-live
  • Can test patients in Playground (PLY) only

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Personalization labs are not:

  • Cannot sign orders or Notes in Production. All practice on test patients must be completed in Playground (PLY) only
  • Workflow is not covered
  • Ratio is not 1:1
  • Providers cannot sign notes/orders in Epic until go-live

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How to prepare for personalization labs?

Bring frequently used note templates and macros with to personalization labs for creation in Epic.

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Will training requirements be different for BJC Medical Group Private and Purchase Service Agreement (PSA) offices? No, training requirements will be the same for BJC Medical Group Private and Purchase Service Agreement (PSA) offices.

For Training questions

call 314 273-4000