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Home Blogs Blogs 7 Tips for Managing Epic Training Across Multiple Locations
Healthcare
Activation and Training
3 minutes reading

7 Tips for Managing Epic Training Across Multiple Locations

Tanya Johnson

Tanya Johnson

July 31, 2024

Managing Epic training across multiple locations can be quite a feat. From ensuring consistent delivery to overcoming logistical challenges, the process demands careful planning and execution. With the right approach, you can streamline it and ensure that all your locations are aligned.

In this post, we'll cover everything from setting up a centralized training hub to leveraging technology for seamless communication. By the end, you'll have a clear roadmap to tackle this task with confidence.


Ensuring staff proficiency in Epic is critical to providing efficient, high-quality patient care. Contact CTG to jump-start your training plan today.

Why Effective Training Management Matters

Before diving in, it's important to understand why managing Epic training effectively is crucial. Epic systems are integral to healthcare operations, facilitating everything from patient records to billing processes. Ensuring that your staff is proficient in using these systems is paramount to operational efficiency and patient care.

1. Centralize Your Training Resources 

One of the most effective ways to manage training across multiple locations is to centralize your resources. Create a comprehensive training hub that all locations can access. This hub should include: 

  • Training Manuals and Guides: Detailed documentation that covers all aspects of the Epic system. 
  • Video Tutorials: Engaging, easy-to-follow videos that help visual learners grasp complex concepts. 
  • Interactive Modules: Quizzes and simulations to test understanding and application. 

By centralizing your resources, you ensure that every team member, regardless of location, has access to the same high-quality training materials. 

2. Leverage Technology for Seamless Communication

Technology is your best friend when managing training across multiple sites. Tools like video conferencing, instant messaging, and collaborative platforms (like Microsoft Teams or Slack) can bridge the gap between locations. Here’s how you can utilize these tools: 

  • Virtual Training Sessions: Conduct live webinars and training sessions that staff from all locations can attend. 
  • Regular Check-Ins: Schedule periodic meetings to address any questions or concerns that may arise during the training. 
  • Collaborative Projects: Encourage teamwork by assigning projects that require input from staff at different locations. 
3. Assign Local Training Champions 

While centralization is key, having local champions can make a world of difference. These are individuals at each location who are highly proficient in Epic systems and can provide on-the-ground support. They can: 

  • Facilitate Training Sessions: Lead smaller, location-specific training sessions. 
  • Provide Immediate Assistance: Help colleagues troubleshoot issues in real-time. 
  • Establish Feedback Loops: Collect feedback from their location and relay it to the central training team for continuous improvement. 
4. Maintain Consistent Training Schedules 

Consistency is critical in training and can be established by incorporating a uniform training schedule that all locations follow. This schedule should outline: 

  • Training Phases: Break down the training into manageable phases (e.g., Introduction, Intermediate, Advanced). 
  • Timelines: Set clear timelines for each phase, ensuring all locations progress simultaneously. 
  • Milestones: Establish key milestones to track progress and ensure accountability.  

Explore Our Epic Training Resource Hub

Your one-stop shop for comprehensive training and activation insights and guidance from our experts


5. Foster an Open Feedback Culture 

Encourage an open feedback culture where trainees feel comfortable sharing their thoughts on the training process. Regularly gather feedback through: 

  • Surveys: Distribute anonymous surveys to gather honest opinions. 
  • Focus Groups: Organize small focus groups to dive deeper into specific issues. 
  • One-on-One Meetings: Conduct individual meetings to address personal concerns and suggestions. 
6. Address Common Challenges 

Managing Epic training across multiple locations isn’t without its hurdles. Here are a few common challenges and how to overcome them: 

  • Different Learning Paces: Staff at different locations may progress at varying speeds. Address this by providing supplementary materials for those who need extra help and advanced content for quick learners. 
  • Resource Availability: Ensure that all locations have the necessary equipment and internet access to participate in virtual training sessions. 
  • Language Barriers: If you have locations in different regions, consider providing training materials in multiple languages. 
7. Utilize External Expertise 

Leveraging external expertise can enhance your training program. Consider hiring professional trainers/consultants to provide additional insights and tailored training sessions. 

  • Focus: Trainers provide a broad range of training services, approaches, and formats for a range of departments and roles. 
  • Skills: Consultants bring a deep technical knowledge of Epic modules, experience with various healthcare settings, and strong analytical and problem-solving skills. 
  • Benefits: Trainers can address complex technical challenges, improve workflows, and help healthcare employees get the most out of their Epic system. 

Supporting Epic training across multiple locations may seem overwhelming, but with the right strategies, it’s entirely manageable. By implementing these tips, you’ll ensure a smooth and effective training process that empowers your team in using Epic systems.  

Personalized Support With CTG

A trusted partner like CTG not only has decades of experience with Epic implementations but can also support a variety of solutions including:

  • Comprehensive program strategies 
  • Training services 
  • Activation readiness 
  • Concierge services 
  • Activation support services 
  • End-to-end logistics 

Going live with an Epic implementation that meets the needs of today’s demanding digital environment is crucial to providing the highest level of care. It's a team effort and we are here to help. If you are interested in learning more, don’t hesitate to speak to one of our experts.

Tanya Johnson

Tanya Johnson

Tanya Johnson serves as CTG's Managing Director of Activation and Training Solutions, Americas. With more than 25 years’ experience in the healthcare industry, Ms. Johnson has a strong track record of managing and building solution practices. She has expertise in the full EHR lifecycle, including implementation, training, activation, clinical education and training, and value-based care. Ms. Johnson also has experience in cloud, device migration and training, and software testing (automated and crowdsourced).

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