Key Responsibilities and Required Skills for an Epic Trainer

🎯 Role Definition

As an Epic Trainer, you are the crucial link between powerful healthcare technology and the dedicated professionals who use it to care for patients. You are an educator, a problem-solver, and a technology evangelist, responsible for empowering clinical and administrative staff to use the Epic Electronic Health Record (EHR) system efficiently and effectively. Your work directly impacts user adoption, workflow optimization, and ultimately, the quality of patient care. This role requires a unique blend of technical expertise, instructional design prowess, and exceptional communication skills to translate complex system functionalities into easy-to-understand concepts for a diverse audience.

📈 Career Progression

Typical Career Path

Entry Point From:

Clinical Roles (e.g., Registered Nurse, Medical Assistant, Pharmacist, Lab Tech) with "Super User" experience.
IT Help Desk or Application Support Analyst roles within a healthcare organization.
Corporate Trainer or Instructional Designer from another industry looking to specialize in healthcare IT.

Advancement To:

Senior or Lead Epic Trainer, managing a team of trainers and curriculum strategy.
Epic Principal Trainer or Instructional Designer, focusing on high-level curriculum design and project management.
Epic Application Analyst or Builder, transitioning from training the system to configuring and maintaining it.

Lateral Moves:

Clinical Informatics Specialist, bridging the gap between clinical practice and IT systems.
Healthcare IT Project Manager, overseeing EHR implementations and upgrades.
EHR Optimization Consultant, advising healthcare organizations on best practices.

Core Responsibilities

Primary Functions

Design, develop, and maintain comprehensive and engaging training materials for various Epic applications, including instructor-led manuals, e-learning modules, quick-reference guides, and competency assessments.
Deliver high-quality, role-based classroom and virtual training sessions to a diverse audience of physicians, nurses, technicians, and administrative staff, ensuring knowledge transfer and user proficiency.
Obtain and maintain credentialed status in assigned Epic applications, staying current with all new version releases, enhancements, and system updates.
Provide critical at-the-elbow and remote support for end-users during go-live events, system upgrades, and day-to-day operations, troubleshooting issues in real-time and reinforcing best-practice workflows.
Collaborate closely with Epic Application Analysts and clinical leadership to understand and translate workflow decisions and system configurations into effective training content.
Administer proficiency assessments and class evaluations to measure training effectiveness, and adapt training methods and materials based on feedback and performance data.
Manage and maintain the Epic training environment (Master Train environment), ensuring it accurately mirrors the production environment and is prepared for all training sessions.
Develop and manage role-based training schedules, class rosters, and logistics using a Learning Management System (LMS) to ensure all users receive appropriate training.
Participate in workflow validation sessions and system testing to identify potential training gaps or usability challenges before implementation.
Act as a subject matter expert for assigned Epic modules, providing ongoing support and knowledge sharing for the help desk and other support teams.
Conduct needs analyses by observing end-user workflows and meeting with department managers to identify specific training needs and opportunities for improvement.
Create and manage a repository of training resources, ensuring all materials are up-to-date, easily accessible, and compliant with organizational standards.
Provide personalized, one-on-one training and remediation for users who require additional assistance to achieve proficiency.
Develop and deliver specialized training programs for new hires, system upgrades, and the rollout of new Epic modules or functionalities.
Generate regular status reports on training progress, completion rates, and assessment scores for project leadership and department managers.
Facilitate "train-the-trainer" programs to build a network of departmental super-users who can provide first-level support to their peers.
Assist in the development of communication plans and materials to inform end-users about upcoming system changes, training schedules, and tips for efficient system use.
Support the user security and access process by helping to map user roles to appropriate training tracks and system permissions.
Revise and update all training materials to reflect changes made during system build and ongoing optimization efforts.
Serve as a positive change agent, promoting the benefits of the Epic system and helping users overcome resistance to new technology and workflows.
Participate in post-implementation optimization projects by identifying areas where targeted training can improve system utilization and efficiency.

Secondary Functions

Assist with the functional testing of new Epic builds and workflows from a usability and training perspective.
Maintain the integrity of the Epic training environment (MST/TST), including refreshing data and updating user logins.
Participate in workflow optimization and system design discussions with application analysts and clinical stakeholders.
Create and distribute communications regarding system changes, updates, and new training opportunities to end-users.

Required Skills & Competencies

Hard Skills (Technical)

Epic Certification/Credentialing: Current certification or credentialing in one or more Epic modules (e.g., Ambulatory, Inpatient ClinDoc, Orders, Willow, Beaker, Cadence, Prelude) is essential.
Instructional Design: Knowledge of adult learning principles and instructional design models like ADDIE.
Curriculum Development: Proven ability to create comprehensive training materials, including manuals, e-learning, and quick guides.
E-Learning Authoring Tools: Proficiency with tools such as Articulate Storyline 360 or Adobe Captivate.
Learning Management Systems (LMS): Experience managing courses, users, and reporting within an LMS.
Clinical Workflow Knowledge: Deep understanding of clinical or operational workflows in a hospital or ambulatory setting.
Microsoft Office Suite: Advanced proficiency in PowerPoint, Word, and Excel for material creation and data management.
Virtual Training Platforms: Experience delivering engaging training via platforms like Zoom, Microsoft Teams, or Webex.
Basic Technical Troubleshooting: Ability to diagnose and resolve common user and system issues in a training environment.
Presentation Software: Expertise in creating and delivering dynamic and professional presentations.

Soft Skills

Public Speaking & Presentation: Superior ability to command a room, present information clearly, and engage an audience.
Communication Skills: Exceptional verbal and written communication skills to articulate complex ideas to non-technical users.
Patience & Empathy: Ability to remain patient and understanding when working with learners who may be stressed or struggling.
Adaptability: Flexibility to adjust training style and content on the fly and thrive in fast-paced, high-pressure environments like a go-live.
Problem-Solving: Strong analytical and critical thinking skills to identify issues and find effective solutions.
Interpersonal Skills: Excellent ability to build rapport and work collaboratively with diverse teams and individuals.
Time Management & Organization: Ability to manage multiple priorities, meet deadlines, and coordinate complex training schedules.
Change Management: Skill in helping users navigate change, overcome resistance, and adopt new processes.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in a relevant field, or an equivalent combination of clinical experience (e.g., RN, MA), IT experience, and education.

Preferred Education:

Bachelor's or Master's degree in Education, Instructional Design, Healthcare Informatics, or a clinical discipline.

Relevant Fields of Study:

Healthcare Informatics / Health Administration
Nursing, Pharmacy, or other clinical fields
Education or Adult Learning
Information Technology

Experience Requirements

Typical Experience Range:

Typically requires 2-5 years of combined experience in adult education/training, clinical operations, or healthcare IT support.

Preferred:

2+ years of experience as a Credentialed Epic Trainer in a hospital or large ambulatory organization.
Direct participation in at least one full-cycle Epic implementation project, including go-live support.
Experience developing e-learning content using authoring tools.
A clinical background is highly advantageous.