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Vidyo and Epic Integration with VidyoConnect Context-Aware Linking (CAL)

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The Epic Context-Aware Linking integration for Vidyo enables healthcare providers to access VidyoConnect™ meetings from within their Epic EHR (Electronic Health Record) system.

This article consists of the following sections. Please proceed to the correct Epic version and configuration information: 

Overview and Getting Started

If you want to use an on-premises Epic integration, you must first enable it in the Super Admin portal. If you are a cloud customer, your Epic integration will already be enabled. Both on-premises and cloud customers need to configure Epic integration in the Tenant Admin for each tenant that's going to use this integration. Alternatively, you can enable it via REST APIs. This article describes how to configure it via the Super Admin and the Tenant Admin. For information about how to configure it via the REST APIs, refer to version 18.3.1 of the Vidyo Web Services API User Guide

If you need to enable context aware linking on Epic, select this link https://galaxy.epic.com/?#Browse/page=1!68!50!1621949,3769901,and then login with your credentials.

 

Prerequisites

Follow the applicable below prerequisites in order to ensure a smooth transition with your Epic integration:

  • Verify versions, compatibility and ensure that you have the proper Epic security updates installed on your epic environment prior to upgrading to Vidyo. 
    • Ensure that you've applied Security Update 21 to both the VidyoPortal™ and VidyoRouter™ running version 18.4.0 or later. Only use this integration with:
      • VidyoConnect Desktop 19.4.1 or later (latest version) or 18.2.0 (minimum version)
      • VidyoConnect Mobile 19.4.0 or later (latest version) or 18.1.0 (minimum version).
    • To learn more details, please refer to the Epic Compatibility with Vidyo Infrastructure article.  
  • Enable Scheduled Rooms (In the Super Admin and/or Tenant Admin)
    • Super Admin: Please refer to the Configuring Scheduled and Public Room Settings information under the section Setting Global Features in the Setting Global Features article.   
    • Tenant Admin: Please refer to the Configuring Scheduled and Public Room Settings information under the section Configuring Feature Settings in the Tenant Admin: Configuring Settings article.  
  • Enable Guest Access (Super Admin)
    • Super Admin: Please refer to the Adding a Default Tenant or Adding a New Tenant section in the Super Admin: Managing Tenants article. Make sure the Enable Guests login checkbox is enabled.    
  • Enable Mobile Access for VidyoConnect (Super Admin)
    • Super Admin: Please refer to the Enabling Mobile Access information under the section Setting Global Features in the Setting Global Features article. 
  • Upload the appropriate VidyoConnect installers to Manage Endpoint Software (Tenant Admin). Please refer to the Managing Endpoint Software article. 

Using Epic Version February 2019 and Later 

Configuring Epic Version February 2019 with VidyoConnect Context-Aware Linking (CAL) as the Super Admin Portal (On-Premises)

In order for this configuration to work, the "Scheduled Room" feature must be enabled on the VidyoPortal. If you do not have this feature enabled; you will receive a 404 error message stating, "This is not a valid room link".

To configure Epic integration in the VidyoPortal (On-Premises):

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    The Components page displays by default.
  2. Click the Settings tab.

    The Upload System License page displays by default.
  3. Click  to the left of Feature Settings on the left menu.
  4. Click Epic Integration from the submenu.

    The Epic Integration page displays.

    Epic_screen_Main.png
  5. Select the Enable Epic Integration check box.
  6. Click Save.

Configuring Epic Version February 2019 with VidyoConnect Context-Aware Linking (CAL) as the Tenant Admin

In order to use Epic integration as an on-premises customer, you must first ensure that the Super Admin has enabled it on the system level as described in the Enabling the EPIC Integration Feature with VidyoConnect Context-Aware Linking (CAL) for On-Premises section above.

If you are a cloud customer, you must complete the Tenant Admin steps below to configure your Epic integration.  

You can perform these additional optional procedures in the Epic Integration page: 

Configuring Epic Integration

To configure Epic integration in the Tenant Admin:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.
  2. Click the Settings tab.

    The License page displays by default.
  3. Click  to the left of Feature Settings on the left menu.
  4. Click Epic Integration from the submenu.

    The Epic Integration page displays.

    Epic_screen_Main.png
  5. Select the Enable EPIC Integration check box to enable Epic Integration and to enable the rest of the page options. (This check box will already be checked if you have an existing Epic integration). 
  6. Configure the Epic integration for the tenant by entering a 16-digit alphanumeric Crypt Key in the Crypt Key field. (Previously, this was known as the "Shared Secret" key). The Crypt Key is the shared encryption key used to encrypt the query string in PATIENTOPENURL. The 16-digit  crypt key can be manually created or you can use a key generator.
    • NOTE: Vidyo supports EPIC set external connection status through a web service which allows Hyperspace to properly reflect the video visit status of the Vidyo system in the provider schedule and connect visit navigator sections.
    • NOTE: You must enter the same Crypt Key in your Epic configuration. This key will be used for encrypting and decrypting the URL strings.
    • NOTE: The CryptAlgorithm: AES notation in the screen indicates that you must select AES as your encryption algorithm when configuring your Epic FDI record for CAL.
  7. Next, go to the Configuring the Epic Interconnect Server procedure to troubleshoot any issues. Then, you can do one of the following: 

    a.) Click Save -or- 
    b.) Proceed to any of the following below procedures:

Generating an Epic CAL URL Link

Input data in this next section to generate a sample Epic CAL URL link. For example, you can generate a link for a provider and patient to join a test conference call. To troubleshoot issues, compare the sample URL extData with the extData generated from Epic and the test call.

Epic_General_URL_link.png

  1. Enter the Session ID in the SessionID field. For example, you can enter any unique shared context ID identifier which is shared across users joining a single Vidyo session. 
  2. Enter the ConferenceID in the ConferenceID field which is the Epic Video Visit Conference ID (Encounter CSN). 
  3. Enter the ExternalID in the ExternalID field which is the ID for the user.
  4. Select the ExternalIDType of the user from the drop down box: 

    1 for EMP, Provider or
    2 for WPR, Patient. 

  5. Enter the first name of the person joining the conference in FirstName field. 
  6. Enter the last name of the person joining the conference in the LastName field.
  7. Enter or select the scheduled time for the video visit in hours or minutes for your test conference (ex. HH:MM/AM/PM) in the Appointment Time drop down.
  8. Enter an orgid (Optional field) if you are using multiple Epic Interconnect Servers. If you are only using one Epic Interconnect  Server, this field should be left blank.  
  9. Click the Generate button to generate the Epic CAL URL link. The test call link is generated in the Sample URL text box. You may:

    Copy this link to compare the generated extData from Epic's system to look for discrepancies.
    Join this link in a browser to simulate a doctor or patient test call. 

  10. When finished making changes in this section, proceed to another procedure, or click Save.

Changing the Epic Mode

To set your Epic integration to Production, Test, or Legacy mode:Epic_mode.png

  1. To set your Epic integration to Production, Test, or Legacy mode, select a mode below. The system will automatically default to Test. 
    • Select Production when configuring and deploying in production. The Production Epic-Client-ID is sent for all API requests and is counted and billed by Epic.
    • Accept the system default option Test, when configuring a lab environment which sends a Non-Production Epic-Client-ID for testing purposes only. Epic will NOT count these requests for billing purposes.
    • Select Legacy when debugging and using systems running Epic version February 2019 and earlier. (In legacy mode, no Epic-Client-ID is sent so the system behaves exactly like VidyoPortal version 19.2.0 or earlier).
  2. When finished making changes in this section, proceed to another procedure, or click Save.

Configuring the Epic Interconnect Server

To troubleshoot any issues, the Tenant Admin must configure a connection test through the Epic Interconnect Server. The connection test generates helpful HTTP status notifications/codes such as 408 - Request Timeout, 404 - Not Found, 401 - Bad Credentials, etc. 

To configure the Epic Interconnect Server:
epic_1.png

  1. Click the  plus next to Notification button to open this section. 
    Fields display in the Notification pop-up window. 
  2. Enter a URL in the URL field such as https://test.example.com.
    • NOTE: Your Epic Technical Support will provide this URL information. 
  3. Enter the Epic Interconnect/SetExternalConnectionStatus user name in the Username field.
  4. Enter the Epic Interconnect/SetExternalConnectionStatus password in the Password field. 
  5. Enter the Epic Interconnect/SetExternalConnectionStatus orgid in the orgid (Optional) field. 

    NOTE: Enter an orgid only if you are configuring multiple Epic Interconnect Servers. If you only have one server, this should be left blank. 

  6. Click the Connection test button.
    If there is an issue with connecting to the server, an Error pop up will display with an HTTP status notification/code and message such as in the example below. 

    Epic_Interconnect_Serv_er_pop_up_error_message.png 
  7. When finished making changes in this section, proceed to another procedure, or click Save.

Downloading an API Usage Report

To download an API Usage Report, select a start and end date and then download the APIUSageLog.csv file which includes the following columns/data: ExternalUrl, Details, IsDelivered, CreateTime, UpdateTime, and EpicMode.

To download an API Usage Report:
Epic_reporting.png

  1. Select or enter start and end dates (ex.YY/MM/DD) in the calendar to understand how often API requests are made.
  2. Click Export. 
    The system will generate a spreadsheet in the lower left-hard corner of the screen for you to download. 
  3. When finished making changes in this section, proceed to another procedure, or click Save.

Using Epic Version August 2018 and Earlier

Configuring Epic CAL Integration (August 2018) as the Super Admin Portal (On-Premises Only)

In order for this configuration to work, the "Scheduled Room" feature must be enabled on the VidyoPortal. If you do not have this feature enabled; you will receive a 404 error message stating, "This is not a valid room link".

To configure Epic integration in the VidyoPortal (On-Premises):

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    The Components page displays by default.
  2. Click the Settings tab.

    The Upload System License page displays by default.
  3. Click  to the left of Feature Settings on the left menu.
  4. Click Epic Integration from the submenu.

    The Epic Integration page displays.

    EpicIntegrationTab.png
  5. Select the Enable Epic Integration check box.
  6. Click Save.

Configuring Epic CAL Integration (August 2018) as the Tenant Admin (On-Premises and Cloud)

In order to use Epic integration as an on-premises customer, you must first ensure that the Super Admin has enabled it on the system level as described in the Enabling the EPIC Integration Feature with VidyoConnect Context-Aware Linking (CAL) for On-Premises section above. If you are a cloud customer, you can follow the Tenant Admin steps below to configure your Epic integration. 

To configure Epic integration in the Tenant Admin (On-Premises):

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.
  2. Click the Settings tab.

    The License page displays by default.
  3. Click  to the left of Feature Settings on the left menu.
  4. Click Epic Integration from the submenu.

    The Epic Integration page displays.

    EPIC_1.png
  5. Select the Enable the Enable EPIC Integration check box.
  6. Configure the Epic integration for the tenant by entering the following information. (Vidyo supports EPIC set external connection status through a web service which allows Hyperspace to properly reflect the video visit status of the Vidyo system in the provider schedule and connect visit navigator sections):  
    • Enter a 16-digit alphanumeric Crypt Key in the Shared Secret field.

      The 16-digit  crypt/shared secret key can be manually created, or you can use a key generator.

      Please note that you must enter the same Shared Secret in your Epic database. This secret will be used for encrypting and decrypting the URL strings.

      EPIC_2.png
    • Enter the Epic Interconnect/SetExternalConnectionStatus URL in the Notification URL field.
    • Enter the Epic Interconnect/SetExternalConnectionStatus user name in the Notification user field.
    • Enter the Epic Interconnect/SetExternalConnectionStatuspassword in the Notification password field.
  7. Click Save

Important Tips when Configuring Epic Integration 

The following information will assist you in your configuration of Epic.

  • Vidyo supports the AES encryption for the crypt algorithm.
  • The format for the crypturl which is configured on the Epic system should have the following format: For example, the format should be: https://epicintegration.vidyocloud.com/join/?extDataType=1&extData=%ENCRYPTED_DATA%. (This link is an example URL and not intended as a clickable link).
  • The Crypt Key is the same as the Shared Secret and is a 16 digit alphanumeric number. 

Epic Demonstration of CAL

To view a demonstration of CAL in action hosted on Epic's galaxy site, select this link: https://eventarchive.epic.com/telehealth/Vidyo%20CAL%20Demo.mp4. You may need to obtain special login permissions to view this demo.

Vidyo Telehealth Epic Solution Brief

Please select the attached PDF to learn more about the Vidyo Telehealth Epic Solution Brief. 

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