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DRAFT 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. Proceed to the correct Epic version and configuration information: 

Getting Started

Before getting started, please make sure to meet the following prerequisites:

  • Verify versions and compatibility information for Epic and VidyoPortal 
  • Enable Scheduled Rooms (Super and Admin)
  • Enable Guest Access (Super Admin)
  • Select Mobile Access for VidyoConnect (Super Admin)

Please review the Epic Compatibility with Vidyo Infrastructure article to ensure that you have the proper Epic security updates installed on your Epic environment prior to upgrading Vidyo.

If you want to use Epic integration, you must first enable it in the Super Admin portal. Then, each Tenant Admin can configure it 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.

Before using Epic integration, you must first ensure that you've applied Security Update 20 to both the VidyoPortal™ and VidyoRouter™ and that you're using VidyoPortal and VidyoRouter version 18.4.0 or later. Also, you can use this integration only with VidyoConnect Desktop 18.2.0 or later and VidyoConnect Mobile 18.1.0 or later.

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.

Using Epic Version February 2019 and Later 

Configuring Epic CAL Integration (February 2019) 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.

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

Configuring Epic CAL Integration (February 2019) 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. 

Configuring Epic Integration in the Tenant Admin


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. (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 database. 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.

    Generate 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 extData generated from Epic and the test call.​

    To generate an Epic CAL URL link:
  7. Enter the Session ID in the SessionID field. For example, you can enter %CSN% or another unique shared context ID identifier which is shared across users joining a single Vidyo session. 
  8. Enter the ConferenceID (e.g.,%CSN%) in the ConferenceID field which is the Epic Video Visit Conference ID (Encounter CSN). 
  9. Enter the ExternalID in the ExternalID field which is the ID for the user (e.g., EMP ID, Provider or WPR ID, Patient). Parameters include:  Provider: %, EPICUSERID;;; ; ;;NONE;%, or 
    Patient: %WPRID;;; ; ;;NONE;%.
  10. Enter or select the type of user ID that is passed, 1 for EMP, Provider or 2 for WPR, Patient from the ExternalIDType drop down box. 
  11. Enter the first name of the person joining the conference in FirstName field. 
  12. Enter the last name of the person joining the conference in the LastName field.
  13. Enter or select the scheduled time for the video visit in hours or minutes for your test conference (ex. HH:MM/AM/PM).
  14. Enter an external organization or vendor name in the orgid (Optional) field. 
  15. Click the Generate button to generate the Epic CAL URL link.
    The test call link is generated in the Sample URL: text box. Copy and send this link in order to generate extData to compare to the Epic extData. (This will simulate a doctor and patient, or any type of scenario test call). 

    Epic Mode

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

  16. 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).

      Status Notifications Via Epic Interconnect Server  

      This section allows the Tenant Admin to troubleshoot and debug Epic CAL configuration issues through a connection test to 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.

      Epic_Interconnect_Serv_er_pop_up.png
  17. Click the Notification ADD BUTTON button to open this section. 
    Fields display in the Notification pop-up window. 
  18. Enter a URL in the URL field such as https://test.example.com.

    **NOTE: Your Epic Technical Support will provide this URL information. 
  19. Enter the Epic Interconnect/SetExternalConnectionStatus user name in the Username field.
  20. Enter the Epic Interconnect/SetExternalConnectionStatus password in the Password field. 
  21. Enter the Epic Interconnect/SetExternalConnectionStatus orgid in the orgid (Optional) field. 
  22. Click the Connection test button.
    An Error pop up will display an HTTP status notification/code and message such as in the example below. 

    Epic_Interconnect_Serv_er_pop_up_error_message.png 

    API Usage Report 

  23. Select or enter start and end dates (ex.YY/MM/DD) in the calendar to understand how often API requests are made. Do you want this in this format - yes?
    Export, Save, Cancel (Saving mode and crypt key).The admin user name and password?
    Enter a password in the Password field.
    Enter an optional organization ID in the orgID field. What is an example?
    Click the Connection test button to verify your credentials and sends a test request to verify the configuration parameters are correct. Once you click the button it provides error code messages to let you know what issues might be occurring , and then what happens??
  24. 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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