How to Approach Epic Software Training and Succeed - A Detailed Guide

Epic is a powerful tool, but navigating it shouldn't feel like a complex puzzle for your clinicians. If workflows become overwhelming, it’s a sign that training needs a smarter approach. That’s why effective Epic software training is essential—not just to show users how to use Epic or where to click, but to help them master workflows that simplify daily tasks and boost efficiency.

Do it right, and clinicians move through Epic seamlessly, focusing on patients instead of screens. Do it wrong, and you risk frustration, inefficiencies, and underutilized technology.

That’s where this Epic software training guide comes in. Whether you’re rolling out Epic for the first time or refining your Epic training approach, we’ll walk you through the best strategies to ensure your clinicians not only learn how to use Epic—but succeed with it.

What this blog covers:

• What Is Epic Software Training?
• Stages of Epic Learning
• The Current State of Epic Software Training
• Common Challenges Faced in the Current Epic Software Training Methods
• The Principles Behind a High-Impact Epic Software Training Program
• The Ideal Way to Approach Epic Software Training: The 6 Ps
• Where Jeeves Fits in Your Epic Software Training Journey

What Is Epic Software Training?

Epic software training is a structured program designed to help healthcare professionals master Epic’s powerful, integrated platform. As a leading EHR system, Epic supports clinical, administrative, and financial functions, enabling seamless patient management, efficient workflows, and improved provider collaboration.

What does Epic software training usually cover?

• Mastering System Navigation – Epic EHR training begins with the fundamentals: navigating menus, accessing key modules, and efficiently handling tasks like patient check-ins, scheduling, and documentation. A seamless experience here lays the foundation for success.
• Optimizing Workflows – Effective Epic EMR training goes beyond the basics of how to use Epic—it teaches healthcare teams to streamline daily tasks such as order entry, medication management, test tracking, and provider communication. Well-structured Epic training courses help Epic super users and users work smarter, not harder.
• Ensuring Data Accuracy & Compliance – Proper Epic healthcare software training equips staff to enter, retrieve, and safeguard patient data while adhering to strict security protocols. 

Stages of Epic Learning 

A structured Epic software training program includes multiple learning phases to ensure users build confidence and continuously improve their skills.

Epic Onboarding: Setting the Foundation for Success

For new users, Epic EMR training starts with onboarding—building familiarity with Epic’s interface and workflows without overwhelming them.

Key Focus Areas:

• Basic Navigation – Accessing patient records, modules, and core functionalities.
• Common Workflows – Understanding scheduling, order entry, and documentation.
• Communication & Collaboration – Using Epic for seamless coordination across teams.

Goal: Help users get comfortable with essential Epic workflows so they can confidently navigate the system and be ready to work on the floor.

Ongoing Training: The Missing Piece to Mastery

Many organizations stop Epic software training after onboarding—a critical mistake that limits Epic’s full potential. Ongoing Epic EMR training is what separates functional users from expert users.

Why is ongoing training often overlooked? Because once users are functional, it’s easy to assume they know all they need. But without reinforcement, knowledge fades, inefficiencies creep in, and users miss out on new system optimizations.

Done right, ongoing Epic software training provides:

• Skill Reinforcement – Ensuring users retain knowledge and don’t rely on IT support for routine tasks.
• Efficiency Gains – Helping experienced users refine workflows and reduce admin time.
• Adaptability – Preparing users for evolving processes, policies, and patient needs.
• Compliance Consistency – Regular refreshers prevent regulatory risks.

Rather than an optional extra, consider ongoing Epic training as the choice for EHR optimization, to keep skills sharp and maximize efficiency across teams.

Goal: Reinforce learning to prevent knowledge gaps and ensure clinicians stay confident in both routine tasks and less frequent, yet critical, workflows.

Upgrade Training: Staying Ahead of System Changes

Epic frequently rolls out upgrades, but without proper Epic upgrade training, even seasoned users can struggle—leading to inefficiencies and frustration.

Epic upgrade training ensures:

• Seamless Adoption of New Features – Users understand enhancements and integrate them into their workflows.
• Workflow Adjustments – Identifying potential disruptions and optimizing processes for efficiency.
• Regulatory & Compliance Updates – Keeping teams aligned with security protocols and healthcare regulations.

Epic upgrades aren’t just about what’s new—they're opportunities to refine workflows, improve efficiency, and enhance patient care.

Goal: Equip Epic users to confidently adopt Epic upgrades, seamlessly integrate changes into their workflows, and maintain efficiency without disruption.

The Current State of Epic Software Training

When it comes to Epic software training most care delivery organizations follow an approach that equips nurses, technicians, and providers with the knowledge they need to navigate the system efficiently. Epic software training is typically divided into knowledge demonstration, onboarding training, continuous education, and communication methods to support different learning needs.

Additionally, help desks serve as a key support system when users need immediate assistance. However, relying on the help desk comes with challenges—long wait times, high ticket volumes, and the difficulty of resolving issues in real-time can slow down workflows and impact efficiency.

Epic Training for Nurses and Technicians

Knowledge Demonstration

Experienced nurses and technicians can test out of Epic software training by completing an EUPA-style test or autograder-based assessment (in most cases), allowing them to bypass redundant training while ensuring competency.

Onboarding Training

New nurses and technicians receive Epic training through a combination of learning methods:

• Digital Learning (CBT – Computer-based Training): Self-paced online modules that introduce Epic functionalities in a structured and scalable way.
• Virtual Training: Instructor-led sessions that provide real-time interaction, enabling learners to ask questions and gain deeper insights.
• In-person Training With Preceptors: Hands-on guidance from experienced users who help trainees apply their learning in a practical setting.
• Learning Lab Environments: Facilitated sessions that allow learners to explore the system in a test environment.

Epic software training usually spans three weeks (though this varies by organization) to improve retention and reduce cognitive overload. However, when faced with real-world workflow questions, many struggle to find quick answers. Users often rely on tip sheets stored in multiple SharePoint folders or wait for help desk resolutions, making it difficult to access the right information at the moment.

Continuous Education

Most care delivery organizations overlook ongoing Epic software training, but those that do provide it typically use:

• Epic Upgrade Training: Typically delivered as PowerPoint presentations or email updates.
• Enhancement Training: Monthly newsletters or emails that introduce workflow improvements.
• Additional Learning Resources: Short videos, quickstart guides, and tip sheets.

Despite these resources, the challenge remains that users often have to manually search for tip sheets and guides instead of having instant access to the information they need in real-time. Additionally, PowerPoint presentations and email updates often go unread, get buried in inboxes, or lack the interactivity needed for effective learning.

Communication Methods

Epic software training updates are shared through email, the learning home dashboard, and the intranet site. Nurses and technicians are expected to proactively review these updates and keep up with changes.

Epic Training for Providers

Knowledge Demonstration

Providers, like nurses and technicians, can test out of Epic training by completing an EUPA-style assessment or autograder-based test to validate their Epic proficiency.

Onboarding Training

In most care delivery organizations, providers undergo onboarding training through self-paced digital learning and virtual instructor-led classes. The digital modules cover foundational knowledge, while virtual sessions focus on advanced functionalities.

Providers also have the option to engage in workbook activities and system personalization, though many prefer Computer-based Training (CBT) over interactive virtual sessions. For additional assistance, providers can submit coaching tickets, and in some locations, live learning centers offer real-time support.

However, when providers encounter workflow-related questions, they face the same issue as nurses and technicians—searching through SharePoint folders to find relevant tip sheets and documentation. This can slow down efficiency, particularly when immediate answers are needed during patient care.

Continuous Education

While most care delivery organizations miss this step, some care delivery organizations help providers receive ongoing training through:

• Epic Upgrade Training: Delivered via email updates.
• Enhancement Training: Monthly resources sent through email.
• Additional Learning Materials: Tip sheets, short videos, and quickstart guides.

Communication Methods

Training updates for providers are communicated through email, learning home dashboards, and intranet platforms. Like other users, providers are responsible for staying up to date with system changes.

Common Challenges Faced in the Current Epic Software Training Methods

Despite a structured approach, several challenges reduce Epic software training effectiveness, leading to inefficiencies in daily workflows and underutilization of Epic EHR.

1. The Forgetting Curve – Onboarding Knowledge Fades Too Quickly

A major challenge in the current training method is the rapid loss of knowledge over time. Epic software training is often concentrated during onboarding and there are no structured refresher courses to reinforce learning over time.

According to Ebbinghaus’ Forgetting Curve, humans forget 60% of newly learned information within hours—meaning nearly half of onboarding training efforts are lost without reinforcement. As a result, nurses, technicians, and providers often struggle to recall workflows when they need them most. When they get stuck, there is no easy help available within the system, forcing them to search through SharePoint folders for tip sheets or ask colleagues or wait for help desks—leading to delays in patient care and increased frustration.

2. Lack of Preparation – Entering the System Without Context

New users, especially providers, often test out of initial training if they meet the prerequisites. While this helps experienced users bypass unnecessary sessions, it can also mean they miss out on structured guidance for newer workflows or updates.

For those who do go through onboarding, the three-week structured approach for nurses and technicians helps break down learning, but without pre-training resources or workflow-specific scenarios, some users may still feel unprepared when they start using Epic in real patient care situations.

3. Generic Content – One-Size-Fits-All Training

While Epic training courses aim to be comprehensive, many users receive standardized content that does not fully align with their role.

• Nurses & Technicians – Need workflow-focused Epic training on patient check-ins, documentation, and medication management.
• Providers – Require decision-support training and personalized learning pathways.

However, most training materials do not tailor content, forcing users to filter out irrelevant information—leading to disengagement and inefficiencies.

4. Engagement Issues – Training That Feels Like a Task, Not a Learning Experience

Many healthcare professionals view Epic software training as something they need to “check off the list” rather than a meaningful learning opportunity. This is largely due to:

• Passive digital learning (e.g., watching long PowerPoint presentations or reading emails) instead of interactive, scenario-based training.
• Limited hands-on practice—while learning labs exist, they are not always available or fully utilized.
• Low participation in enhancement training, with many clinicians skipping upgrade sessions.

Without interactive and role-specific learning experiences, users may complete training without fully absorbing or applying what they’ve learned.

Discover how to create truly useful EHR training experiences.

5. Inconsistent Training – Varying Experiences Across Locations and Roles

Epic training methods vary by location, which leads to inconsistencies in knowledge levels across teams. Some hospitals and clinics offer in-person learning labs and preceptor-led guidance, while others rely primarily on digital and virtual training.

Additionally, while Epic upgrade training is provided via email and PowerPoint slides, not all users engage with or retain this information, meaning some staff members may be up to date on system changes while others are not. This inconsistency can lead to workflow misalignment and inefficiencies in team-based care.

6. Outdated Content – Training That Doesn’t Always Keep Up with System Updates

Epic undergoes regular upgrades and workflow optimizations, but Epic software training materials do not always keep pace. Currently, upgrade training is delivered via PowerPoint or email, meaning:

• Users may not actively engage with the new content.
• Tip sheets and guides in SharePoint may not always reflect the latest updates.
• Users may struggle with newer workflows, leading to inefficiencies or errors.

Without real-time access to updated, role-specific training, healthcare professionals often struggle to adapt to system changes efficiently.

7. Communication Issues – Training Updates That Get Lost in Email Inboxes

Training updates, including upgrade and enhancement training, are primarily communicated through email. However, in a busy healthcare environment where inboxes are flooded with critical patient care and operational messages, training emails often go unread or overlooked.

While updates are also posted on learning home dashboards and intranet sites, users are expected to proactively seek out information themselves. As a result, many clinicians miss important Epic training updates, leading to knowledge gaps and inconsistent use of Epic functionalities.

The Principles Behind a High-Impact Epic Software Training Program

A successful Epic software training program isn’t just about delivering information—it’s about ensuring that healthcare professionals can apply what they’ve learned seamlessly in their daily workflows. To achieve this, training must be strategic, personalized, and continuously refined based on real-world usage data.

Here are the key principles that define a high-impact Epic software training program:

1. A Well-planned Training Strategy

A strong training plan is the foundation of any effective learning program. Without clear EHR learning objectives, structured learning pathways, and defined success metrics, training can feel disjointed and ineffective.

A well-planned Epic software training guide should:

• Align with the organization’s goals and Epic implementation strategy.
• Ensure that onboarding, ongoing learning, and upgrade training are seamlessly connected.
• Define key performance indicators (KPIs) to measure training effectiveness.

Find out how to fix problems in your current Epic training plan. 

2. A Learner-centric Approach – Training That Works for Healthcare Professionals

Epic software training must cater to how clinicians, nurses, and staff actually learn and work. Rather than a rigid, one-size-fits-all format, a learner-centric approach ensures that users receive training that is:

• Role-specific – A nurse’s workflow is different from a provider’s, similarly, a retinal surgeon’s workflow is different from a orthopedic surgeon’s, so their training should reflect those differences.
• Scenario-based – Learning is more effective when tied to real-world patient care situations rather than abstract system functions.
• Hands-on and Interactive – Engaging learners through simulations, guided practice, and workflow-based training leads to better retention.

When Epic software training is designed around the learner’s needs and daily challenges, adoption and proficiency levels naturally improve.

3. Personalizing Training – Because One Size Never Fits All

Every Epic user brings a different level of experience to the table. Some are seasoned Epic super users, while others are completely new to the system. Personalized training ensures that each learner gets the right level of guidance without unnecessary redundancy.

This can be achieved through:

• Adaptive learning paths – Assessing users’ skills and tailoring their training accordingly.
• Role-based training modules – So that each team member focuses only on what’s relevant to their daily tasks.
• Flexible learning formats – Digital, virtual, and hands-on options to suit different learning preferences.

By eliminating unnecessary training while reinforcing essential knowledge, personalized training keeps users engaged and ensures they retain what they learn.

4. The “PULL” Strategy – Enabling Just-in-Time Learning

Traditional training follows a “PUSH” model, where users are given information all at once and expected to recall it later. However, given the complexity of Epic software, users often need guidance at the moment.

A “PULL” strategy shifts the focus to Just-in-Time training, ensuring that:

• Users can quickly access relevant knowledge when they need it most.
• Help is embedded within their workflow—not buried in emails or SharePoint folders.
• Training is delivered in bite-sized, easily digestible formats, such as simple tip sheets, microlearning videos, or interactive learning modules.

This method reinforces learning at the point of care, reducing frustration and improving efficiency. Since we know you are looking for it, here’s your guide to Just-in-Time training.

5. Clear and Effective Communication – Keeping Users in the Loop

Training content and system updates should be delivered in a way that ensures users actually see and absorb the information. Current communication methods—such as email—are often ineffective because they get lost in busy inboxes.

A high-impact Epic software training program improves communication by:

• Using multiple channels (dashboards, pop-up alerts, and in-app notifications) to deliver important updates.
• Providing real-time feedback loops so that users can ask questions and get immediate answers.
• Ensuring that training resources are easily accessible in a central, well-organized location—rather than hidden in multiple SharePoint folders.

When communication is clear and timely, users stay informed, engaged, and confident about how to use Epic.

6. Data-driven Continuous Improvement – Refining Training Over Time

Epic software training shouldn’t be a one-and-done process. A high-impact training program relies on ongoing training and real-time user data to:

• Identify where users struggle in their workflows.
• Track knowledge gaps and areas of low engagement.
• Provide guided help and refresher content based on actual system usage.

By analyzing user behavior through Epic signal data, NEAT data, and training performance, organizations can continuously refine and optimize their Epic training approach—making it more effective with every iteration, while also improving Epic Gold Stars for their organization.

The Ideal Way to Approach Epic Software Training: The 6 Ps

A successful Epic software training program isn't just about the first day; it's about building a foundation for long-term proficiency. It goes way beyond just onboarding. To achieve this, it can be helpful to think through your team using six guidelines, people, process, presentation, practice, performance testing, and proficiency.

A strong grasp of this framework allows you to begin creating plans for your Epic software training, which is the bedrock of effective and accessible experiences that users need. It will engage, and improve the quality of care that care delivery organizations hope to make for others.

1. People – The Backbone of Training Success

Training is only as strong as the people behind it. A well-functioning Epic software training program requires skilled trainers, instructional designers, support staff, and an engaged learner base.

• Dedicated Trainers: Trainers should have both clinical and technical expertise, ensuring that learners receive practical, real-world guidance. They should also be able to focus on learner development rather than administrative or support tasks. It is also important to clearly set the roles and responsibilities of Principal Trainers and Credentialed Trainers.
• Instructional Designers: A key part of the training team, they ensure that content is engaging, well-structured, and tailored to digital learning formats.

2. Process – Building a Solid Foundation

A structured and well-defined training process is critical to ensuring smooth learning experiences. Without a clear plan, training becomes inconsistent and fails to meet the needs of diverse user groups.

• Clear Training Philosophy: The training program should be guided by well-defined goals, methodologies, and competency expectations.
• Role-based Structured Curriculum: Training should be designed based on job-specific workflows, ensuring that users only learn what's necessary for their roles.
• Project Management & Collaboration: Trainers, Epic analysts, and clinical staff must work together to ensure training reflects system updates and workflow changes. Regular meetings and updates keep the training team aligned with the latest changes in Epic.
• Streamlined Enrollment: New hires should have easy access to the necessary training, with an automated and seamless registration process.

3. Presentation – Delivering Training in the Right Way

How training is delivered plays a major role in its effectiveness. The right mix of training formats and materials ensures engagement and knowledge retention.

• Blended Learning Approach: A combination of digital, virtual, and in-person training works best.
  a. Digital Learning (CBT) – Efficient for delivering linear information and can be accessed anytime, anywhere.
  b. Virtual Training – Allows for real-time interaction and is ideal for answering non-linear questions.
  c. In-person Training – Hands-on sessions with preceptors provide a practical, feedback-driven experience.

• Microlearning Modules: Breaking training into short, digestible sessions improves knowledge retention and prevents cognitive overload.
• Multimedia Formats: Videos, simulations, and interactive content improve engagement, while tip sheets and guides serve as quick reference materials.
• Standardized Training Materials: Consistency in training formats ensures that learners can easily navigate training content across different departments.

Master Epic training content creation and delivery with these 8 methods.

4. Practice – Reinforcing Learning Through Hands-on Experience

Training should not be limited to passive learning—it must include real-world practice opportunities to build confidence and ensure long-term retention.

• Hands-On Exercises: Interactive learning activities should mimic real patient workflows.
• Simulation Environments: A safe, controlled space for learners to practice without risking real patient data. These environments should mirror the actual production system as closely as possible.
• Job Shadowing With Preceptors: Observing experienced users and Epic super users in real clinical settings adds context and practical application to training.
• Mandatory Practice Exercises: Epic users should be required to complete structured exercises that bridge the gap between technical knowledge and real-world usage.

5. Performance Testing – Measuring Readiness Before Go-live

Assessment is not just about passing a test—it’s about ensuring learners are truly prepared to use Epic efficiently in their daily workflows.

• Autograders: Objective tools that evaluate actual Epic system usage in a simulated environment.
• Knowledge Checks: Quick, scenario-based quizzes to reinforce key concepts and correct misunderstandings.
• Relevant Assessments: Instead of testing random facts, evaluations should focus on how well users can apply Epic functionality in real-world scenarios.
• Data-driven Training Improvements: Test results should be analyzed to identify gaps and refine training content for future learners.

Can the value of your Epic training plan be maximized beyond go-live? Find out!

6. Proficiency – Ensuring Long-term Mastery & Support

Training should not stop once users complete onboarding. To ensure long-term Epic proficiency, organizations need to offer ongoing learning and easy access to support materials.

• Continuous Learning: Regular refresher sessions ensure that users stay updated on new features and system enhancements.
• Easily Accessible Resources: Training materials should be centralized and easy to find—not buried in SharePoint folders. A knowledge base should provide quick, searchable access to critical workflows.
• Multi-Channel Communication: Important updates should reach users through multiple touchpoints (emails, dashboards, and learning platforms).
• Feedback Mechanisms: Learners should have a direct way to provide feedback about their training experience.
• AI-driven Training Enhancements: AI-powered analytics can identify learning gaps and suggest personalized training modules.
• Tracking Participation: Training completion should be monitored, ensuring that users stay compliant with ongoing education requirements.

Where Jeeves Fits in Your Epic Software Training Journey

While foundational Epic training lays the groundwork, clinicians often struggle to recall key steps once they’re in the thick of patient care. That’s where Jeeves bridges the gap. By integrating seamlessly into the Epic workflow, Jeeves provides Just-in-Time (JIT) training and microlearning, ensuring users get the support they need at the exact moment they need it.

Traditional training equips users with knowledge, but Jeeves reinforces and sustains it—helping clinicians apply what they’ve learned in real-world scenarios. It fits into every stage of the Epic training lifecycle:

• Shortly after onboarding, it reinforces critical lessons, ensuring new hires can quickly navigate Epic without feeling overwhelmed.
• Once clinicians are on the floor, it serves as an always-available support system, eliminating the need to search through folders or rely on memory when stuck or wait for solutions from the help desk.
• As workflows evolve, Jeeves keeps content updated effortlessly, so clinicians always have access to the latest guidance without additional classroom sessions.

How Jeeves Helps Training Teams Get the Job Done

For training teams, managing Epic software training at scale comes with several key challenges: keeping content relevant, ensuring engagement, tracking effectiveness, and minimizing disruptions to clinical workflows. Jeeves simplifies these tasks by embedding training directly into the clinician’s day-to-day experience.

Here’s how Jeeves supports key training jobs to be done:

• Delivering Just-in-Time (JIT) Training – Training teams no longer need to rely solely on scheduled sessions. Jeeves ensures on-demand learning and clinicians no longer have to pause patient care to search for training materials—they get answers exactly when they need them.
• Creating & Managing Role-based Learning – Instead of a one-size-fits-all approach, training teams can tailor content to specific roles and workflows, ensuring clinicians only see what’s relevant to them. Jeeves helps training teams create quick-reference tip sheets, microlearning videos, and interactive modules that enhance retention and make learning more practical.
• Scaling Training Across Large Organizations – Jeeves enables training content to be easily updated and standardized, reducing inconsistencies across different departments or locations.
• Keeping Clinicians Up to Speed on Upgrades – Jeeves streamlines Epic upgrade training by creating role-specific assignments that ensure clinicians stay informed about workflow changes. Training teams can assign tip sheets, microlearning videos, and interactive modules tailored to specific updates, helping users quickly adapt to new functionalities. For clinicians who need further clarification, Jeeves offers a “Connect to Live Agent” feature, enabling real-time assistance via chat and screen sharing, ensuring no one is left struggling with system changes.
• Tracking & Measuring Learning Effectiveness – With built-in learning analytics and tracking, training teams can monitor user engagement, assess knowledge retention, and continuously refine their programs based on data.
• Reducing Support Burden – By offering real-time help, Jeeves reduces the number of common training-related support tickets, allowing trainers to focus on higher-value learning initiatives rather than repeatedly answering the same questions.
• Enabling Seamless Communication – Jeeves ensures training teams can push critical updates and workflow changes through in-app notifications and emails, making sure no user is left uninformed.

By integrating JIT learning, microlearning, and real-time support, Jeeves doesn’t just improve training for clinicians—it empowers training teams to work more efficiently, scale training effortlessly, and continuously improve learning outcomes.

With Jeeves, training isn’t just something you schedule—it’s something that works exactly when and where you need it.

Contact us to know more about the power of Jeeves’ Just-in-Time training.