Zoom’s integration with Epic allows healthcare organizations to launch Zoom from within a video visit workflow within Epic. An Epic appointment can be linked to a Zoom video session using context-aware linking. Zoom and Epic EHR users can use this in a streamlined side-by-side workflow.
Video visit appointments can be accessed in Hyperspace, and the video visit can be launched directly in Zoom. During a video visit, Epic will continue to document. Zoom can be launched from the MyChart Patient portal on a personal computer or mobile device.
Please contact your Ambulatory TS if you would like more information about Zoom and Epic Telehealth.
Prerequisites for the Epic integration
- Zoom accounts are paid
- The “Default Host” of telehealth meetings will be a Zoom user with a Pro license
- license. Each provider making telehealth calls will have a Pro liAt the account level, it is not possible to lock the Join Before Host and Waiting Room featureshe account level
- Install and configure with account owner/admin privileges, plus contact your Epic technical representative
How to install and configure the Epic integration
Install Epic from the Zoom Marketplace
- Log in with your Zoom account to access the Zoom App Marketplace.
- Browse to Epic and click on it.
Please contact your Zoom admin if your account has not been pre-approved for this app.
- To install, click here.
- Click Allow after confirming the app’s permissions.
Follow these steps to configure your Epic account as an admin.
For help with building the FDR links and workflow, please contact your Epic technical representative. He or she will be able to provide you with some of the configuration information.
- Sign in with your Zoom developer account to access the Zoom App Marketplace.
- Click Manage on the top-right corner.
- Select Created Apps from the navigation menu.
- Click the Zoom.us API (JWT).
- Enter your credentials.
- Make a note of your API Key and API Secret.
- After installing the Epic app, configure the following fields:
- Email address of the default host: This is the email address for which the Zoom meeting will be hosted. The provider will become the host once they join the meeting.
- User type: The Zoom plan assigned to provider accounts when joining a telehealth meeting automatically creates a user.
- Authentication key: The Zoom API key. You must use the same Key configured in Epic’s system and be logged in as a paid account.
- The Zoom API Secret is the encryption key. This must come from a paid account and be configured in Epic the same way.
- Select Test if the Epic environment is a test environment, or select Production if the Epic environment is a live production environment.
- By default, the patient should be admitted to the meeting when the provider joins. If this option is selected, the patient will be admitted automatically. If the provider should manually admit the patient into the meeting, select Be manually admitted by the provider.
- Authorization Type
- No Authorization: Select this if Epic notifications do not require authorization.
- To use basic authorization for Epic notifications, choose this option and enter your user name and password:
- If basic authorization is enabled, an Epic account’s user name will be used for notification authorization.
- If basic authorization is enabled, the Auth Password of an Epic account will be used to authorize notifications.
- Enter the Epic Connection Status Endpoint URL where patient/provider join/leave notifications should be sent from the Epic system.
- URL for Epic Device Test Endpoint: Enter the Epic URL where notifications of device test results will be sent from the Epic system.
- When patients click the help link during a device test, they should be directed to the following URL.
How to use the Epic Integration
- Providers and patients will launch these URLs, Epic will pass some key information (org id, user type, session id, user id) to Zoom over an exclusive encrypted Telehealth API. Zoom will launch a video session based on attributes passed from Epic; there is no need to schedule these video visits in Zoom.
- When a patient joins the video session before the provider, they will see a message that says “waiting for the host to start this meeting” and they will be placed into the video session when the provider joins.
- Zoom automatically creates an encrypted password for each session – no one can join the session just by using the Zoom meeting ID.
- As long as the provider is in the session, a patient may rejoin if he or she drops out.
- In Hyperspace, the provider is notified when a patient joins a session before him.
- Zoom complies with HIPAA
- Zoom video sessions as well as all communications between Zoom and Epic are encrypted with AES-256 bit encryption
- Dynamic password protection is provided for Zoom video visits launched from Epic
- Epic. Your account settings will be applied to Zoom video visits. For security reasons, you can disable recordings, annotations, and more as necessary
- When a The Epic FDI records are used to create Zoom accounts for patients and providers during a video call.t accounts are automatically deleted when the Accounts for patients are automatically deleted at the end of the video visIn the Zoom web portal, an administrator can delete provider accounts manually (identified by email addresses ending in “@zoomtelevisit.com”).
This app accesses and uses the following information from your Zoom account:
- The first and last name of the Zoom user will be displayed during a video visit if an email is provided to Zoom.
- Meeting settings: When creating a video visit meeting, the account-wide meeting settings as well as the host’s meeting settings will be used.
- Meeting information: When a patient or provider joins a video visit, existing meetings are queried to determine if an existing meeting should be used or a new one should be created (so everyone joins the same meeting).
This app accesses and uses the following information from your Epic account:
- When reporting to Epic the status of patient-provider video meetings (connected/disconnected), the session ID is used to identify the session.
- Epic user IDs are used to identify patients or providers when reporting (connected/disconnected) statuses of patient and provider meetings. A Zoom account is created automatically for video meetings using the Epic user ID.
- When the Zoom account is automatically created during a video visit meeting, the first and last name of the user are used. This information is also displayed during the video visit meeting.
- When OAuth is enabled in Epic launch code, it retrieves the Epic OAuth access token and authorizes Epic to send connection status notifications.
- Email address: if configured to be provided to Zoom, email address can be used to locate the user’s Zoom account, which can then be used for the video visit meeting.
- The user type identifies whether a user is a patient or a provider. A notification sent to Epic includes the user type as well.
- Zoom Room name: for Epic monitor calls, it is used to identify the Zoom Room to be called.
Troubleshooting Epic integration issues
Epic green light issue
A provider using Epic’s Hyperspace or other client can know when a patient joins the telehealth meeting by a green light that lights up. If there are problems with the green light not working correctly, there are notification records that can be used to help diagnose the cause.
To access the notification records screen:
- Sign in to the Zoom App Marketplace with your Zoom account.
- In the top-right corner, click Manage.
- In the navigation menu, click Installed Apps.
- Locate and select the Epic app.
- Click Manage, then click Configure.
- Click the Notification Records tab.
- Enter the Zoom meeting ID of the meeting that the green light was not working properly for, then click Search.
You should see a list of notification records. Each row in the table represents a notification sent to Epic when a patient or provider joins or leaves the meeting.
If the notification was successfully handled by Epic, the RespCode column indicates The record will display 200 when successful. A valueThe green light won’t function properly if the value is less than 200, which indicates there’s a problem with notification transmission to EpicHere are some things to look for if there are issues:
- Confirm the correct “Endpoint URL” or “Endpoint Domain” in the Epic integration configuration, depending on the authorization type used
- If an Verify that all the Zoom IP addresses that are capable of originating notificationsncluded in your network whitelist. The list of IP addressesYou can find the list of IP addresses on Zoom’s network firewall or proxy server settings page (network firewall TCP addresses).Make sure Epic’s FDI records are correct
Please submit a ticket if you need additional help or technical support.