3.23: Stanford Hospital Computer Access for Medical Students (EPIC)

As a Stanford medical student (registered in a clerkship for credit and/or doing a research project approved by your advisor), you will/may need access to the EPIC systems in order to access patient information at Stanford Health Care (SHC) and/or Stanford Children’s Health (SCH).

Obtaining Access to EPIC

AMIE: Am I Compliant?

1.     You must be compliant with your Stanford University HIPAA/PHI training in AXESS.

2.     You must be compliant with the Data Security Program.

Hospital Computer Access

1.     Contact the Office of Medical Student Affairs (OMSA) if you need hospital computer access because:

a.     You will be entering clinics for Practice of Medicine (POM).

b.     You are doing a research project and your advisor said you would require access to EPIC.

2.     The OMSA will submit your information to the Medical Staff Office (MSO) to start the process of credentialing you.

3.     Once MSO notifies OMSA that your dictation number/MSO number has been enabled, it will take approximately 24 hours for your credentials to become active.

a.     For SHC EPIC Access: You will receive an email from HealthStream with instructions to complete the EPIC training course “Basics 650_Medical Students”. The module will take approximately 93 minutes to complete. Please complete the training at your earliest convenience.

i.       OMSA will submit a request to the IT department (Access Control and EPIC Security) to assign you an S-ID and grant SHC EPIC access. It can take up to 72 hours for your S-ID to be assigned and up to an additional 72 hours for your EPIC access to be granted.

ii.         Once you receive your access confirmation email, call the Stanford Digital Solutions Service Desk at (650) 723-3333 to receive a temporary password. This password will only be valid for 24 hours; if it expires, you will need to call again.

1.     You should log in for the first time from an SHC-Networked computer at the hospital, Lane Library, or LKSC. Once you have successfully logged in, you may submit a request for remote access if you need it.

b.     For SCH EPIC Access: You may call the Stanford Children’s IR Service Desk at (650) 498-7500 after your dictation number is assigned to request your username and password. SCH EPIC utilizes different login credentials than SHC EPIC. If you already have SHC EPIC access, you can call the SCH Service Desk and request your username and password at any time. You should use specific language, such as, “I am a Stanford medical student who currently has EPIC access and I need my username and password.” They will ask for an identifier, such as your S-ID or social security number.

If Your Account is Inactive

There are a few reasons that your EPIC account may be inactive:

  • You have not completed the HealthStream EPIC training module. Please contact ITSEducation@StanfordHealthCare.org for assistance.
  • You completed the module within the past 48 hours. It will take up to 48 hours for your access to be activated following completion of the training module. Contact the Service Desk at (650) 723-3333 if you have an urgent need to access EPIC.
  • Your EPIC credentials have expired. If you do not log in for 90 days, your EPIC access will be deactivated.  Please contact the OMSA to reactivate your access.
  • Your S-ID may have expired. For security reasons, an S-ID is valid for one year, but it can be renewed easily. Digital Solutions will send weekly email reminders beginning one month before your S-ID is scheduled to expire. These emails contain a link to request access extension. If you do not submit an extension request in time, your account will expire and you will need to contact the OMSA to be onboarded again.

Who to Call?

Stanford Health Care Service Desk, Phone: (650) 723-3333, Email: Access-Control@stanfordmed.org

Stanford Children’s Health Service Desk, Phone: (650) 498-7500, Email: DS-Security_LPCH@Dell.com

ITS Education - EPIC Training, Phone: (650) 723-6040, Email: ITSEducation@StanfordHealthCare.org

updated August 2020