Epic Integration in Zoom App

In order to access Zoom from within Epic workflows, healthcare organizations can now click on the Zoom icon within the Epic application and launch it. The ability to link to a Zoom video session within an Epic appointment can be achieved by using context-aware linking in Epic. Users of the Epic EHR can now use Zoom and the Epic EHR together in a streamlined workflow which makes it easy for them to work side by side.

In Hyperspace, physicians can access their video visit appointments and launch directly into the Zoom video call once they have been logged into Hyperspace. The video visit will be recorded while they are performing the documentation in Epic. On their computer or smartphone, patients can access Zoom from their MyChart Patient portal in their MyChart account.

We would like you to get in touch with your Ambulatory Telehealth Specialist if you are interested in finding out more about Zoom and Epic Telehealth integration or if you would like more information on telehealth in Epic.

Prerequisites for the Epic integration

  • An account with Zoom that is paid for
  • In order to host telehealth meetings on Zoom, the “Default Host” for the telehealth meeting will be a Zoom user with a Pro license for Zoom
  • Each provider who will be making telehealth calls will have a Pro license available for them
  • It is not possible to lock either the Waiting Room or the Join Before Host features on an account level
  • In addition, you will need to get in touch with your Epic technical representative if you have account owner or admin privileges to add and configure the feature

How to add and configure the Epic integration

Adding Epic from the Zoom Marketplace

  1. You will need to sign in with your Zoom account in order to access the Zoom App Marketplace.
  2. You can find the Epic app by searching on the top-right corner and clicking on it.
    Note: Contact your Zoom admin if the app is not pre-approved for your account, so that it can be approved by them.
  3. Click on the Add button.
  4. Ensure that the app’s permissions are correct and click Allow once you are done.
    The following steps will need to be completed by a user with administrative access to your Epic account in order to configure it.

Configure Epic

Note: It is necessary to contact your Epic technical representative in order to be able to obtain some of the configuration information regarding the building of the FDR links and workflows in order to get some of the configuration information.

  1. You will need to sign in with your Zoom developer account to access the Zoom App Marketplace.
  2. Click the Manage button in the top-right corner of the page.
  3. You will find a link to Created Apps in the navigation menu.
  4. There is a developer.zoom.us API (JWT) that you need to click on.
  5. You will be redirected to the App credentials page.
  6. You will need to copy your API Secret and API Key in order to be able to use them in the next step.
  7. The following fields will need to be configured once the Epic app has been added:
    • Default Host User Email: Zoom meetings will be hosted by this email address by default for the user whose email address has been provided. The provider will become the host of the meeting as soon as they join the meeting.
    • Provider User Type: The Zoom plan that is automatically assigned to provider accounts when the provider joins a telehealth meeting is the Zoom plan that is automatically assigned to the user.
    • Encryption Key: This is the API key for Zoom. A paid account must be used for this purpose, and the same key must be configured in the Epic System as well.
    • Encryption Secret: This is the secret code for the Zoom API. There are two prerequisites for this: it must be from a paid account and the same secret that has been configured in Epic.
    • Epic Environment: Depending on whether this feature will be used with an Epic test environment or whether this feature will be used with an Epic production environment, select either Test or Production.
    • Default Patient Admittance Policy: If the patient is to enter the meeting automatically when their provider joins the meeting, then choose the option Automatically enter the meeting when their provider joins the meeting. Choosing this option will allow the provider to manually admit the patient into the meeting if the patient needs to manually be admitted into the meeting by the provider.
    • Authorization Type
      • No Authorization: If Epic notifications are not required to be authorized, you can select this option.
      • Basic Authorization: The following will be displayed if you have selected this option and entered the auth name and password as follows:
    • Auth Name: In the case that basic authorization is enabled, the user name of the Epic account to be used for the authorization of notifications will be the user name of such an account.
    • Auth Password: If basic authorization is enabled in the Epic account, this password will be used to authorize notifications which will be sent to the Epic account.
    • Epic Connection Status Endpoint URL: You will need to enter the URL from the Epic system where you would like to receive notifications about patients/providers joining/leaving the Epic system.
    • Epic Device Test Endpoint URL: If the device test results notification is to be sent to a specific URL from the Epic system, then make sure to enter the URL from the Epic system.
    • Device Test Help Endpoint URL: If patients click the help URL when running a device test, they should be directed to the URL where they can find out more about the device they are testing.
    • Customize Launch Page: When a patient joins a meeting before the host joins, you can configure the text and image that will appear when the patient joins a meeting before the host joins.
      • Custom Text: On the meeting launch page, it will be possible to enter a custom text that will appear for participants to see.
      • Note: It is possible to have up to 256 characters in the text.
      • Custom Logo: On this page, you will be able to upload a logo that will appear on the meeting launch page along with your meeting details.
      • Note: A png or jpg file format is the only format that can be used for the image, with a maximum file size of 2 MB, and a maximum dimension of 800 by 600 pixels.
  8. Save the changes by clicking on the Save Changes button.
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How to use the Epic Integration

  • Zoom will automatically launch a video session based on the attributes that are passed from Epic via an exclusive encrypted Telehealth API when a provider or patient launches the URLs. Zoom will automatically launch the video session based on the attributes that are passed by Epic; there is no need to schedule these video visits in Zoom.
  • When a patient joins a video call before the provider does, they will see a message on their screen that reads, “Waiting for the host to start this meeting” and when the provider joins, they will be automatically added to that video meeting.
  • Zoom automatically creates an encrypted password for the session when the patient launches it – even if they have just a Zoom meeting ID, no one else will be able to join that session as long as they have a Zoom ID.
  • As long as the provider is still in the session when the patient drops out of the session, the patient will be able to rejoin the session.
  • In Hyperspace, a notification will be sent to the provider when a patient joins the session before the provider does.

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Data security

  • HIPAA compliance is a priority for Zoom
  • There is AES-256 bit encryption used on all communication between Zoom and Epic, as well as Zoom video sessions, in order to ensure your information is safe and secure.
  • Video visits launched from Epic are dynamically protected by a password, which can be changed at any time
  • In your video visit sessions, you will be able to apply all of the settings you have set at the account level. Therefore, in order to protect your sensitive information, you can disable recordings, annotations, and many other features as required.
  • The Epic FDI records are used to automatically create Zoom accounts for patients and providers based on the patient and provider information that is contained in the Epic FDI records, when a video visit occurs. After the video visit has been completed, the accounts of the patients are automatically deleted. The Zoom web portal has the ability to manually delete the accounts of providers (identified by email addresses ending in “@zoomtelevisit.com”) that can be deleted by an administrator in User Management.
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Your Zoom account will be accessed and used by this app to access the following information:

  • User first and last name: A Zoom account will display the first and last name of the person associated with that Zoom account during a video call if an email address is supplied to Zoom for a video visit.
  • Meeting settings: It will be possible for you to create a video visit meeting by using the account-wide meeting settings, as well as the default host’s meeting settings.
  • Meetings info: A video visit can be started by either a patient or a provider, and when a new meeting is requested, a decision is then made about whether to use an existing meeting or if a new one should be created (to ensure that all participants join the same meeting).

Your Epic account information is accessed and used by this app as a part of the app:

  • Session ID: A means of uniquely identifying a video visit session within an epic video visit when reporting status of the connection between the patient and provider in a meeting (connected or disconnected) to Epic.
  • Epic user ID: Patient and provider meeting connection status (connected/disconnected) are reported to Epic using a unique identifier when reporting the status of a patient and provider meeting connection. Also, it is used when an automatic Zoom account is created for a video conference meeting when a video conference is scheduled.
  • User first and last name: The Zoom account is created automatically when a video visit meeting is scheduled and a Zoom account is created. In addition to this, the video visit meeting is also displayed on the screen.
  • Epic launch code: A connection status notification can only be sent to Epic when OAuth is enabled and this is done by retrieving the Epic OAuth access token and reusing it for sending connection status notifications to Epic.
  • User email: As long as the user’s email address is set up to be provided to Zoom, the email address will be used to locate the user’s Zoom account that will be used during the video call.
  • User type: User identification is used to determine whether a user is a patient or a provider. Additionally, it is included in the notifications sent to Epic regarding the connection status of the connection.
  • Zoom Room name: A Zoom Room identifier is used as a means of identifying the Zoom Room be called in an Epic monitor call.

Troubleshooting Epic integration issues

Epic green light issue

It is possible for the provider to know when a patient joins the telehealth meeting using Epic’s Hyperspace service or using another client, by the green light that illuminates when the patient joins. The notification records can be used to diagnose the reason for the green light not working correctly if there are problems with it, even if there are no problems with it working, but there are problems with it.

You can access the notification records screen by following these steps:

  1. You will need to sign in with your Zoom account in order to access the Zoom App Marketplace.
  2. Click the Manage button in the top-right corner of the page.
  3. Click on the Added Apps link in the navigation menu.
  4. Find the Epic app on your device and select it.
  5. You will be able to do this by clicking Manage, followed by Configure.
  6. On the Notification Records tab, click the Notification Records button.
  7. Click on the Search link above, enter the Zoom meeting ID of the meeting that was having issues with the green light, and then click on it.

There should be a list of notification records displayed on the screen. Whenever a new patient or provider joins or leaves a meeting, a notification is sent to Epic that tells Epic when the patient or provider has joined or left the meeting.

In the RespCode column, you will find an indication of whether Epic was able to successfully handle the notification. Upon successful completion of the operation, each record will display a 200 as a result. Occasionally, the green light may not work correctly if there is a problem with the notifications reaching Epic, which can be caused by a value other than 200. In the event there are any problems, here are some things you should check:

  • It is important to make sure that the “Endpoint URL” or “Endpoint Domain” is correct according to which authorization type is enabled in the Epic integration configuration
  • In case an IP allow list is used, it is important to ensure that all of the Zoom IP addresses which are able to originate the notifications are listed in your network’s allow list. The IP addresses of the network firewalls and proxy servers listed on Zoom’s network firewall or proxy server settings page (network firewall TCP addresses) can be found as follows.
  • Make sure that the FDI records on Epic are correctly configured and that they are up to date
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Frequently Asked Question

In order to zoom in or out of the text within the title while reading an eBook, you need to use either an iOS or Android device. Using an iOS device, you need to use the pinch gesture. For Android users, please follow the steps below. A progress bar is displayed under the book with an icon next to it. Click or tap on the edge of the page as you normally would in order to turn the pages while zoomed in.
Workplace by Facebook Zoom Bot integration allows you to start an instant meeting or join an existing meeting that is already in progress by clicking the Zoom Bot icon on your home page. For the first time, you can set up the Zoom Marketplace integration for the Workplace if you are setting it up for the very first time.
In order to use the Zoom API, you will need to obtain an API key.
  1. You can select “Build App” from the header menu, then select the type of OAuth that you want to use.
  2. You will need to fill out the application information.
  3. ClientId and clientSecret are the developer keys that you need to retrieve.
  4. In the “Scope” section, you will be able to select the scopes that you wish to use.
  5. It’s that simple!

Introduction. This API is designed to provide developers with the ability to integrate video, voice, and screen sharing into their application. It provides a simple interface to integrate video, voice, and screen sharing into your application. It is important to note that our API is primarily a server-side implementation designed around REST. It cannot be accessed via a client-side web application or support cross-origin resource sharing.

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