Super User Training - Epic Journey

Super User Training Instructions

Epic Journey Badging

In the coming weeks, you will receive your Epic Journey badge. This badge is meant to help clearly identify you as part of the project team while you are supporting go-live activities in our hospitals and clinics.

We ask that you wear this badge over your regular UAB or affiliate badge so that employees, patients, and visitors can easily recognize your role. While the badge will work at time clocks, it’s important to note that it does not provide any additional system or security access—it simply helps with identification and time tracking.

For many of our UAB St. Vincent’s team members, we will be using your existing badge photo. For others, you will receive a separate email with simple instructions on how to submit a photo. We will distribute badges during Epic orientation sessions and at designated locations, with more details coming soon.

Frequently Asked Questions

Do I need to wear my Epic Journey badge at all times?

Yes. While participating in Epic project activities, please wear your Epic Journey badge over your regular badge so others can easily identify you as part of the project team.

Does the Epic Journey badge give me system access?

No. The badge is for identification and time tracking only. It does not grant any additional system or security access.

What does the badge look like?

Below is a sample badge. Your title would be Super User.

Time Tracking – What to Expect

Super Users fall into the following groups:

Group A: Contracted Personnel
(e.g., LabCorp, TouchPoint, Guidehouse, including UAB/LLC/HSF/STV employees leased back to Guidehouse)
Group B: UAB/UAB Medicine Employees
(e.g., UAB Payroll Services, UAB LLC Hospital, UAB St. Vincent’s, UA Health Services Foundation, UAB Medicine Enterprise, Cooper Green Mercy)
Group C: Affiliated Employees
(e.g., MedWest, University of Alabama, or other partner entities)

What you need to do if you are Group A: Contracted Personnel

If you are part of a Group A, contracted group, no additional time tracking steps are required. Please follow your normal payroll and time reporting process. This includes UAB employees that are leased back to Guidehouse.

Frequently Asked Questions

I work for a contracted company (e.g., LabCorp, TouchPoint, or Guidehouse). Do I need to track time in Epic Kronos?

No. Contracted personnel are not required to follow the Epic-specific time tracking process.

Why am I not tracking my time?

Your work and participation as a Super User is important to the project. The reason you are not tracking your time is due to how the support was contracted to with your company.

What you need to do if you are Group B: UAB/UAB Medicine Employees

To help track project-related time accurately, you will be using a separate Epic Kronos account.

You will receive a separate email with your login information and instructions. This account is specifically for Epic-related activities, such as Epic orientation and time spent working as a Super User.

Your responsibilities will depend on whether you are an exempt (salaried) or non-exempt (hourly) employee:

Exempt (Salaried) Employees
We simply ask that you record an IN punch when participating in Epic orientation or working as a Super User. This can be done through Kronos or by using your Epic badge at a time clock. This helps us validate participation and track overall project effort.

Non-Exempt (Hourly) Employees
You will need to record both IN and OUT punches for all Epic-related activities, including Epic orientation and Super User shifts. This ensures your time is captured accurately for payroll purposes.

A few important reminders

Please do not enter Epic project time into your regular Kronos timecard.
All Epic time will be reviewed and transferred after Kronos sign-off on Monday pay week.
Be sure to log into your Epic Kronos account and review your time regularly for accuracy.

We will also be sharing additional guidance on how to correct missed punches or report any discrepancies, so you will have support along the way.

Frequently Asked Questions

Do I still use my regular Kronos timecard?

No. You should not enter Epic project time into your regular Kronos timecard. A separate Epic Kronos account has been created for applicable employees.

How do I access my Epic Kronos account?

You will receive a separate email with your login ID and temporary password. Once logged in, please review your time regularly for accuracy.

What if I forget to clock in or out?

Additional instructions will be provided on how to correct missed punches. In general, you will be able to enter or request corrections within the Epic Kronos system.

What is the difference between exempt and non-exempt requirements?

Exempt (salaried)
Record an IN punch when participating in Epic orientation or Super User shifts
Non-exempt (hourly)
Record both IN and OUT punches for all Epic-related activities

Will I be paid correctly if I only use the Epic Kronos account?

Yes. All Epic project time will be reviewed and transferred to your primary payroll system after Kronos sign-off to ensure accurate pay and proper project costing.

Why is my time being tracked in a separate system?

Tracking time separately allows UAB Medicine to properly account for project-related costs and ensure accurate financial reporting across all participating groups.

What you need to do if you are Group C: Affiliated Employees

To help track project-related time accurately, you will be using a separate Epic Kronos account.

We simply ask that you record an IN punch when participating in Epic orientation or working as a Super User. This can be done through Kronos or by using your Epic badge at a time clock. This helps us validate participation and track overall project effort.

Frequently Asked Questions

How do I access my Epic Kronos account?

For Employees and Affiliated Employees, you will receive a separate email with your login ID and temporary password. Once logged in, please review your time regularly for accuracy.

What if I forget to clock in or out?

Additional instructions will be provided on how to correct missed punches. In general, you will be able to enter or request corrections within the Epic Kronos system.

Why is UAB tracking my time?

Your time is tracked so we can coordinate with your organization’s payroll team. This ensures your time is properly recorded and allocated for project costing.