Request Epic access for independent community providers and their supporting clinical office staff with ONE form!
RWJBarnabas Health’s independent community providers office staff must request access to view patient records and/or complete Prep for Procedure workflows, including scheduling, through the Care Link/Hyperspace Request Portal. Completing the questionnaire on the Care Link Hyperspace Request Portal will determine if Care Link access or Limited Hyperspace Access is needed. Complete all necessary fields and sign the required agreements via DocuSign electronic signature, so the Epic Together team can grant you the appropriate access. You can also track the progress of your request(s) and add/remove staff as needed, all through the Care Link Hyperspace Request Portal.
Care Link displays lab results, diagnostic test results, hospitalization records, procedural information, discharge instructions, progress notes, medications, allergies, medical history and more.
Care Link
- Provides real-time, view-only access to a patient’s information such as hospitalizations, specialist referrals, and real-time clinical data.
- Is compliant with state and federal regulations for the release of Protected Health Information (PHI).
- Provides a more transparent flow of information between physicians.
- Makes it easier for external physicians to place referrals and orders.
- Gives community providers access to review clinical data from RWJBarnabas Health.
Care Link is available to:
- Referring physicians and their support staff.
- Community-based care partners, such as nursing homes and long-term care facilities.
- Non-employed admitting/referring providers and staff from the community.
- Other uses for Care Link:
- Healthy Planet shares the application with Care Link – RWJBH Accountable Care Organizations.
- Research.
Care Link and Limited Hyperspace
Care Link and limited Hyperspace access provide community users with the ability to support patient care and coordination. Given that office staff within a practice perform different job functions, it is possible that some staff need Care Link access while others need Limited Hyperspace access.
Please note that providers with their own access to the RWJBH Epic Hyperspace do not need Care Link or Limited Hyperspace access.
Care Link
Care Link is a secure web-based application that RWJBarnabas Health makes available to independent community providers and their supporting office staff. Care Link provides real-time view and print access to a patient’s information such as hospitalizations, specialist referrals, and real-time clinical data.
- When placing one-off Lab, Radiology, and Cardiology orders.
- When placing a Referral to a RWJBarnabas Health hospital.
- When your practice is not a part of the RWJBarnabas Health combined Medical Groups.
- When view-only access is needed to RWJBarnabas Health patient charts.
Limited Hyperspace
Limited Hyperspace Access allows independent office staff to view clinical data, enter case request orders to reserve the operating room, and propose orders to RWJBarnabas Health providers for second signature.
Please Note: A live Epic Training webinar must be completed prior to gaining access to Epic Hyperspace. Lessons learned from prior waves have proven tremendous benefit to a live demonstration with opportunity to ask questions and gain real-time answers to ensure proficiency with creating and scheduling cases in Hyperspace.
- When scheduling surgical or endoscopy case requests.
- If you are an RWJBarnabas Health practice with RWJBarnabas Health credentialed providers.
Note:
Access to Epic is role-based and will be provided for either Limited Hyperspace or Care Link.
Care Link and Limited Hyperspace Requirements
| Care Link | Limited Hyperspace | |
|---|---|---|
| Training |  |
|
| Site Agreement Signed by Authorizing Official/Provider | |
|
| User Agreement | |
|
| Site Admins | |
|
| DUO Two-Factor Authentication | |
|
| Citrix Receiver | |
|
| Annual Account Renewal | |
|
Tip Sheets
- Care Link Hyperspace – Resubmit AD
- Epic Account Readiness Step by Step Guide
- Care Link – Cisco Duo Instructions
Please note: Once you have access to Limited Hyperspace, your “Home Workspace” will include helpful links to Tip Sheets that will guide you through the processes you have access to (ex: Op-Time Prep for Procedure, etc.). For Care Link, you will have access to a home page with Quick Links to tip sheets for various features and information for ACO, Research, and Clinical View-Only purposes.
Epic Terms
Epic has distinct terminology that may be new to you! To learn more about Epic terminology, click the link below.
View Epic Terms
Frequently Asked Questions
Q: When do we have to submit the request to ensure access?
A: You may submit your request as soon as possible by accessing the online portal.
Q: How long does it take to get access?
A: Processing time is 2-3 weeks.
Q: If I have Care Link for a different healthcare organization, do I need to request access for RWJBarnabas Health?
A: Yes, RWJBarnabas Health will require processes and agreements that are specific to our organizations.
Q: If I have already submitted a request, how do I add and/or remove staff members?
A: If your initial request has been processed you may submit additional request as needed using the “Update Site Access” option, but if your initial request is still pending please ensure all agreements have been signed by your authorizing official and all staff members.
Q: Password Changes?
A: There are several ways to accomplish a password change:
- Use the link in the document for Self-Service Password Reset.
- If you run into issues with resetting the password on your own, please contact the RWJBarnabas Service Desk at 855-453-1950.
- Care Link customers have an additional option to open a support ticket from “Quick Links” on the home page. (Passwords cannot be changed directly in the application).
Q: AD Account Expiration?
A: All office staff with access to the RWJBH Network and Epic will be required to re-authenticate annually to allow their username to remain active.
- Approximately 30 days before your anniversary, the site administrator will receive direct notification from the BH Computer Operations team, your Physician Liaison, or an Epic Project Team Member.
- The Practice Site Administrator must access the Epic Care Link Hyperspace Access Request Portal (EC-HARP) and complete the following steps:
- Click Check Request Status then Resubmit for each staff member that will expire within the next 30 days.
- A new user level agreement must be signed by each user and a site level agreement must be signed by the authorizing official in the practice.
- Once the EC-HARP Resubmit request is completed and the agreement is signed, the request will be processed to extend access.
Q: I already have a Care Link account for a different healthcare system. Can I use the same icon or link to log in for RWJBarnabas Health?
A: No, you will receive a link that is specific to RWJBarnabas Health, along with instructions for 2FA.
- Happy Together Link is active for customers that use Care Link for multiple hospitals where applicable, and a tip sheet is available on the home page of Care Link. It provides easier navigation between accounts without the use of multiple usernames and passwords.
Q: How will my authorizing official and office staff receive the required agreements?
A: All agreements will be sent via DocuSign.
- The site agreement will be sent to your authorizing official to the email on file with the medical staff office. It is best practice to only assign one provider as an Authorizing Official (AO) as the system will send the agreement alphabetically if there is more than one AO listed.
- Each office staff member will receive an individual user level agreement to the email address documented in the online access request portal.
- NOTE: Unsigned DocuSign agreements will expire after 6 months and your site administrator will need to submit an update site access request to initiate a new agreement to be sent.
Q: Why is my request still in progress?
A: Verify all required agreements have been signed as any unsigned agreements will prevent the request from moving to the next step in the process.