Epic Local Pass Locations: What They Are and How to Use Them

Epic local pass locations are clinic- or health system-specific sites where providers issue and manage Epic Patient Access Passes for patients who cannot use standard online sign-in. These locations support in-person registration, verification, and troubleshooting for Epic MyChart and related patient-facing tools, ensuring continuity of care when remote access is not feasible. This guide explains how these locations operate, who can use them, and what to expect during a visit.

What Is an Epic Local Pass Location

An Epic local pass location is a physical site within a health system where staff issue and manage Epic passes for patients who are unable to authenticate through standard online methods. These sites are configured within Epic’s Hyperspace environment and follow local policies for identity verification and access authorization. Unlike enterprise passes handled at a central level, local pass locations operate under the governance of an individual clinic or hospital, allowing for faster resolution of access issues. They are designed to support patients who lack digital access, do not meet security criteria for online enrollment, or need in-person assistance.

How Epic Local Pass Locations Work

At an Epic local pass location, staff verify a patient’s identity, confirm enrollment status, and generate or update a pass that enables access to Epic systems such as MyChart or Healow. The process typically involves checking government-issued identification, matching records in the master patient index, and documenting consent when required. Once issued, the pass is linked to the patient’s medical record and can be renewed or revoked by authorized Epic staff at the same location. Because passes are managed locally, policies around creation, expiration, and reissuance can vary by site.

Pass Lifecycle at a Local Site

• Intake: Staff collect identifying information and verify eligibility for a local pass.
• Issuance: A pass is created in Epic and provisioned for the patient to use digital services.
• Renewal: Passes are reviewed and extended based on site-specific rules and patient needs.
• Revocation: Access is removed when a patient gains alternative access or policy requires deactivation.

Typical Epic Local Pass Locations

Local pass locations are most commonly found in clinics, ambulatory centers, and satellite offices that have direct integration with Epic’s scheduling and registration modules. They may also exist within larger facilities such as hospitals, community health centers, or rural outreach sites where in-person access is essential. Not every Epic installation operates a local pass site; availability depends on system configuration, regional policies, the scope of services, and local compliance requirements. Patients should contact their clinic or payer to confirm whether a location provides pass services.

Eligibility and Requirements

Eligibility for an Epic local pass depends on clinic-specific criteria, which often include residency or care coverage, documented barriers to remote access, and the ability to complete identity verification. Common requirements include being an established patient, having an active encounter with the clinic, and providing proof of identity and residency. Facilities serving vulnerable populations may apply additional standards aligned with local regulations and payer agreements. Clinics may also limit passes to patients who demonstrate a clinical need for in-person portal access, such as managing complex care or coordinating caregivers.

Basic Eligibility Checklist

• Established care relationship with the clinic or health system.
• Inability to complete online registration or two-factor authentication.
• Valid government-issued photo ID and proof of residency when required.
• Clinical or access-related justification documented by staff.

Practical Considerations for Patients and Providers

Patients should contact their clinic in advance to confirm whether an Epic local pass location is available and what documents are required. Arriving without necessary identification or referral information can delay or prevent pass issuance. Providers should maintain clear internal protocols for staff who manage pass operations, including training on Epic security policies and local workflows. Because local pass practices are site-specific, it is important to document and communicate any changes to procedures, eligibility, or contact details to reduce friction and support consistent patient access.

Summary Table: Key Attributes of Epic Local Pass Locations