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Memo
Date: November 5, 2026
To: Alameda County Behavioral Health Medi-Cal Specialty Mental Health (SMH) Providers and
Drug Medi-Cal Organized Delivery System (DMC-ODS) Providers
From: Asad Iqbal, Interim Director, Health & Business Data Analytics, Information Systems
Vanessa Baker, as Deputy Director, Plan Administration & Epic Executive Sponsor
Subject: Preparing for Epic Go-Live: Important Staff Data Updates Required
Exciting News! The pre‑work phase of Alameda County Health’s Epic journey is complete, and the next phase is
ready to launch: Workflow Design and Configuration. During this stage, ACH Information Systems, in partnership
with ACBHD, will configure roles and permissions to prepare user and provider access for Epic Go-Live.
Staff accessing SmartCare and/or Clinician’s Gateway today will require Epic access. All clinical and non‑clinical
staff who require Epic access must have their staff and organizational/program information accurately
documented. This information is essential for determining and assigning the correct Epic role to support daily job
functions.
Next Steps:
As we move into this next phase of Epic implementation, it is essential that staff roster data is consistently accurate
and up to date. The following data fields are critical for properly provisioning Epic access and can be validated using
the SmartCare Active Staff Roster:
Unlike SmartCare and Clinician’s Gateway, Epic requires a Job Title and Manager for system access. The designated
Manager must have access to the County network and be able to approve the staff member’s Job Title and role in
Epic. Because these fields were not previously required on the SmartCare Staff ID e-Form, a temporary e-form, Epic
Staff Job Title/Classification, has been created to collect this information for staff who already have SmartCare
and/or Clinician’s Gateway accounts. This e-form collects only the additional information required for Epic access:
Job Title and Manager.
How to Access the Epic Staff Job Title/Classification e-Form:
1. Confirm that the staff member has an existing account. Staff must have a SmartCare and/or
Clinician’s Gateway account to use this e-form. For new staff, submit the SmartCare Staff ID e-Form
and select the New Staff Number dropdown option.
2. Login to My Apps.
3. Select ACBH Provider eForms.
4. Select EPIC Staff Job Title / Classification
5. Select the Job Title that best fits your role. The job title will determine the staff’s access level and
permissions in Epic.
6. Identify the Manager who will approve the staff member’s Epic role. The Manager must have a County
login but does not need to be the staff member’s direct supervisor. They must be authorized to approve
• Staff Name
• Taxonomy
• NPI
Validate your SSN#
• Date of Birth
• Discipline/Licensing Credentials
Staff Organization & Program
• Job Title
• Manager with County Login
the staff member’s Job Title and role in Epic for system access. Complete all required data fields and
submit by November 20, 2026.
Steps in Reviewing the Active Staff Roster Report on SmartCare:
1. In SmartCare, search for Active Staff Roster Report, and select Group Name.
2. Review and validate all information to ensure data is accurate for each staff within the organization.
3. Verify that all active staff have been included in the report.
4. If all active staff are included and the data is correct on the report, then no action is required.
5. If any information is inaccurate, submit the SmartCare Staff Number e-form (Update dropdown).
6. If any staff listed no longer works for your organization, submit SmartCare Staff Number e-form (Expire
Staff Number dropdown)
7. If an active staff is missing from the report, submit the SmartCare Staff Number e-form (New Staff
Number dropdown)
Help Desk Support: For system support and any questions, please email the Help Desk at ACHSupport@acgov.org.
If you encounter challenges reaching the Help Desk, please call 510-817-0076 for urgent support. ACH IS is available
to support you during all phases of this project. **For additional Epic updates, please review the Newsletter.
Finally, ACBHD appreciates your ongoing partnership and collaboration throughout this period of transition. Our
shared commitment ensures that the County and our provider partners can continue delivering high‑quality services
to Alameda County residents while supporting successful operations for ACBHD.