Once you're logged in, EpicCare Link gives you access to:
- Your patients' clinical records at Dolly Parton Children's Hospital — visit notes, lab and imaging results, procedures, medications, allergies, immunizations, and clinical documentation from their care with us
- Care team information — who's involved in each patient's care and how to reach them
- Coverage details — insurance and payer information as recorded during registration
- Referral management — send referrals directly to Dolly Children's pediatric specialists and track their status through scheduling and completion
- Order placement — order labs, imaging, and other services without picking up the phone
- Secure messaging — send and receive messages with Dolly Children's clinicians about shared patients
- Real-time notifications — get notified when your patients are seen, admitted, discharged, or when new results become available
- Search and results review — look up patients you're authorized to see and review their care history at Dolly Children's
EpicCare Link is designed for pediatric workflows, so the information you see and the tools you use are built with kids' care in mind.
Access to EpicCare Link is granted organization by organization, then managed by designated site administrators at each participating practice or facility.
Site administrators
Each participating organization designates one or two site administrators (typically a practice manager, office manager, or IT contact). Site administrators are responsible for:
- Applying for their facility's EpicCare link access
- Creating and managing user accounts for their organization
- Assigning appropriate roles to each user
- Deactivating accounts when users leave
- Requesting password resets when needed
- Conducting access reviews to confirm each user still needs access
Individual user access
Users are added by their site administrator, not by Dolly Parton Children's Hospital directly. Each user's access is controlled by role — a biller sees different information than a referring physician, for example — so users only have access to what they need.
Ongoing access maintenance
To keep patient information secure, EpicCare Link enforces:
- Two-factor authentication at login
- Regular password changes
- Automatic account deactivation for extended inactivity
- A confidentiality agreement that every user acknowledges before their first login
Every quarter, site administrators are asked to review their users and confirm each one still needs EpicCare Link access. Site administrators have 30 days from notification to complete the review — if the review isn't completed within that time frame, all user accounts at the organization will have their access revoked.
Site administrators are the primary point of contact for their organization's users. Dolly Children's partners with site administrators to keep access accurate and secure.
If your organization already has EpicCare Link access
Contact your organization's site administrator to have an account created for you. If you're not sure who your site administrator is, ask your practice manager, or reach out to us using the contact information below.
If your organization is new to EpicCare Link
Access to EpicCare Link is requested at the organization level, and only your organization's designated site administrator can submit the request. Before applying, your organization needs to decide who will serve in this role.
The site administrator is your organization's primary point of contact with Dolly Parton Children's Hospital for EpicCare Link. They're responsible for creating and managing user accounts for their staff, conducting periodic access reviews, and coordinating password resets. Most organizations designate a practice manager, office manager, IT contact, or another leader who's comfortable managing user accounts and can be a consistent point of contact. We recommend designating two site administrators per organization so coverage isn't dependent on a single person.
Here's the sequence:
- Determine who your site administrator(s) will be. This has to be decided before an access request can be submitted.
- Your site administrator submits the access request for your organization using the link below.
- Dolly Children's reviews the request and confirms your organization qualifies (typically 7–10 business days).
- Dolly Children's provisions site administrator accounts.
- Your site administrator creates user accounts for staff who need access.
Registration Link Coming November 30th, 2026
Technical requirements
To use EpicCare Link, you'll need:
- A computer or tablet with a current browser (Chrome, Edge, Firefox, or Safari)
- A reliable internet connection
- A mobile phone for two-factor authentication codes
- An acknowledged confidentiality agreement on your first login
No software installation is required.
Training and support
EpicCare Link is designed to be easy to learn — most users get comfortable in a single session. Once your organization is approved, Dolly Children's will provide your site administrator with quick-start guides and short training videos. Additionally, workflow walkthroughs will be available the first time you log in to EpicCare link and more training materials can be found under the resources tab.
