User Guide For Learners

Accessing Your Training Course

Step One: Once the training manager has enrolled you in the course, you will receive an email prompting you to set a password for your learner account.

Step Two: Click the blue “here” link in the email and follow the steps to create your password.

Step 3: After setting your password, you will be redirected to Your Courses.

Step 4: Click continue to begin your training course.

Adding Additional Training Managers

Organizations can nominate multiple staff members as Training Managers. For example, a human resources manager may need to be a designated Training Manager in order to enroll new employees as part of the onboarding process, which requires new employees to receive their legally mandated HIPAA training.

Please contact training support with requests to create additional Training Managers by using this form or by emailing: customer support.

Training Manager Access to Learner Reports and Statistics

Training Managers can access reports about their learners.

The Reports Center is displayed on login and can also be accessed through the Reports item on the left menu.

Click the “View user progress” button to open the User Progress report. A list of learners will be displayed with details such as “Last activity”, “Completed courses” and “Certificates”.

The list of learners can be filtered to see which users have completed or not completed a course, for example.

Learner Progress Details

Further details are available for each learner by navigating to Users on the left menu, then clicking on the learner’s name.

Click the expand icon to the left of the course name to see a list of modules. Each module can be expanded to see time spent on the module and whether the learner has completed the module and any quizzes.

Training Matrix

The Training Matrix view provides an overview of the progress of all learners, with statuses such as “Not Started,” “In Progress,” and “Completed.”

Deleting a Learner

Note: It is necessary under 45 CFR 164.316 and 45 CFR 164.530 to retain training records for six years, and therefore it is not recommended to delete users (learners) who have completed all or part of their mandated training.

In the Seat Offering area, hover over the user to be deleted. A button with three dots will appear to the left of the learner’s username.

There are two options for removing a learner:

1. Unenroll
This option provides for removing a learner from a specific course only.

2. Remove from Seat Offering
This option will remove the user from the seat offering and they will be unenrolled from their courses.

Maintaining Training Records

The Learning Management System (LMS) automatically retains a record of all required details regarding who has received their mandatory HIPAA training. Under 45 CFR 164.316 and 45 CFR 164.530, the HIPAA retention requirements mandate that HIPAA training records be retained for a minimum of six years. This six-year period generally runs from the date the record was created or the date it was last in effect, whichever is later.

Maintaining these records helps demonstrate ongoing compliance with HIPAA’s privacy and security standards, especially in the event of audits, investigations, or complaints.

In the event of a HIPAA violation by an employee, the HIPAA training records serve as a valuable reference for determining whether the employee was trained to prevent that type of violation.

It is therefore recommended that Training Managers not delete any learners in the system, even when they have left employment in the organization.