How to Enable Multi-Factor Authentication (MFA) in Applied Epic: A Must Have for Your Agency’s Security

November 12, 2025

Cybersecurity and compliance standards are tightening across the insurance industry, and agencies are under increasing pressure to protect client data. One of the most effective and often required ways to do that is by enabling Multi-Factor Authentication (MFA).

If your agency uses Applied Epic, Applied Systems now makes it possible to integrate Multi-Factor Authentication (MFA) through Microsoft 365. This integration provides a seamless and familiar login experience that enhances security without adding unnecessary complexity for your staff. This setup offers a seamless and familiar login experience that strengthens your security posture without adding unnecessary complexity for your staff.

In this article, we will walk through the key requirements and steps to successfully enable MFA in Applied Epic through Microsoft 365.

Prerequisites for Enabling MFA in Applied Epic

Before you can integrate Multi-Factor Authentication with Applied Epic, your agency needs to meet a few key requirements within Microsoft 365. Ensuring these are in place ahead of time will help the implementation go smoothly and avoid user login issues.

1. Each user must have a unique Microsoft 365 Email Address.

Every employee who logs into Epic must have a distinct email address in Microsoft 365. If there are any shared accounts in use, either in Applied Epic or Microsoft 365, they will need to be replaced or reconfigured before implementing MFA.

2. MFA must be enabled for every Microsoft 365 account.

Every Microsoft 365 account will need to have MFA set up in some way or another. This can be handled through Conditional Access policies, Microsoft’s Security Defaults, or even a third party MFA provider that is linked to Microsoft 365.

At Kite Technology, we recommend that agencies use Conditional Access policies through Microsoft Entra ID because they offer the highest level of flexibility and control. Conditional Access allows you to tailor MFA requirements based on specific conditions such as user role, device type, or location, so you can strengthen security without unnecessarily disrupting daily workflows.

Implementing MFA in Applied Epic

Once your agency has met the necessary prerequisites, the next step is to integrate Applied Epic with Microsoft 365 so users can take advantage of secure, MFA-enabled sign-ins. The process is straightforward, but accuracy and communication are key to ensuring a smooth rollout. Follow the steps below to complete the integration successfully and minimize disruption for your staff.

1. Connect with your Applied representative to get the process started.

Someone from your agency or your IT provider should reach out to your Applied account representative to let them know you would like to integrate Epic sign-ins with Microsoft 365. While they may direct you to the self-service portal in the Applied Community, we have found that working directly with your account representative or an implementation technician often leads to a smoother and faster setup process.

2. Review and verify user accounts to prevent login issues.

Once communication with Applied is established, the technician you are working with will send over a list of all the accounts your agency currently has in Applied Epic. You or your IT provider should carefully review this list to confirm that it includes all active users who should have access.

Next, verify that the email addresses associated with each Epic identity exactly match the User Principal Names (UPNs) in Microsoft 365. This alignment is essential for a smooth implementation. If any of the email addresses in Epic do not match the UPNs in Microsoft 365, users will experience sign-in problems once MFA is activated. Taking time to double-check this list up front can prevent frustrating login issues later.

3. Complete the App Registration in Microsoft 365 to Enable Secure Communication

As part of the setup, Applied will provide documentation outlining the steps needed to create an App Registration within your Microsoft 365 tenant. This registration allows Epic and Microsoft 365 to communicate securely using modern authentication protocols.

Follow the instructions provided by Applied to complete the OpenID Connect (OIDC) App Registration, and then share the required information with your Applied technician. This step ensures that Epic recognizes Microsoft 365 as the trusted identity provider, enabling users to sign in through the Microsoft authentication process with MFA protection in place.

4. Prepare and Inform Your Staff About the Upcoming Change

Before rolling out the integration, communicate the change clearly to your staff so everyone knows what to expect. Applied will provide user instructions that you can distribute ahead of time.

After the integration goes live, users will no longer sign in using their Epic ID and password. Instead, they will log in with their Microsoft 365 email address and password, followed by an MFA challenge using their existing authentication method. Sharing this information early helps reduce confusion and ensures a smoother transition for your entire team.

If any questions come up during the implementation process, your Applied representative will be available to provide guidance and support along the way. Overall, this change has minimal impact on your daily operations but delivers significant benefits in security, compliance, and ease of use. We recommend implementing MFA in Applied Epic as soon as possible to help safeguard your agency’s data and provide a simpler, more secure login experience for your team.

Take the Next Step Toward a More Secure Epic Environment

Implementing MFA in Applied Epic is a simple yet powerful step toward creating a more secure and efficient agency environment. Beyond meeting compliance requirements, this integration with Microsoft 365 helps reduce risk, protect sensitive data, and give your employees a seamless, familiar login experience.

At Kite Technology Group, we help insurance agencies build on that foundation by optimizing Epic performance, improving workflows, and strengthening IT systems. Our Applied Epic Consulting team works with you to optimize Epic for better performance, automation, and user experience. You can also leverage our Managed IT Services for comprehensive technology support, including live US-Based help-desk support, cybersecurity and compliance services, and Microsoft 365 management.

If your agency is ready to take the next step in optimizing Applied Epic and strengthening your IT environment, reach out to our team today to learn how Kite Technology Group can help.