Halo Web App GUIDE
Contents Welcome to Halo... 3 Secure Sign-In... 4 Forgot Password... 4 Messages... 5 Create and Send a Message... 5 Message Enhancements... 6 Quick Note... 6 Mark as Urgent... 6 Add File... 6 Add Patient Form... 6 Message Options... 6 Forward Thread... 6 Complete Thread... 7 Create PDF... 7 Delete... 7 Quick Group Message... 8 Group Message Info... 8 Contacts... 9 Adding Contacts... 9 Search Your Organization... 9 Doc Halo Database... 9 Add Contact by Doc Halo ID... 9 Groups... 10 Create a Group... 10 Settings... 11 Call-Back Number... 11 User Account Information... 11 Office Address... 11 Message Settings... 11 Support... 12 Doc Halo Knowledge Center... 12 Popup Notifier... 12 Our Mission... 13 2
Welcome to Halo This Quick Start Guide will give you an overview of the Halo Web App. Halo provides secure texting and messaging for your healthcare organization that is HIPAA-compliant and improves the efficiency of communication among you and your colleagues. Halo s secure messaging is as fast and easy as standard texting, but it s HIPAA compliant. No more wasting hours playing phone tag. To get started using your Halo account, we will send you a text and/or email with an invitation to register for your Halo account. Please note that depending on your organization s setup selections, some of the options described in this Quick Start Guide may not be available. If you have questions regarding customization and features, please contact your organization s Halo Administrator. 3
Secure Sign-In You can access Halo using this URL: https://secure.dochalo.com (Please bookmark this link for ease of access in the future.) 1. Type your username and click Continue. Your Halo username is typically your company email address or account. 2. Enter your password. This will be the password you chose during registration or your organization s network password. The password field is case sensitive. 3. Click Sign In to complete the login process. If you need to edit or correct the username, use the Back link located in the lower left-hand corner of the screen. If a username or password is not working, or if a user does not remember it, users can contact the Halo Admin to have their passwords reset. If the password is controlled by the organization, users will need to contact their IT Helpdesk. Forgot Password If your password is not working or if you do not remember it, try the Forgot Password? link.* This feature is available from the password screen on both the Web App and the Mobile App. 1. Click on Forgot Password? to reset your password. 2. You will be prompted to enter the email address associated with your Halo account. 3. You will then receive a link that will allow you to reset your password. *If your password is controlled by your organization, you will need to contact your internal IT Helpdesk. If you're not sure which email address to use, or if you are having difficulty resetting your password, contact support@dochalo.com or 855-DOC-HALO. 4
Messages Once you have signed in, the Messages screen is open by default. You can navigate to different functions or return to the Messages screen using the Main Menu button in the upper left-hand corner. You can click on each tab to navigate to different functions. You can message any physician or staff in your Contact List. All messages can be accessed in the Message Summary displayed in the left pane. Unread messages have a dot indicator. Group Messages or attachments are indicated with icons. The message thread is visible on the right pane with the name of contact you are conversing with displayed at the top. Their messages are displayed in white. Messages from you are gray with the delivery status displayed underneath. Click on the phone icon to view a contact s call-back number. CREATE AND SEND A MESSAGE 1. From the Messages screen click in the upper left-hand corner. 2. Start typing the contact name in the To: field or click the button to display all activated users on your Contact List. Begin typing the first name, last name, or group name to narrow down the list, and select the desired contact. a. When you add a user to the To: field, you will see an indicator next to the name indicating if the intended recipient is utilizing Off Duty or Auto Forwarding. 1. Recipients who are Off Duty will be displayed in a grey Contact bubble. 2. Recipients who are Auto Forwarding will be displayed in a blue contact bubble. 3. Type your message or reply in the message field located at the bottom of the screen. 4. Click to send your message. 5
MESSAGE ENHANCEMENTS Click the paperclip icon located to the left of the message field to add a Quick Note, mark the message as urgent, add a file attachment or add a patient form. Quick Note The Quick Note option allows you to add a quick, generic message from a list of commonly shared messages. Mark as Urgent Select Mark as Urgent to mark your message as urgent. The send button will turn red to indicate a message has been marked as urgent. To remove the urgent tag, click the paperclip and select Unmark as Urgent. Add File Add File will allow you to browse files on your local computer to attach to your message. Accepted file types are:.gif.jpg.jpeg.png.pdf.doc.docx.xls.xlsx.mp3 Add Patient Form A Patient Form has several fields that can be populated with patient information for a new admission or consult. MESSAGE OPTIONS While viewing a message thread on the Messages screen click the button located in the upper right-hand corner of the screen. From here you can forward the entire conversation to another user, complete and add a final note to close the conversation, create a PDF, or delete the thread. Forward Thread Forward the message thread to any other user or group on your Contact List. 1. Select the message thread you want to forward. 2. Click the button in the upper right-hand corner of the message thread. 3. Select Forward Thread from the drop-down menu. 4. Use the To: field to select the people or group you wish to forward to. 5. Type a message and click to forward the message thread. 6. The forwarded message will appear as a new message thread for you and your recipients. 6
Complete Thread Keep your inbox organized by completing your messages. 1. Click on the message thread you want to remove from your Message Summary. 2. Click the button in the upper righthand corner of the message thread. 3. Select Complete Thread from the drop-down menu. 4. Enter a completion message in the popup window and click. After clicking Complete, a popup will appear with the entire message thread, which you can copy and paste to add to a patient s medical records, or you can click PDF to print or save a PDF of the message thread. Create PDF Select Create PDF from the Options drop-down to create a PDF containing the entire message thread and the message delivery detail. Print or save the PDF. (This feature may not be available for your organization.) Delete There are two options to delete messages. 1. Click the button in the upper right-hand corner of the message thread. Select Delete from the drop-down menu. A popup will appear to confirm this action. 2. You can also delete message threads from the Message Summary on the left. a. Hover your mouse over the message you want to delete and click the button that appears in the lower right-hand corner of the box. b. Click Delete. 7
QUICK GROUP MESSAGE To send a Quick Group Message, add two or more recipients to a message. All replies will be shared between all recipients within a single message thread. Quick Group Messages will appear on your messages screen with a group icon and you can view group member and delivery information the same as you can for Personal Groups and Distribution List. GROUP MESSAGE INFO Group Messages will be indicated by the group icon in Message Summary. When selected, the number of people in the group and their names will appear above the message thread. 1. Click the button to the right of the names to view a complete list of users in the current Group Message. 2. Use the button to the right of any user to send a new individual message to that user. This will create a new message thread separate from the Group Message you are viewing. 3. View the delivery details for the recipients in the group by clicking on the information icon in the lower right of the Group Message. 4. You will then be able to view the delivery status for each user in the group. 8
Contacts Access the Contacts screen from the Main Menu button in the upper left-hand corner of the Halo header. The Contacts screen includes all the users in your organization with whom you are personally connected. Some organizations choose to limit Contact access by department or job function. Activated Contacts show up with a blue Halo to the left of the name. Click on a Contact s name to: View his or her office address and phone number Click on the new message icon to send that Contact a message ADDING CONTACTS Search Your Organization Search for users within your organization and add them to your Contact List. Doc Halo Database You can search for and find other providers outside your organization using the Doc Halo Database. Click Search and then enter the first and last name of the provider; add specialty, the state or zip code to narrow down the search. When the results are displayed, click on the name to see whether he or she is a Halo user. If a blue halo appears before the name, that person is a Halo user and you can add them to your Contact List. (This feature may be controlled by your organization.) Add Contact by Doc Halo ID Type any user s Doc Halo ID into the field and click Add. The user will be added to your Contact List. You can find your Doc Halo ID at the top of the Settings screen under User Account Information. (This feature may be controlled by your organization.) 9
Groups From the Contacts screen you can quickly create a Personal Group to add to your Contact List. Groups are indicated with a group icon to the left of the group name. Some groups are Distribution Lists, which are created by Halo Administrators and cannot be deleted or edited by other users. Click on a group name to view its members. Use the group a message. icon to send the CREATE A GROUP 1. Access the Contacts screen from the Main Menu button in the upper left-hand corner of the Halo header. 2. Click the button to the right of Create Group. 3. Enter a name for the group, this will be displayed in your Contact List. 4. To the right of the Group Name you can choose to allow users to reply to this group or uncheck the box next to Allow Reply to All to create a one-way message. 5. Select members of the group from your current Contact List. 6. Click in the lower right-hand corner of the screen. 7. Personal Groups can be edited at any time by clicking on the group name. Make any needed changes and click. 10
Settings To view or change your account settings click on the Settings link in the upper right-hand corner of the Halo header bar. Please note some of these settings may be controlled by your organization. Remember to click the button before leaving this screen or any changes made will be lost. Call-Back Number The call-back number is displayed in the upper right-hand corner of the top header bar. You can edit this number at any time by clicking the icon or clicking directly on the current phone number. Changing this number will only affect future messages. User Account Information This is where can view your Doc Halo ID, or DHID, number. Other Halo users can use this number to quickly add you to their Contact Lists by entering this number on their Contacts screen. Office Address This field will be populated with the default address of your organization. This is the information that will display when the user is viewed on the Contacts or Organization tab. Message Settings Off Duty/Message Forwarding: You can have your messages forwarded to another Halo user or simply mark yourself as Off Duty. Senders will be alerted by the or icon in the Contact bubble and a popup message that you are Off Duty or utilizing Auto-Forwarding. 1. Under Message Settings set Off Duty / Message Forwarding to On. 2. Select OFF DUTY from the drop-down that appears or select a name from your Contact List to be the recipient of your forwarded messages. 3. Set the Start and End dates and times. 4. Remember to click the button in the lower right-hand corner of the screen. Web Notifications: Turning on the web notifications will enable the web browser to display the new message count in the browser header and play a sound alert when logged into the Web App. This feature operates independently from the Halo Popup Notifier (see Popup Notifier). 11
Support Click the Support link in the upper right-hand corner of the top header bar to view your organization s Halo support information. HALO KNOWLEDGE CENTER In the Halo Knowledge Center, you can find guides and videos for various devices and user roles. There is also a link to the Halo Knowledge Base where you can search topics, review FAQs, and find current release notes and updates. POPUP NOTIFIER The Halo Popup Notifier is a Windows program that will notify Web App users when they have unread messages. It runs in the background and does not require you to be signed into the Halo Web App. Click Install and follow the instructions, signing in with your Halo username and password. The Halo icon will then be visible in your system tray. You will see this pop up when you receive a Halo message. 12
The Professional Standard of Healthcare Communication Our Mission To improve patient care by providing healthcare organizations with the highest quality technology solutions for clinical communication and care coordination. 855.DOC.HALO (855.362.4256) Support@DocHalo.com 13