Halo Administrator GUIDE

Halo Administrator 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 Halo Knowledge Center... 12 Popup Notifier... 12 Administrative Features on the Web App... 13 Distribution Lists... 13 Departmental Directory... 14 Reports... 14 Halo Blast... 15 General Tab... 16 Company Info... 16 Roles... 17 Configuring a Role... 18 Info... 18 General (Web and Mobile)... 18 Mobile App... 18 Users... 20 Adding New Users... 20 Adding Providers... 20 Adding Staff... 22 Edit Current User... 23 Edit User Contacts... 24 Security... 24 Admin Rights... 25 To add a new AdMIN... 25 To remove or edit an AdmiN... 25 Our Mission... 26 2

Welcome to Halo This Administrator Guide will provide an overview of the administrative features available on the Halo web app, including instructions on adding new provider and staff Halo users for your organization. Common examples of people who may serve as Halo Administrators are: Medical Practice Managers Residency Program Coordinators Healthcare Communications Managers IT Professionals Anyone your organization designates 3

Secure Sign-In You can access the Halo web app 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 righthand 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. 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 with whom you are personally connected within your organization. Some large 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. A Halo message can only be sent to an activated user. 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 to 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 you 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 Admins and cannot be deleted or edited by other users. (Please see the Distribution List section for information on how to create these groups.) Click on a group name to view its members. Use the icon to send the group a message. 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 this box 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 can be controlled and edited in the User Roles set up in the Admin Console. (See the Admin Console Roles sections for additional information.) 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 message forwarded to another Halo user or simply mark yourself as Off Duty. Senders will be alerted that you are Off Duty and informed if the message will be forwarded. 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 forward your messages to. 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. By default, the Halo Support contact information will be displayed. However, you can edit this information on the General tab in the Halo Admin Console to add the number of your organization s IT Helpdesk. 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

Administrative Features on the Web App DISTRIBUTION LISTS Distribution Lists are shared groups of users that only Administrators can create. As an Administrator, you can add or remove users from the lists and edit which users can utilize these lists. Users can see and utilize these Distribution Lists from their Contact Lists. The users will not be able to edit or delete these lists. Will RECEIVE the message: These are users that will receive any message sent to this list. Can SEND this group a message: These users will have this list on their Contact List. Example: You may have an on-call Trauma Team at your location. They may change each day or each shift. The Receivers would be the Trauma Team users that need to get messages about an incident. The Senders may be anyone in your organization who communicates with the Trauma Team Nurses, Physicians or your Call Center, for instance. To access the Distribution List feature, click on the main menu select Distribution Lists. in the upper left-hand corner on Halo and Edit an existing Distribution List by clicking on the List Name in the left column. To add or remove users, click on the user s name and then use or Click create a new list. to Allow Reply - Decide whether the recipients can reply to the message If you uncheck the box for Everyone in this list can also SEND this list a message, the second box will appear to allow SOME members of the group to also SEND this list a message. 13

Departmental Directory You can enter and edit key categories, locations and specific directory numbers for your organization from the Web App. This directory will be accessible from within the Halo app. Providers and Staff can access these numbers from the Organization Tab and dial directly from the app. To edit the Directory, click on the Main Menu bars in the upper left. Then click on Departmental Directory in the drop-down. Add to or edit the Directory as needed. You can add main categories or locations and additional sub-categories with or without phone numbers. Click on any existing entry to edit the entry name or number, add a sub-category or delete an entry. Please note, if you delete a category that has additional entries in it, those sub-categories and entries will be deleted as well. Reports From the Reports tab, you can run reports for your organization such as the Usage Report for Staff or Providers, Device List Summary, Doc Halo ID Reports, and so on. To run a Report, click on the Main Menu bars in the upper left. Then click on Reports in the drop-down. Select the report you would like to run and click Next. Enter the report parameters, if applicable, and click Run. The report results will be displayed. Filter the results using the Search filter in the upper right or sort options. Export the report content using the options: o Copy to Clipboard o CSV o Excel o PDF 14

Halo Blast This feature enables Administrators to send a one-way message to physicians and staff in a specific location or department. Recipients cannot reply to a Halo Blast. To send a Halo Blast, click on the Main Menu bars in the upper left. Then click on Halo Blast in the drop-down. Select the Departments or Specialties to which you would like to send the Halo Blast. Click Send. Previously sent Blasts will be listed under Past Halo Blasts. 15

Admin Console Halo users with Administrator rights have access to the Admin Console via a link from the Main Menu at the top left of the Web App. The Admin Console is where Administrators can manage the Halo system, including organizational settings, users, roles and permissions, etc. Halo comes with defaults configured so you can get up and running quickly, but it is very flexible so you can fine-tune your implementation as needed over time. Below are screenshots and details of the Admin Console features. General Tab This is where you can input default information and set various settings for the organization. Be sure to click on the Save button after any changes are made. COMPANY INFO Default Company Info Enter/edit the main address for the organization. Support Contact Information Enter/edit the internal support contact information for your organization email, phone and hours and location. This can be your IT Department, Helpdesk or perhaps the Organization s Administrator. This information will be displayed on the Web App from the Support link in the upper right of the header bar and on the Mobile App. 16

Roles Roles control what permissions users have. All users are assigned one role. All roles that you have created will be listed here with the Role Name and Description. To edit a role, click on the blue pen To remove a role, click on the x If you try to delete a role that still has users attached to it, you will get an error message until all users attached to that role have been removed. To add a new role - click on the button at the bottom of the window. Examples of possible roles: Staff 1 - Staff with access to the app Staff 2 - Staff without access to the app 17

CONFIGURING A ROLE While on these screens - click on this Help icon for a detailed description of each feature. Info Enter/edit the Role Title (Staff 1, Staff 2, Residents, Administration, etc.) and Role Description. Use Role is Default for to make the role the Default permission for either a Provider or Staff user by checking the appropriate box. General (Web and Mobile) These are general setting for both the Web App and Mobile App: Urgent Messages Message Recall Mobile App These are specific tools available only on the Mobile App: Mobile App access Passcode Lock Camera access Photo Library access Voice to Text See the following page for a full description of each setting on this screen. 18

General Mobile App Category Setting Options Description Urgent Messages Message Recall Handoff Feature Mobile App Passcode Lock Enabled / Disabled Enabled / Disabled Enabled / Disabled Enabled / Disabled Immediately / 1 min / 5 min / None Controls whether users can send messages as an Urgent message, which shows up in red, plays a different notification sound and has a different notification reminder schedule and escalation. Controls whether users can recall messages they have sent, which removes the message from recipients message list. Messages are still auditable by an Admin. Controls whether users can utilize Handoff, a powerful clinical feature that allows providers to track patients. Controls whether users can sign in and access the Halo Mobile App. Sets a passcode lock for all Mobile App users. After the specified time, users must enter a passcode to reopen the app. If enabled, users will be prompted the next time they open their app to set their passcode. Can be user configured or org enforced. Camera Enabled / Disabled Controls whether users can take and send pictures within the Halo app. These photos are secure and cannot be saved outside of the app. Photo Library Enabled / Disabled Controls whether users can attach photos and videos from the camera photos taken outside of the Halo app. Voice to Text Enabled / Disabled Controls whether users can use Apple's SIRI or Google Now to dictate a message. There is a debate whether this is HIPAA compliant. 19

Users From this tab, you can add users. You can also edit current users information and individual settings. Use the Search field to search for a user. Blue halo indicates the user is active. Users without a halo are in the system but have not yet registered and activated. Staff Members are listed in light blue. Providers are listed in dark blue. Patients (if applicable) are listed in green. Click on the View Deactivated Users button to see a list of users who have been deactivated or removed from the org to reactivate if needed. If you have several users who haven t registered, you can send them all invitations by clicking on the Send invitations to users who have not yet registered button. ADDING NEW USERS Click to add a new user. Choose which type of user you are going to be adding. Click Next. ADDING PROVIDERS Enter the provider s NPI. Or, enter the provider s Last Name and First initial and search our exclusive database of all physicians, NP s and PA s in the U.S. Click Search. Select the correct provider from the search results. Provider s First and Last name, Suffix and Specialty will be prepopulated. Title is optional. You will need to enter: o Email Address (required this will be their username) o Cell Phone (optional) 20

o o Role (as created in the Roles tab) Which Department(s) the provider will be a member of this determines what users will be placed on that user s Contact List o If the user is a member of more than one department, choose their Primary Department from the Primary Department drop-down. Send invitation to register Check this box if you want to send the invitation right away. Uncheck this box to send the invitation later. Click on the Add button in the upper right when all information is added. 21

ADDING STAFF Click Choose Staff. You will need to enter: o First and Last Name o o o o o o Suffix and/or Title Email address (required this will be their username) Cell Phone (optional) Role (as created in the Roles tab) Which Department(s) the Staff will be a member of this determines what users will be placed on that user s Contact List If the user is a member of more than one department, choose their Primary Department from the Primary Department drop-down. Send invitation to register Check this box if you want to send the invitation right away. Uncheck this box to send the invitation later. Click on the Add button in the upper right when all information is added. 22

EDIT CURRENT USER Click on a current user to edit their settings. Click on the Reset Password button to reset a user s password. (If your password is controlled by your organization, this button will not be visible and users will need to contact the internal IT Helpdesk.) If they have not registered, click on the Resend Invite button to send them another invitation. You can edit various features and settings of a user s account: o First/Last Name o Suffix or Title o Email address (this will change their username) o Cell Phone o Call-Back Number o User Role Be sure to click the Save button at the top of the page to retain all changes. Other features/settings you can edit on a user s account: o Departments that they are a member of (If you remove a department, contacts from that department will not be removed from the user s Contact List.) o Primary Department o Address o Office Phone o Time Zone o Cost Center o Edit User Contacts: Administrators can also edit which contacts are visible to each user - click on the Edit User s Contact List button. 23

EDIT USER CONTACTS In the Edit User Contacts screen, you will be able to add or remove Providers and Staff onto that user s Contact List. Click on the Add button to add a contact or the red X to remove a contact. Click on the Save button after all changes are made. SECURITY Deactivating Users This feature allows you to remove users who are no longer with the organization or who no longer need access to the Halo app. Deactivated Users will be prevented from signing into or using the Halo app. These users will also be removed from other users Contact Lists. o Deactivated Users can be reactivated by clicking on the Show Deactivated Users button, which is at the bottom of the User List. Log User Off Mobile App This will immediately log the user off the Mobile App and remove all Halo content. To use The Halo app in the future they would need to download the Mobile App again and then sign in with their username and password. 24

Admin Rights The Admin Rights tab is where users can be configured to have administrative permissions. Only Full Org Administrators can add additional admins or edit existing admins. TO ADD A NEW ADMIN Click on Add Administrator Start typing the name of the user in the type user name box the user s name will pre-populate (if the user s name does not pre-populate, please verify that they have a user account) Check the box next to Full Org Administrator to give the user all administrative rights for all departments in the organization. If they are not a Full Org Administrator, you can assign which permissions they will have: o Configure Roles allows this administrator to add and modify roles on the Roles tab. o Under Is Admin for these Departments: select the department(s) that the admin will have access to. *Admins can be configured to be admins for one or more department. o Departmental Permissions are rights for the admin that apply only for the department(s) the admin is set to administer. o Send Halo Blasts allows the admin to send broadcast messages to the admin s departments. o Manage Providers, Manage Staff, and Manage Patients allow the admin to add and edit users of these types in the Users tab. o Manage Distribution Lists allows the admin to create, edit, and delete message distribution lists for their departments. Click Save after all changes are made. TO REMOVE OR EDIT AN ADMIN From the list of Administrators under the Admin Rights tab Click on Remove to the right of the Admin s name to remove all of a user s administrative rights Click on the name of an existing Admin in the list to edit their permissions Click Save after all changes are made. 25

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 26