Halo Mobile App Guide ios
Contents Getting Started... 4 Invitation, Registration and Activation... 4 Sign-In... 4 Messages... 5 Generating a Secure Message... 5 Message Status... 5 Quick Group Message... 5 Remove or Delete a Message... 6 Message Forward... 6 Message Copy... 6 New Thread Option... 6 Call-Back Button... 6 Message Enhancements... 7 Adding Quick Notes... 7 Mark as Urgent... 7 Adding Photos... 7 Adding Videos... 7 Adding Voice Memos... 7 Contacts... 8 Adding Contacts... 8 Doc Halo Database... 9 Group/Distribution Lists... 9 Organization... 10 Locating Other Halo Users... 10 Adding Users... 10 Phone Directory... 10 Halo Handoff... 11 Halo Handoff List... 11 Adding Patients... 11 Handing Off... 11 Take Back or Share Patients... 11 Sending Bills... 11 Settings... 12 Doc Halo ID... 12 Off Duty / Auto Forward... 12 Sounds... 12 Security... 12 Passcode... 12 Auto Log-Off... 12 Account... 13 Username... 13 Call-Back Number... 13 Office Address... 13 Change Password... 13 Handoff SETTINGS... 14 Connection Status... 15 Support... 15 Logout... 15 Our Mission... 16 2
Welcome to Halo This Quick Start Guide will give you an overview of the Halo Mobile Application for ios. Halo provides secure texting and messaging for your healthcare organization that is HIPAA-compliant and improves the efficiency of communication between you and your colleagues. Halo secure messaging is as fast and easy as regular texting, but it s HIPAA-compliant. No more wasting hours playing phone tag. To get started using your account, we will send you a text and/or an 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
Getting Started INVITATION, REGISTRATION AND ACTIVATION Reference the Halo App Activation Quick Start Guide to register and activate your Halo Mobile App. SIGN-IN 1. Enter your username. Your username is typically in the same format as your email address. example: Doctor123@Hospital.org 2. Tap Continue. 3. Enter your password (created at registration reference the Halo App Activation.pdf).* 4. Tap Sign In. If you enter the incorrect username, tap Back to return to the previous screen and edit the username field. *Many organizations have their own guidelines for username and password management within Halo. Please contact your local Halo Admin for clarification. 4
Messages You can message any physician or staff in your Contact List. Tap on the Messages tab to see all your current messages. Simply choose a new message or reply to or forward a message from this list. You can also delete any unwanted messages. GENERATING A SECURE MESSAGE Tap the new message icon to generate a secure message to your providers or staff members. When you tap the icon the new message screen appears. In the To: field, begin typing a physician or staff member name. Below the To: field Halo will suggest names from your Organization and Contacts. To send a group message to multiple users, tap the + sign to the right of the field. This will allow you to add additional recipients to your message. All recipients added will be able to reply and contribute to the message thread. RECIPIENT STATUS INDICATOR 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 off or Auto Forwarding fwd. Recipients who are Off Duty will be displayed in a grey Contact bubble. Recipients who are Auto Forwarding will be displayed in a blue contact bubble. MESSAGE STATUS Messages are marked as Sent, Delivered and then Read, along with the date and time. QUICK GROUP MESSAGE To send a quick group message, add two or more recipients to a message. All replies will be shared among all recipients within a single message thread. Quick Group Messages will appear on your messages tab with a group icon. You can view group member and delivery information for Quick Group Messages as well as for Personal Groups and Distribution Lists. 5
REMOVE OR DELETE A MESSAGE A message can be removed or deleted from the message list by swiping the message from right to left. Tap on the Delete prompt to delete it. MESSAGE FORWARD Easily forward a single message by holding down on a message in a thread, selecting the forward option and filling in the name of the new recipient. The forwarded message will show the name of the original sender with date and time. MESSAGE COPY Copy the content of a single message to send to another user by holding down on the message in the thread and tapping Copy. Open a new message, hold down on the secure message field and tap Paste. Choose the new recipient and send the message. NEW THREAD OPTION Halo allows a user to create a new and separate thread when discussing another patient issue. This Safe Text option prevents messages about different patients from being combined, which could lead to medication, dosing or other communication issues. CALL-BACK BUTTON Call the sender of the message directly from within the message by tapping the phone icon in the top right corner. You can adjust your call-back number in the Settings tab. The phone icon will only display if the sender has entered a call-back number in his or her account information. 6
Message Enhancements Tapping on the paperclip icon in the lower left corner of the message screen gives you access to many options to add to or enhance your message. ADDING QUICK NOTES The Quick Note option allows you to add a quick, generic message from a list of commonly shared messages. Tap on the paperclip next to the message input bar and select Quick Note. MARK AS URGENT Tap on the paperclip and select Mark as Urgent to change the priority level of your message. This will turn the message red as well as place a red dot next the unread message. Recipients can set a distinct notification sound for Urgent Messages (see Settings). This allows a provider to know when to interrupt patient encounters. ADDING PHOTOS Halo messages will support high-resolution photos. Tap on the paperclip next to the message input bar and choose Take a Photo or Video or Choose Existing to insert the photo into the message. ADDING VIDEOS Halo messages will support high-resolution videos. Tap on the paperclip next to the message input bar and choose Take Photo or Video or Choose Existing to insert the video into the message. When choosing to take a new video, slide from PHOTO to VIDEO at the bottom of the screen and tap on the red button to begin recording. Tap again to end the recording. ADDING VOICE MEMOS Tap on the paperclip next to the message input bar and choose Voice Memo. Hold the button and talk to record a memo. Once you release the button, the memo will automatically be attached to your message. Please note: Your organization may be managing some settings and functionality. Check with your local Halo Admin for more information. 7
Contacts The Contacts tab 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 based on the total overall organization size. ADDING CONTACTS From the Contacts tab, you can add a contact by tapping on the + sign at the top and choosing Add Contact. A new screen will appear; providers will be prompted to choose Search my organization or Search all providers nationwide, and staff will be prompted to choose Search my organization or Enter Doc Halo ID. Providers can search for other physicians, providers or staff by name or specialty using the search bar at the top of the Organization screen. In the results list, find the name you want to add, tap on it, then tap Add Contact at the bottom. Staff can add contacts by entering a Doc Halo ID number using the second button. You can also add or edit your Contact List by contacting your Halo Administrator. 8
DOC HALO DATABASE Providers can search for and find other providers outside their organizations using the Doc Halo Database. From the Contacts tab, tap on the Doc Halo Database banner at the bottom of the screen. A new screen will require you to enter the name of the provider and give you the option to add the state or zip code of the provider. When the results are displayed, tap 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. You can add that person to your Contact List by tapping on the + sign at the top of the screen. GROUP/DISTRIBUTION LISTS 1. Tap on the Contacts tab. 2. Tap the + symbol in the right corner. 3. Select the Create Group option. 4. Enter a Group Name in the Name field. 5. Allow Reply All is on by default; toggle this option to Off if you do not want to allow group members to reply. 6. Tap users within your Contacts to add to the group (selected users will change to green with a check mark to the left of the name). 7. When completed, tap Save in the upper right. 8. The new group will appear at the top of your Contacts. You can then send a message to this group. 9
Organization The Organization tab offers a full list of users within your organization and gives you the option to add those users individually to your Contact List. The Organization tab also provides other resources from your organization, such as news and updates. LOCATING OTHER HALO USERS To locate providers or staff from your organization, you can search by name or by specialty and add him or her to your personal Contact List. If they are an existing contact, you can also send a message from the directory by tapping on Compose Message. ADDING USERS If you are a provider, you can view the full organizational lists and add users to your personal Contact List. Depending on their account permissions, staff members can also add users to their Contact Lists, but they must have the Doc Halo ID (DHID) number of the user to be added. Some staff permissions may allow adding contacts without the DHID. PHONE DIRECTORY View important phone numbers, organized by department, within your organization. These numbers are managed by your Halo Administrator, who can update, change and delete the phone numbers. 10
Halo Handoff (if applicable) For more detailed information please refer to the Halo Handoff User Guide. Providers can utilize Halo Handoff to share patient details with other providers. Before using Halo Handoff, you must enable sharing with other providers (see Settings). HALO HANDOFF LIST The first screen includes a full list of your existing patients and their status. This list can be sorted by the provider who is covering, the hospital name, patient name or by who sent the original patient record. ADDING PATIENTS To add a new patient, tap the + in the top right and fill in the relevant patient detail. Tap Save. HANDING OFF To hand off a patient, check the box to the left of the patient name. Open the Action drop-down above the patient list in the top left of the screen. Choose Handoff. A list of potential provider recipients will open. If none opens, check your settings to ensure that you ve selected potential recipients. Tap the box next to the name of the new provider. TAKE BACK OR SHARE PATIENTS You have the capability to Take Back a patient from a provider with whom you ve previously completed a handoff. Follow the procedure above, but choose Take Back from the Action drop-down list. You can also Share a Patient with another provider in the same way. SENDING BILLS Providers can send bills directly from Halo Handoff to a staff member who is responsible for billing. This is a great way to avoid forgetting to bill for an extra appointment or procedure. To send a bill, contact your Halo administrator. The administrator must assign a staff member to receive your billing details. 11
Settings DOC HALO ID Every individual is assigned a unique Doc Halo ID (DHID), which can be used to connect with other Halo users. When a user from another department or organization does not appear in a search by name, the user can be added to your Contact List using the contact s DHID. A contact within your organization can be added on the Contacts tab in the Mobile App. Contacts from other organizations can be added to your Contact List via the Web App. OFF DUTY / AUTO FORWARD You can set yourself to Off Duty. Users sending you a message will see the icon in the Contact bubble and a popup message that you are Off Duty. You can also select Auto Forward to forward your messages to another recipient. You will be prompted to choose the recipient, as well as select start and end dates and times. Users sending you a message will see the icon in the Contact bubble and a popup message that you are utilizing Auto Forward. You will not be able to see the messages that are forwarded. SOUNDS You have the option to change the sound of your Normal Messages as well as Urgent and Call Center Messages. Tap on Sounds to view, sample and select from the many available message alert tones. SECURITY Passcode If you or your company would like to enhance the security of the Halo app, you can enable the passcode feature to pop up prior to opening the app each time. Select Passcode on the Settings tab, turn the Passcode On and enter a new 4-digit passcode. The app will ask you to confirm your new passcode. This feature may be controlled by your organization. Users who have passcode locks set on their smartphones are not required to enter an additional passcode to log in to the Halo app. The app will auto-detect the presence of a smartphone lock, and it will bypass the app s passcode requirement. The user will not have to type in two passcodes before they can access the app. Auto Log-Off Sets the inactivity time after which the app will log itself out. Options range from 15 minutes to never. This feature may be controlled by your organization. 12
ACCOUNT This option allows you to change various information in your Halo account. Please note that your organization may not allow you to change some items on this screen. Contact your local Halo Admin if you are unable to change any of this information. Username This must be in the format of an email address. Changing this field will change the username you use to log into the Halo app. It will also change the email address used to send message reminders and password resets. Call-Back Number Changing this will change the call-back number that is displayed when messaging other users. This will only change the call-back number on future messages, past messages will still display what was selected at the time the message was sent. Office Address This is the address that will display to other Halo users when they search for you within the Contacts or Organization tabs. Change Password Use this option to manually change your password. 13
HANDOFF SETTINGS (if applicable) The Handoff Contacts setting enables you to choose the recipient of your handoffs by tapping on his or her name. Choose as many as relevant, and tap Done. This must be done before Halo Handoff functionality will work. From Halo Handoff Settings, you can also: Manage recipients with whom you automatically share patients Remove yourself from other providers auto share Choose an attending physician who supervises your patients and therefore has access to your handoffs Manage whether to allow billing through Handoff Automatically fill the team and hospital fields within the patient record 14
CONNECTION STATUS Using this feature, users can quickly and easily check to see what type of data connections are available to them based on their current location. Because Halo works on both cellular data (from a network provider like Sprint or Verizon Wireless) as well as over Wi-Fi, it s good to know how your device is operating. SUPPORT Under the Settings tab you can contact our Doc Halo Support Team by emailing support@dochalo.com directly from this window. LOGOUT If you ever need to log out of your app, you can do so under the Settings tab by selecting Logout. If you have forgotten your username or password you can tap on Forgot Username? on the initial Sign In screen. Once you enter your username and click Continue, you can tap on Forgot Password? below the Secure Sign In to have an email sent to you with a link to reset your password. This feature may be controlled by your organization. 15
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 16