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Doc Halo Mobile App Guide - iOS
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Contents
Welcome to Doc Halo ....................................................................................................................... 4
Getting Started ................................................................................................................................. 5
Invitation/Registration/Activation: ............................................................................................... 5
Helpful Tips ................................................................................................................................... 5
Messages ......................................................................................................................................... 6
Generating a secure message ........................................................................................................ 6
Message Status ............................................................................................................................. 6
Remove or Delete a Message ........................................................................................................ 6
Message Forward .......................................................................................................................... 7
Message Copy ............................................................................................................................... 7
Call Back Button ............................................................................................................................ 7
Message Enhancements ................................................................................................................ 8
Adding Quick Notes ....................................................................................................................... 8
Adding Photos ............................................................................................................................... 8
Adding Videos ............................................................................................................................... 8
Adding Voice Memos .................................................................................................................... 8
Mark as Urgent ............................................................................................................................. 8
Contacts ........................................................................................................................................... 9
Adding Contacts ............................................................................................................................ 9
Doc Halo Database ...................................................................................................................... 10
Group/Distribution Lists .............................................................................................................. 10
Organization ................................................................................................................................... 11
Locating Other Doc Halo Users .................................................................................................... 11
Adding Users ............................................................................................................................... 11
Phone Directory .......................................................................................................................... 11
News........................................................................................................................................... 11
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Surveys ....................................................................................................................................... 11
Halo Handoff (if applicable) ............................................................................................................ 12
Halo Handoff List ......................................................................................................................... 12
Adding Patients ........................................................................................................................... 12
Handing Off................................................................................................................................. 12
Take Back or Share Patient .......................................................................................................... 12
Sending Bills ................................................................................................................................ 12
Settings .......................................................................................................................................... 13
Doc Halo ID ................................................................................................................................. 13
Messages .................................................................................................................................... 13
Off Duty / Auto Forward.............................................................................................................. 13
Sounds ........................................................................................................................................ 13
Security ....................................................................................................................................... 13
Passcode ..................................................................................................................................... 13
Auto Log Off ................................................................................................................................ 13
Message Life ............................................................................................................................... 14
Handoff Settings ......................................................................................................................... 14
Connection Status ....................................................................................................................... 15
Support ....................................................................................................................................... 15
Logout ........................................................................................................................................ 15
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Welcome to Doc Halo
Your organization has partnered with Doc Halo. This quick start guide will give you an overview of the Doc Halo Mobile Application.
Doc 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.
Doc Halo’s secure messaging is as fast and easy as texting with your colleagues, but it’s HIPAA-compliant. No more wasting hours
playing phone tag.
To get started using your Doc Halo account, Doc Halo will send you a text and/or email with an invitation to register for your Doc
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 in regards to customization and features, please contact your organization’s Doc Halo
Administrator.
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Getting Started
Invitation/Registration/Activation:
Reference the Doc Halo App Activation Quick Start Guide to register and activate your Doc Halo mobile app.
Doc Halo App Activation.pdf
Helpful Tips
Log into the Mobile app first
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Providers must activate their account by logging into the Doc Halo mobile app. Once you have logged into the mobile
application, you can then go to www.dochalo.com, tap “Sign In” at the top right corner of the Doc Halo home page to
access and log into the Web Portal.
Enter your email address (username).
Enter your password (created at registration – reference the Doc Halo App Activation.pdf)
Tap “Secure Login”.
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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” button to generate a secure message to your providers or staff members. When you tap “New” the Halo
message window appears. In the “To” field, type your physician or staff member name and it will automatically populate
from a user on your contact list.
To send the same message to additional users, Tap the “+” sign to the right of the field, which will send an individual
message to the new user. To send a single message to a group, see Group/Distribution Lists.
Message Status
Each message has a Sent, Delivered and then Read notification with date and time.
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.
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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 recipient of the new message. 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 and hold down on the secure message field and tap the
word paste. Choose the new recipient and send the message.
New Thread Option
Doc 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 back directly from the message by tapping the phone icon in the top right corner. You can adjust your
callback number in the Settings tab.
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Message Enhancements
You have access to many options to add to or enhance your message by tapping on the paperclip in the lower left corner of the
message screen.
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”.
Adding Photos
Your message 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
Your message 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.
Mark as Urgent
You can send an urgent message by opening a new message and selecting the name of the recipient. Tap on the paperclip and
select “Mark as Urgent”. This will turn your message red as well as leave a red dot next the unread message.
A user can change the Notification sound for when you receive Urgent Messages. (See Settings). This allows a provider to know
when to interrupt patient encounters.
Please note: For all settings and functionality, your organization may be managing the settings. Check with your administrator for
more information.
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Contacts
The Contacts tab includes all the users with which you are personally connected within your organization. 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 choose “Add Contact”. A new screen will
appear which will prompt providers to choose “Search my organization” or “Search all providers nation wide” and staff to choose
“Search my organization” or “Enter Doc Halo ID”.
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Providers can search for other physicians, providers or staff by name or specialty using the search bar at the top of the
Organization screen. Staff can search for staff only. In the results list, find the name you want to add, tap on it then tap
“Add Contact” at the bottom.
Staff members have the ability to 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 Doc Halo administrator.
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Doc Halo Database
You can search for and find other providers outside your organization using the Doc Halo
database. From the Contacts tab, tap on the Doc Halo database 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 Doc Halo user. If there is a halo before the name, that person is a Doc
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
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Tap on the “Contacts” tab
Tap the + symbol in the right corner
Select the “Create Group” option
Enter a Group Name in the Name field
Allow Reply is default, toggle this option to “Off” if you do not want to allow the users within the group to reply
Tap the 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)
When completed, tap “Save” in the upper right
The new group will appear at the top of your Contacts. You can then send a message to this group.
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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 offers other resources from your organization, such as news and updates.
Locating Other Doc Halo Users
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 can also add users to their contact lists,
but he or she must have the Doc Halo ID (DHID) number of the user to be added. Some Staff
permissions may allow adding contacts without knowing the DHID.
Phone Directory
View important phone numbers, organized by department, within your organization. These
numbers are managed by your Doc Halo administrator, who can update, change and delete the
phone numbers.
News
Important organizational news, added by your Doc Halo administrator.
Surveys
Surveys, developed by your administration, for Doc Halo users within your organization.
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Halo Handoff (if applicable)
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 complete
the relevant patient detail. Tap “Save”.
Handing Off
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 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 open, 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 Patient
You have the capability to “Take Back” a patient from a provider with whom you’ve previously handed a patient off. 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 Doc Halo administrator. The administrator must assign a staff member to receive your billing details.
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Settings
Doc Halo ID
Your Doc Halo ID or “DHID” is a unique number assigned to every individual that allows
you to connect with other Doc Halo users. Having a user’s DHID enables you to add
them to your contact list, if he or she is a provider located within your organization. If
the user is not a provider or staff member located within your organization, you will
need their DHID number and can add them to your contacts via the web portal.
Messages
Off Duty / Auto Forward
You can set yourself to Off Duty. Users sending
you a message will get a notification that you
are Off Duty. You can also select Auto-Forward
to forward your messages. You will then
choose who you want to have your messages
forwarded to. Select the start and end dates
and times. You will not be able to see the
messages that are being forwarded.
Sounds
You can change the sound of your Urgent, Call Center Messages and Normal Messages. You have many options when setting your
message alerts, based on your needs.
Security
Passcode
If you or your company would like to enhance the security of the Doc Halo app, you can
enable the passcode feature prior to opening the app each time. In order to do this you
will select “Passcode” on the Settings Tab. Turn the Passcode “On” and enter a new 4 digit
passcode. The app will ask for you to confirm your new passcode. This feature may be
controlled by your organization.
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.
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Message Life
You can set your message life of 7, 14 or 30 days. Sent messages will be deleted on your device and the recipient’s device after the
specified number of days. This feature may be controlled by your organization.
Account
Under the Settings tab you can change your callback number, password and office
address details.
Handoff Settings (Optional feature)
Handoff contacts setting enables you to choose the recipients of your handoffs, by
tapping on his or her name. Chose as many as relevant and tap “Done”. This must be
done before Halo Handoff functionality will work.
From Halo Handoff Settings you can also:
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Manage recipients with which you automatically share handoff 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
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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 Doc 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
[email protected] directly from this window.
Logout
If you ever need to logout of your app you can do so under the Settings Tab and
selecting “Logout”. If you have forgotten your password you can tap on “Forgot
Password” below the Secure Login to have an email sent to you with a link to reset
your password. This feature may be controlled by your organization.
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The Professional Standard of Healthcare Communication
Our Mission
To provide healthcare organizations and physicians
the highest quality mobile health platforms that facilitate
secure and fast physician communication, provide systems integration and
offer ongoing clinical innovation for strategic alignment.
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