# HALO System Implementation Guide for New Locations

**Version**: 1.0
**Last Updated**: September 8, 2025
**Purpose**: Step-by-step guide for implementing the Be Well HALO system at new locations

## Overview

This guide provides detailed instructions for setting up the HALO business management system at a new Be Well LifeStyle Centers location. The HALO system integrates patient check-in, front desk management, marketing operations, and financial reporting into one seamless platform.

## Pre-Implementation Requirements

### Hardware Needed
- iPad (minimum iPad 9th generation) for patient check-in kiosk
- Computer/laptop for front desk operations
- Reliable internet connection (minimum 25 Mbps)
- iPad stand or mount for kiosk
- Optional: Receipt printer for checkout

### Access Requirements
- Be Well staff portal login credentials
- Location-specific email addresses
- Access to shared Google Drive/Dropbox folders

## Implementation Steps

### STEP 1: Setting Up the Patient Check-In Kiosk

#### 1.1 iPad Setup
1. **Physical Setup**
   - Mount iPad on stand at front entrance
   - Ensure power cable is connected and secured
   - Position at comfortable height (approximately 48 inches from floor)

2. **Navigate to Check-In Page**
   - Open Safari browser on iPad
   - Go to: `https://bewelllifestylecenters.com/patient-checkin.html`
   - Select your location from the dropdown menu
   - Bookmark the page for easy access

3. **Configure Kiosk Mode**
   - Enable Guided Access (Settings > Accessibility > Guided Access)
   - Triple-click home button to start Guided Access
   - This prevents patients from leaving the check-in screen

4. **Test the System**
   - Enter a test phone number: (555) 555-5555
   - Verify the keypad works correctly
   - Confirm location shows correctly at top

#### 1.2 Daily Kiosk Maintenance
- Each morning: Refresh the page (pull down from top)
- Check battery level and charging connection
- Clean screen with microfiber cloth
- Verify location setting is correct

### STEP 2: Front Desk Portal Setup

#### 2.1 Accessing the Dashboard
1. **Login to Staff Portal**
   - Go to: `https://bewelllifestylecenters.com/secure-staff-portal.html`
   - Enter username and password
   - Select "Operations" tab
   - Click "Front Desk Dashboard"

2. **Configure Your View**
   - Select your location from the dropdown
   - Dashboard automatically refreshes every 30 seconds
   - Familiarize yourself with color codes:
     - Yellow = Waiting
     - Green = In Service
     - Blue = Completed

#### 2.2 Managing Patient Flow

**Checking Patients In:**
1. When patient appears on dashboard after kiosk check-in
2. Click "Check In" button next to their name
3. Status changes from Yellow to Green
4. Assign practitioner from dropdown if needed

**Checking Patients Out:**
1. When service is complete, click "Check Out"
2. Status changes to Blue (Completed)
3. Patient automatically archives after 2 hours
4. Process payment through Square POS

**Adding Walk-In Patients:**
1. Click "Add Patient" button
2. Enter: Name, Phone, Service Type
3. Select "First Visit?" Yes/No
4. Click "Add to Queue"

### STEP 3: Marketing System Operations

#### 3.1 Daily Marketing Tasks

**Morning Routine (9:00 AM):**
1. **Check Marketing Calendar**
   - Go to Staff Portal > Marketing Dashboard > Calendar
   - Review today's specials and promotions
   - Note any special events or campaigns

2. **Update Specials Board**
   - Physical: Write daily specials on whiteboard
   - Digital: Update website specials if applicable

3. **Prepare Email Campaign (if scheduled)**
   - Go to Email Marketing section
   - Review scheduled campaigns
   - Make any last-minute adjustments

**Throughout the Day:**
1. **Monitor Campaign Performance**
   - Check email open rates
   - Track special redemptions
   - Note customer feedback

2. **Implement Marketing Ideas**
   - Review Ideas & Innovation board
   - Move actionable ideas to "Testing" column
   - Document results

#### 3.2 Weekly Marketing Tasks

**Monday - Planning:**
- Review previous week's metrics
- Plan week's email campaigns
- Update calendar with new promotions

**Wednesday - Mid-Week Check:**
- Assess current promotion performance
- Adjust strategies if needed
- Prepare weekend specials

**Friday - Weekend Prep:**
- Finalize weekend promotions
- Schedule Saturday/Sunday emails
- Update social media

### STEP 4: Daily Accounting Export Process (CRITICAL)

This is the most important daily task that ensures accurate financial reporting.

#### 4.1 End-of-Day Preparation (5:30 PM)

1. **Complete All Check-Outs**
   - Ensure all patients are checked out
   - No patients should remain in "Green" status
   - Archive any completed patients

2. **Review Daily Transactions**
   - Verify all services are recorded
   - Check payment methods are accurate
   - Ensure practitioner assignments are complete

#### 4.2 Export Process (6:00 PM)

1. **Navigate to Export Review**
   - Staff Portal > Accounting > Export Review
   - Select your location
   - Click "Load Today's Patients"

2. **Review Each Entry**
   - Verify patient names
   - Confirm service types
   - Check payment amounts
   - Add any missing café/retail sales

3. **Make Corrections**
   - Click "Edit" to modify any entries
   - Use "Add Service" for multiple services
   - Adjust practitioners if needed

4. **Export to Accounting**
   - Click "Export to Accounting" button
   - System creates timestamped record
   - Data transfers to Daily Entry page

#### 4.3 Daily Report Generation

1. **Generate Daily Report**
   - Go to Accounting > Daily Entry
   - Click "Load Existing Report"
   - Select today's date

2. **Review Financial Summary**
   - Check totals by service type
   - Verify payment method breakdowns
   - Review practitioner commissions

3. **Send to Accounting**
   - Click "Download PDF" for records
   - Click "Send Report via Email"
   - Add recipients (typically accounting@bewelllifestylecenters.com)
   - Include any notes about discrepancies

4. **Confirmation**
   - Verify email sent successfully
   - File PDF in daily reports folder
   - Log completion in communication log

### Daily Operations Timeline

**8:30 AM - Opening**
- Turn on check-in kiosk
- Login to front desk dashboard
- Review marketing calendar
- Check for overnight appointments

**9:00 AM - 12:00 PM - Morning Operations**
- Monitor patient flow
- Process check-ins/outs
- Update marketing boards
- Handle walk-ins

**12:00 PM - 1:00 PM - Midday Review**
- Quick metrics check
- Prepare afternoon promotions
- Staff shift changes

**1:00 PM - 5:00 PM - Afternoon Operations**
- Continue patient management
- Implement marketing activities
- Prepare for end-of-day

**5:00 PM - 6:00 PM - Closing Procedures**
- Complete final check-outs
- Run export review process
- Generate daily report
- Send to accounting

**6:00 PM - Close**
- Verify all reports sent
- Secure kiosk
- Log out of all systems

## Troubleshooting Common Issues

### Check-In Kiosk Problems

**Issue: Kiosk not responding**
- Solution: Refresh page (pull down from top)
- If persists: Close Safari, reopen, navigate to check-in page

**Issue: Wrong location showing**
- Solution: Change location dropdown at top of page
- Bookmark correct location URL

### Front Desk Dashboard Issues

**Issue: Patients not appearing**
- Check location selection
- Refresh browser (F5 or Cmd+R)
- Verify kiosk is on correct location

**Issue: Can't check patient out**
- Ensure they're marked as "In Service" first
- Try refreshing page
- Check internet connection

### Accounting Export Problems

**Issue: No patients showing in Export Review**
- Verify correct date selected
- Check location filter
- Ensure patients were properly checked out

**Issue: Email not sending**
- Check internet connection
- Verify recipient emails
- Try downloading PDF and emailing manually

## Best Practices

### Patient Experience
- Greet patients warmly
- Explain kiosk process for first-timers
- Keep wait times under 10 minutes
- Communicate any delays

### Data Accuracy
- Double-check all entries
- Use consistent naming (First Last)
- Verify services match appointments
- Record all payments accurately

### Communication
- Update team on daily specials
- Share marketing successes
- Report technical issues immediately
- Document unusual situations

## Emergency Procedures

### System Outage
1. Switch to paper sign-in sheet
2. Record: Name, Phone, Time, Service
3. Enter data when system returns
4. Notify IT support

### Internet Failure
1. Use mobile hotspot if available
2. Continue paper documentation
3. Process when connection restored
4. Keep patients informed

## Support Contacts

- **Technical Support**: it@bewelllifestylecenters.com
- **Accounting Questions**: accounting@bewelllifestylecenters.com
- **Marketing Team**: marketing@bewelllifestylecenters.com
- **Emergency IT**: (Include phone number)

## Training Resources

- Video tutorials: (Link to training videos)
- Staff handbook: Available in Staff Portal
- Quick reference cards: Print from Resources section
- Monthly training calls: First Tuesday of each month

## Compliance Notes

- All patient data is HIPAA protected
- Never share login credentials
- Log out when leaving workstation
- Report any security concerns immediately

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**Remember**: The HALO system is designed to make operations smoother and more efficient. Take time to familiarize yourself with each component, and don't hesitate to ask for help when needed. Consistent use of these procedures ensures accurate reporting and optimal patient care.