🚀Healthie Quick Start Guide
👉 This section covers:
What is Healthie?
Healthie is our Electronic Health Records (EHR) system - the digital platform we use to manage all patient information, appointments, and clinical documentation.
Getting Started with Healthie
First Login & Dashboard Overview
In your inbox, you should see an email titled "Berry Street has added you to Berry Street." Please follow that link to activate your Healthie account and create a password. Please reach out to [email protected] if you do not see this email.
Upon logging in, you’ll be taken to the home page which is your central hub showing today’s appointments and tasks. Here are some key areas to help you easily navigate (see red numbers 1, 2, and 3)
Settings: Access your personal preferences, notification settings, and account configuration.
Menu Bar: Access key sections such as Calendar, Clients, Billing, etc.
Search Function: Universal search bar at the top for quick patient look up.
Setting Up Your Healthie Profile
After accessing your account, navigate to Settings in the top right corner of your Healthie account
Click “Account” on the left hand sidebar under “Personal”
Review your information to make sure it is correct
Add your profile picture
Add your credentials and additional information
NOTE: If you do not want to use your personal number use our office line 646-390-5066
Click “Update” to save your changes
Adding Appointment Availability
To add the above appointment types to your calendar, follow these instructions:
Navigate to “Calendar” from the menu bar
Select “Availability” above the calendar preview
Under “Filter By” ensure the “Appointment Type” dropdown is set to “All”
Select “+ Add” in the upper right corner
Select "Weekly Availability”, this will ensure the availability you set up will recur each week
Enter in the day of the week you want to set availability for, the start time and end time, and the appointment type
TIP: If you’re setting up availability on the Initial Assessment - 90 Minutes appointment types, make sure you’re allotting at least 90 minutes of availability!
Select “Add Weekly Availability” at the bottom
Repeat this process for each day of the week you’d like to add availability for, and for each appointment type.
Blocking Availability
If you need to block out certain days in your calendar because of a holiday or vacation, follow these instructions to add a block to your calendar which will prevent patients from booking with you (even if you have availability set up during those times):
Navigate to “Calendar” from the menu bar
Make sure you’re in the “Calendar” tab and not the “Availability” tab
Select “+ Add” in the upper right corner
In the menu that pops up, select “Block”
Enter a title for the block, the start date/time, the end date/time, and which appointment types you want the block to apply to. If you’d like this to apply to any appointment type, leave the dropdown set to “All Appointment Types”
Select “Add Block”
Managing Appointments
Manually Scheduling Appointments
To manually add an appointment with a client, follow these steps:
Navigate to “Calendar” from the menu bar
Click and drag on the calendar in the desired time slot, or select “+ Add” in the upper right corner
Under “Invitee”, select the patient from the dropdown - be sure to double check you have the correct patient selected before saving
NOTE: DO NOT switch the patient if you are editing an appointment. You’ll need to manually schedule the appointment from scratch with the new patient and mark the old appointment as canceled as this can cause scheduling issues.
Under “Appointment Type” select the appropriate appointment type from the dropdown
Set “Video Call Method” to “Zoom” - this will automatically convert to a meet.berrystreet.co link once the appointment has been set up. This takes a few minutes to convert.
Select “Save”
Note: When you manually schedule an appointment yourself, you do not need to have availability set up in the time slot you’re scheduling the patient. You have freedom to book anywhere in your schedule, even if you don’t have availability set up there.
Cancelling/Rescheduling Appointments
If you need to cancel or reschedule an appointment, follow these steps:
Navigate to “Calendar” from the menu bar or find the scheduled appointment in the patients’ profile under “Appointments”
Click on the appointment you’d like to cancel or reschedule
In the window that comes up, set the “Status” dropdown to “Cancelled” or “Rescheduled” and hit “Save”
IMPORTANT NOTE: If you’re rescheduling an existing appointment, follow the instructions in “Manually Scheduling Appointments” to manually schedule a new appointment for the patient. Do not use the same appointment slot to reschedule - this causes issues with the meeting link!
IMPORTANT NOTE: If you are needing to cancel or reschedule an appointment, please DO NOT delete the appointment from Healthie. Deleting appointments causes issues on the backend for patients and providers, so please only mark appointments as cancelled, rescheduled, or no-show - never delete them.
Patient Profile Basics
To open a patient’s profile, you can either navigate to “Clients” from the menu bar and find them in the list, or you can use the search function to search for the patient’s name.
There are some key sections in the patient profile you should be familiar with and that you will use frequently:
Side Bar: In the side bar on the left, you have easy access to the patients’ contact information, their client group, and the patient’s unique client ID
When reaching out to Berry Street’s team about a patient, always make sure to use the client ID when referring to them to maintain HIPAA compliance
Overview: From this page, you can access your patients’ appointments, billing history, and details on their insurance eligibility
Journal: Your patient’s food journal entries will show here sorted by date submitted
Charting: From this tab, you can access previously submitted patient chart notes and forms you’ve sent the patient
Billing: This tab will allow you to manually charge patients and access their billing history
Actions: This is where you can find and add patients’ personal information, appointment pricing for cash pay patients, insurance details, family / contacts, and more
NOTE: Patients will not be able to see documents, care plans, metrics, or goals from the Berry Street app. At this time in the patient app, patients can only track symptoms, poop, water, and food intake. Any other metrics you’d like to gather can come through the chat function.
Healthie Chat
Healthie's messaging feature is fully HIPAA compliant and allows secure communication between you and your patients. Through chat, you can send text based messages, photo/video, documents, and even voice messages. Here's how to access the chat:
Navigate to “Chat” in the menu bar
Locate the client chat or select “New” in the upper left corner to create a new chat conversation with a patient
Important Chat Features
Patient Notifications: Patients will receive your messages directly in the Berry Street app on their phone
Message History: All conversations are automatically saved
Patients access chat through their Berry Street Patient App, not through Healthie.
Professional Boundaries: Use chat for clinical communication, appointment coordination, and patient support.
Archiving and Unarchiving Patients
To maintain a manageable patient list, review your patient list in Healthie and archive clients who haven’t had an appointment in over two months. We’ve found that a two-month interval gives you time to reengage clients who may have had a busy few weeks.
Set a reminder on your calendar or task-tracking system to ensure this process is maintained regularly and avoid having a large, unmanageable client list. Regularly reviewing your client list is also a great opportunity to reach out to clients for follow-up appointments!
If you have a patient who is no longer "active," you can manually archive them. On the client overview page, you'll find the archive button in the bottom left corner. Should the client become active again, it’s easy to unarchive them.
To archive a client, ensure they meet the following criteria:
No upcoming appointments booked
Last time they had an appointment was +60 days ago
Click here for a step-by-step guide on how to archive and unarchive a patient. Archiving a patient will not prohibit them from booking appointments on the app.
Syncing Multiple Calendars with your Berry Street Healthie Calendar
While Healthie can't support syncing multiple Google calendars, the way this is done is push one calendar to Google Cal and have them share with each other. Basically creating a Google Calendar with all your Healthie appointments. From there, even though the Healthie calendars won't see the actual information from the other Healthie calendar's appointments, it will at least create blocks in their place by pulling the blocks from that Google Calendar.
In order to set this up, you need to have two separate Google Calendar accounts, and each Google Calendar account will connected to its own Healthie account. Here are the steps to getting this set up:
Link each Healthie account to their own Google Calendar.
Rename the "Healthie" calendars that are generated by Healthie within Google Calendar to anything else; Healthie will filter out calendars with the name "Healthie" from the list of calendars available to pull in events from so the name has to be modified.
Share the Healthie calendars within each of your Google Calendar accounts to the other Google calendar account.
And finally within the sync settings of each Healthie account, choose the renamed Healthie calendar as a calendar to pull in event details from.
Last updated