Healthie Onboarding: Appointment Workflow

Compliance & Practitioner Responsibilities

PHI Access & Security

Never download or store client PHI directly to your device, including:

• Client genetic reports
• Intake forms
• Session recordings
• Follow-up plans

You have access to the shared-access clinic portal to view Interactive reports only for clients assigned to you. Accessing reports for other clients will result in immediate action. This is a temporary solution until an upcoming tech integration is launched.

Appointment Readiness & Attendance

• Be ready 5 minutes before each session for timely start.
• Wait 15 minutes before marking a client as no-show.
• If a client arrives within the first 15 minutes, they are entitled to their full allotted appointment time (you are not expected to run over the scheduled time).

Healthie Login

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Pre-Appointment: Confirmation & Preparation

Step 1 — Review Appointment Confirmation

You will receive a new appointment confirmation email.

Step 2 — Log Into Healthie & Verify Client Assignment

• Log into Healthie.
• Verify you are logged into the correct sub-org if you work with both.
• Navigate to Calendar and select the appointment.
• Ensure there are no scheduling conflicts.

Step 3 — Verify Intake Forms Are Complete

• From the client's appointment, click on the client's name (twice) to open their chart.
• Charting > Forms > View Client Forms
• Verify the Intake Form is complete.

Step 4 — Verify Report PDF Is Loaded

• Navigate to Charting > Documents > View Client Documents.
• Ensure the PDF report has been uploaded (the PDF will not yet be viewable to the client).

If forms or documents are missing: Email ppn@3x4genetics.com and CC marina@3x4genetics.com immediately.

Step 5 — Gather Resources & Create Charting Note

Complete this at least 48 hours before the appointment. This allows time for troubleshooting (3X4 support: M–F 8am–7pm EST).

• Navigate to Home > upcoming appointments > select the client's name.
• Scroll to Documentation > select '+ Create Note'.
• Choose the appropriate chart note template:
  • 3X4 Health: 3X4 Health Holistic Assessment
  • GENEFIT Sport: GENEFIT Sport Holistic Health Assessment
• Select + Create Note. The note will pre-populate with the client's intake form responses.

Step 6 — Open Interactive Blueprint/Report

• Navigate to client's Charting page > Documents > View Client Documents.
• Open the PDF report.
• In a separate window/tab, open the 3X4 Practitioner Portal (you may need an incognito window if you encounter cache/cookie issues). Login with the same credentials you use to log into the Healthie portal.
• Access the Interactive Blueprint from the shared-access clinic portal.

Step 7 — Review & Plan Your Discussion

• Review your charting note (which includes client intake responses).
• Review the Interactive report.
• Within your charting note, create a discussion plan highlighting:
  • Areas needing more context or clarification
  • Primary areas of focus + discussion

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Appointment Day: Session Preparation & Execution

Step 8 — Log In Early & Prepare

• You will receive a session reminder email.
• Log into Healthie a few minutes early (5 minutes before session start).
• Verify you are logged into the correct sub-org (the logo in the reminder email indicates which one).
• It is recommended to have two monitors to view the report while keeping your notes private during the call.

Step 9 — Access Client's Chart, Report & Notes

• Navigate to Home.
• Within the appointment block, click the 3 dots > View Profile.
• Open the client's PDF report: Charting > Documents > View Client Documents (in a separate window).
• Open your charting note: Charting > View Charting Notes > select the note > Edit (in a separate window).

Step 10 — Start Zoom Call & Obtain Consent

• Navigate to the client's Overview page.
• Click on the upcoming appointment > Join Zoom Meeting.
• Receive the client's verbal consent to record the session. Record to the cloud. Recordings are retained for internal audits only.
• If the client does not consent, do not record. (Note: written consent was also obtained in their Terms of Service.)
• Verbalize to client: "This session is not intended to diagnose or treat any disease or condition. You are encouraged to discuss any dietary, lifestyle, or supplement changes first with your primary care." (Note: signature of consent was also obtained in their Terms of Service.)

Step 11 — Session Execution

• Review the client's report using the relevant feedback SOP [Reference: GENEFIT or 3X4 Health SOP].
• Share screen to review the PDF report.
• At session end, inform the client that their report and follow-up plan will appear in their Documents folder. They will receive an email notification once these have been uploaded.
• If this was the client's first GENEFIT appointment (1 of 2):
  • Remind the client they need to book their second appointment [timing depends on project scope].
  • The second appointment link will be emailed to the client shortly after this session starts.

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Post-Appointment: Immediate Tasks

Step 12 — Mark Appointment as Complete

• Navigate to client's Overview page.
• Appointments > Past > select the appointment.
• Status > Appointment Status > Occurred > Save Changes.
• The system will automatically email the client with next steps.

Step 12b — If Client Was a No-Show

(Did not arrive within 15 minutes of scheduled appointment time)

• Navigate to client's Overview page.
• Appointments > Past > select the appointment.
• Status > Appointment Status > No-Show > Save Changes.
• The system will automatically notify the client that the appointment has been forfeited.

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Post-Appointment: Charting & Sign-Off

Step 13 — Complete Action Plan & Sign Note

Complete within 48 hours after session.

• Complete charting note named '3X4 Action Plan'.
• Click Chart Note Options (upper right) > Sign Note.

Step 14 — Share Action Plan with Client

• Click the 3 dots to the right > Share > Share All Fields.
• Select 'Add to Documents Viewable by Client'.
• Rename the document to: 3X4 Health Action Plan {DATE} [or GENEFIT Sport Action Plan {DATE}]
• Do NOT select 'Notify Client' (our system will notify automatically).
• Click Add to Documents. (Note: This may take several moments to load. If connection is poor, reach out to the team for assistance.)

Step 15 — Make Client's PDF Report Viewable

• Navigate to Charting > Documents.
• Click the 3 dots to the right of the Blueprint/Report PDF > Share.
• This may take several moments to load. If you experience issues, reach out to the team.

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Post-Appointment: Client Group & Follow-Up Configuration

Step 16 — Update Client Group & Provider Assignment

For all appointments (whether 1 of 1 or 1 of 2):

• Navigate to client's Overview > Actions > Personal Information > Edit.
• Scroll to bottom > Health Information.
• Update Group to: 3X4 Health Completed or GENEFIT Sport Completed (depending on program).
• Keep the umbrella provider. Update other providers to reflect only your assignment.

Step 17 — Schedule Second Appointment (GENEFIT Sport Only: 1 of 2)

If this was the client's first GENEFIT appointment (1 of 2):

• Remind the client they need to book their second appointment [timing depends on project scope].
• The second appointment link will be emailed to the client shortly after this session starts.
• Update client's Group to: GENEFIT Sport – S2S Implementation.

Step 18 — Prepare for Second Appointment (GENEFIT Sport Only: 2 of 2)

• The client will receive a follow-up intake form 1 week before their second appointment.
• This form is optional. If the client does not complete it before their appointment:
  • Review the form at the start of session.
  • Complete it together with the client during the session.
• Update client's Group to: GENEFIT Sport Completed.

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For questions or support, contact your PPN support team at ppn@3x4genetics.com.