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Secure Chat and Haiku setup

Epic on your own phone and tablet, and the messaging that replaces Mobile Heartbeat.

Mobile Heartbeat ends October 24.

Secure Chat in Epic replaces it the same day. Have Haiku installed and signed in before go-live so day one is not the first time you open it.

Epic mobile apps on a watch, phone, and tablet: Limerick, Haiku, and Canto

Which app?

Haiku (iPhone and Android): chart review, Secure Chat, schedules, In Basket, clinical photos, dictation, charge capture.

Canto (iPad): everything in Haiku plus note writing, order entry, and a larger chart view.

Hyperspace (Freeman workstations): the full Epic. Secure Chat is there too.

Bring your own device

Haiku and Canto run on your personal iPhone, Android, or iPad. Your device needs a passcode or biometric lock; no patient data is stored on the device after you log out. Freeman is not issuing phones or paying stipends for Epic mobile.

Never used Mobile Heartbeat, or no remote access? Do this now.

Before Haiku or Canto will connect, you must complete the BYOD and Remote Access IT service request. It confirms you understand that patient data is paramount and that having it on your personal device carries responsibilities. The full terms are on the request form.

Submit the BYOD and Remote Access request ↗

Enroll in three steps

Download the app

Search Epic Haiku in the Apple App Store or Google Play (phone), or Epic Canto in the App Store (iPad). They are free.

Connect to Freeman

Open the app and scan the Freeman QR code. It is sent to you by email and shown at training and User Settings Labs. Scanning points the app at Freeman's Epic; nothing else to type.

Use your Freeman username and password, the same login as a Freeman workstation. Allow notifications so Secure Chat can reach you.

Stuck at any step? IT Support Help Desk 417-347-4500 or fhsitsm.saasit.com.

Secure Chat basics

Secure Chat runs in Hyperspace, Haiku, and Canto with push notifications. It shows when a message is Seen, attaches the patient so the chart opens in one tap, and supports availability status, groups, and forwarding.

NORMAL

No time expectation

IMPORTANT

Response within 20 minutes

URGENT

Response within 5 minutes

Breaks through a silenced phone. Restricted to selected roles.

Availability status

STATUS	EXPECTATION	NOTIFICATIONS
Available	Sees and responds within 1 to 2 hours	Push notification
Busy	Sees and responds within 4 hours	Push notification
Do Not Disturb	Next day or next business day	No push; only Urgent breaks through
Offline	Will not see messages until back online	Cannot send, receive, or be added to threads

Send only to people marked Available or Busy. Surgeons and proceduralists set up forwarding once (to a person or a role such as circulating nurse); the system marks them Busy during procedures. Full etiquette on the EMR Etiquette page.

Phone numbers: DN and DID

Secure Chat is integrated with Epic VoIP. Depending on who needs to call you directly, you get one, both, or neither number:

DN (Directory Number): internal extension. Reaches you from Freeman staff who are not on Epic VoIP.

DID (Direct Inward Dial): a full outside number. Reaches you directly from outside Freeman without going through an operator.

DN and DID: providers who take both internal and outside calls directly. Most physicians and APPs.

Neither: app to app calls in Haiku and Canto do not need a DN.

Numbers are assigned before go-live; check yours in your Secure Chat profile.

Epic VoIP decision chart for whether a user needs a DN, a DID, both, or neither

After Mobile Heartbeat sunsets: how to escalate

Emergent

Phone or face to face. Never Secure Chat. Codes and rapid responses follow the existing overhead and paging process.

Time sensitive

Secure Chat marked Important (20 minutes) or Urgent (5 minutes) with the patient attached and a clear ask.

No response

Check their availability status. If Do Not Disturb or Offline, call their DN or DID, then the covering provider or the unit charge nurse.

Routine

Secure Chat at Normal priority. One summarized message beats several short ones. No "thanks" or "ok" replies.

SMS, iMessage, and other messaging apps are prohibited for any patient-related communication.