Staff communication training

0:00 · Welcome

Welcome to Harmony. This is the staff introduction to the communication workspace we are building to replace our day-to-day BlueNote workflow.

You will see the actual website, using fictional patients. We will follow an arrival, send a message, find an old answer, and finish a handoff.

0:18 · Why we are changing

The feedback from the office was specific: messages are hard to find, the interface feels dated, and it takes too much clicking to read the conversation. Harmony puts searchable conversations beside patient and room requests.

The aim is fewer interruptions and a clear answer to who is doing what.

0:37 · Training first

This film teaches the working demonstration and our proposed office routine. It does not announce a switch-off date for BlueNote.

The demo uses shared access and fictional conversations. Private staff accounts, reliable desktop alerts, and office testing still need to be completed before this becomes our real communication system.

0:58 · Open the workspace

Open Harmony in your browser and choose Team communication in the staff navigation. Use the access details supplied privately by the office.

There is no password in this video. The patient app is a separate view; staff conversations belong here in the practice workspace.

1:16 · Know the screen

Across the top, each room shows its latest open request. Underneath are search and filters.

Select a conversation to read the full messages, with names and times. Patient details and action buttons sit beside the conversation on a wide screen, or farther down when the window is narrower.

1:35 · Find an old answer

Suppose you remember someone mentioning scanner sleeves. Type those words into Search conversations.

Harmony searches message text as well as people, patient names, and rooms. Select Supply drawer, and the matching words are highlighted in the original exchange.

You can read the question and answer together.

1:54 · Narrow the list

The Show menu narrows the list. Includes me shows conversations involving the selected demo label.

Open requests shows work that is still outstanding. Unread on this device helps you catch up in this browser session.

It is not a delivery receipt or proof that a teammate has read or accepted a task.

2:14 · Send a message

Choose New message, give the conversation a useful subject, and select the recipients. Select one teammate for a direct conversation, or several for a group.

For an office question like lunch coverage, leave Patient visit empty and choose Message only. Check the recipients before you send.

2:32 · Make it actionable

A useful message says what happened and what needs to happen next. Instead of just writing, patient ready, write, Marcus is ready in Op two.

Doctor, please review the visit when available. Continue replies in the same conversation so the next person can understand the exchange without piecing together separate messages.

2:53 · Arrival example

Here is our arrival example. The front desk starts a new conversation, chooses Marcus Reed from Patient visit, selects Op two, and sets Request to Patient arrived.

The message asks Dora to bring him through when the room is ready. Patient and room context travel with the request.

3:11 · After you send

After Send message, the request appears in the room list and conversation list. Its starting state is Requested.

That means the work has been requested, not that anyone is handling it. A recipient must accept responsibility.

Opening the conversation or replying with a casual okay does not change the request state.

3:32 · Accept the handoff

For the demonstration, we switch Demo as to Dora. In a real rollout, each person needs their own authenticated identity.

Dora chooses I am on my way. The request now shows On my way, with Dora as the owner.

The team can see that someone has taken responsibility for this specific handoff.

3:51 · Close the loop

Once Marcus is seated, Dora replies in the same conversation: Marcus is seated in Op two. Arrival handoff complete.

Then she chooses Mark done. The history keeps the original request, the acceptance, the reply, and the completion.

Done means this requested task is finished. It does not mean the entire clinical visit is complete.

4:13 · Completed work

The completed request now shows Done, with Dora as its owner, and drops out of Open requests. Its messages remain searchable under All conversations.

Be careful with the room label No open requests. It only means there are no active requests recorded here.

It does not certify that a room is clean, empty, or ready for another patient.

4:35 · The next stage

When the next action is needed, use a Quick request such as Ready for doctor, Need assistance, Ready for checkout, or Room ready. This opens a new request form with the current patient and room carried over.

Check the recipients and write the next action before sending. These are separate handoffs, not automatic clinical status changes.

4:56 · At checkout

For checkout, the clinical team sends Ready for checkout to the relevant front-desk teammates. The recipient accepts it and opens the matching patient workflow.

In Checkout, staff confirm the printed sheet, review the instructions, arrange follow-up, and record the Dentrix note handoff. Mark each step after it happens.

Opening a PDF does not mean it was handed to the patient.

5:20 · Patient context

Open patient chart takes staff from a patient-linked conversation to that visit in Harmony. Verify the patient and date before working.

The chart has its own clinical notes, tooth and scan review, equipment files, and patient summary. A chat message never becomes approved care instructions just because someone sent it.

5:41 · One connected system

The broader system connects staff coordination to the visit workflow. Visit conversation supports recording, transcription, and a draft that staff edit and review.

Patient summaries can include the numbered tooth diagram, an idea from Krista, and a care illustration reviewed against that encounter. Direct Dentrix Desktop write-back still needs the office connector and approved access.

6:06 · Start and finish the day

Here is the proposed routine for the office. At the morning huddle, confirm who covers each role and review outstanding requests.

During the day, keep each handoff with its patient and room, accept it explicitly, and close it when handled. Before leaving, review Open requests together and arrange responsibility for anything unfinished.

6:27 · If plans change

If you cannot complete a task you accepted, say so in the conversation and contact the next person directly. The current demo does not have a dedicated reassign or reopen control.

Do not mark work done just to clear the list. Resolve ownership with the team, and make a fresh, clearly described request when a new action is needed.

6:49 · Connection and urgency

Harmony checks for updates every five seconds while the page is visible. If updates pause, check the connection and use Refresh.

Unsent text stays when you switch conversations or refresh the message list, but do not assume it survives closing or reloading the page. For urgent help, speak or call directly using the office escalation procedure.

Do not wait for a chat response.

7:13 · Before replacing BlueNote

Before replacing BlueNote in daily practice, we need individual accounts, appropriate access, reliable alerts while Dentrix is in use, and agreed retention and downtime procedures. Test with the team using fictional cases first.

Then choose a controlled pilot and a cutover date. This video does not turn off BlueNote or move its message history.

7:36 · Try it together

For a first rehearsal, pair up. Find the scanner-sleeves conversation.

Create an arrival request for a fictional patient and attach the correct room. Have the other person accept it, reply with the outcome, and mark it done.

Then find the completed conversation again. Discuss any place where the next step was unclear before we use it for real work.

7:58 · Your next step

You can replay any chapter in the player beside this video. Open the staff workspace, choose Team communication, and try one complete handoff together.

The goal is for everyone to find the same information, know who is handling the next action, and leave a useful record for the person who takes over.