Kipu Helix Mobile App: Complete User Guide (Early Access)

EARLY ACCESS

This guide walks you through everything you need to use Kipu Helix on your iPhone or iPad. You'll learn how to sign in, find and review your patients, manage appointments, send messages, sign documents, prescribe medications, and use Kipu Intelligence to help with your notes.

System Requirements & Installation

Required Permission: You must have the Use Mobile App feature added to your user profile in the desktop EMR before you can log into the Kipu Helix Mobile App.

Before you install, make sure you have:

An iPhone or iPad running iOS 15 or later
At least 150 MB of free storage
A WiFi or cellular data connection (4G LTE or 5G recommended)
An active Kipu EMR account with the Use Mobile App permission assigned by your administrator. If you can download the app but cannot authenticate, contact your Super Admin to verify that this permission is enabled on your profile.

Installation

Open the Apple App Store on your iPhone or iPad.
Search for Kipu Helix and tap to select the app.
Tap Get and authenticate with Face ID or your Apple ID if prompted.
Once installed, tap Open.

Logging In

Signing in to Kipu Helix takes two steps: enter your Kipu work email and password, then enter a 6-digit one-time passcode (OTP) sent to your email. This verifies your device. You can turn on Face ID or Touch ID sign-in so you won't need to enter the OTP again on future logins.

First-time login

Open Kipu Helix and tap Sign In.
Enter your Kipu work email and password.
If you want sign in with Face ID or Touch ID in the future, check the Remember Me box before tapping Sign In.
Tap Sign In. A 6-character one-time passcode is emailed to your work address.
Enter the OTP on the verification screen. You have a limited window; use the Resend link if it expires.
On successful verification, the Instance Picker screen appears.

Subsequent launches (Face ID/Touch ID)

If you enabled Remember Me, the app will prompt for Face ID or Touch ID instead of your password.
Biometric success restores your session automatically, no OTP required.
If biometric authentication fails or is unavailable, you will need to sign in again with your credentials.

If you do not enable Remember Me, you will be signed out each time the app is closed and will need to re-enter your password and complete OTP each time. Do not share credentials with colleagues.

Selecting an Instance

After logging in, you'll see the Instance Picker, which contains a list of Kipu EMR facilities you have access to. You can search by name. If only one instance is available, the app selects it automatically.

Tap an instance card to enter the facility.
The app loads your permissions and feature settings for that facility before proceeding.
To switch instances later, open the side drawer (hamburger icon in the top banner) and tap Switch Instance.
To log out entirely, use the Logout option in the side drawer.

Staff View

After selecting an instance, you enter the Staff view, which is your facility-level view. A bottom tab bar with up to four tabs is shown:

Tab	What It Shows	Gating
Appointments	Your personal schedule. Supports date navigation (previous day, today, next day, date picker). Tap a single-patient appointment to jump directly to that patient's record.	Shown only when enterprise scheduling is enabled on the instance.
Messages / Dashboard	Staff-to-staff messaging inbox. When enterprise scheduling is enabled on the instance, this tab shows your appointments view instead of the messages list.	Always visible. Content depends on scheduler setting.
Patients	Paginated patient census for your facility. Tab label uses the facility's configured term (e.g. 'Clients', 'Residents').	Shown when you have patient read permission.
eRx	DrFirst electronic prescribing portal (staff level), loaded in a secure WebView. URL is refreshed on every tab focus.	Always visible.

Tip: A global search bar is always visible at the top of the screen while inside an instance. Type at least 3 characters to search for any patient by name or MR number. Results appear inline — tap any result to open that patient's record.

Patient Census + Search

In the Staff view, the Patients tab shows a paginated list of active patients at your facility. Each card displays patient name, date of birth, medical record (MR) number, program, admission date, and location.

Tap any patient card to open their chart.
Use the top search bar (available from any screen) to find a specific patient and enter at least 3 characters.
Pull down on the list to refresh the census.
Your search results persist while you navigate in and out of patient records.

Patient Chart View

Opening a patient record switches you into the patient's chart view, which has its own six-tab bottom bar dedicated to that patient:

Tab	What It Shows	Gating
Patient Home	Patient face-sheet: demographics, contacts, flags, medications, and insurances.	Requires patient read permission.
Appointments	This patient's scheduled sessions with date navigation.	Shown when enterprise scheduling is enabled.
Messages	Portal message threads between this patient (or their family) and the clinical team.	Always visible. May show empty state if no portal activity.
Kipu Intelligence	AI transcription (Record/Dictate) and Chart Snapshot.	Requires AI transcript or chart summary read/write ability.
Documents	Consent forms (with inline signature capture) and evaluations.	Consent forms require Record read; Evaluations require PatientEvaluation read.
eRx	DrFirst prescribing portal scoped to this patient.	Always visible.

Tip: Navigation within the Patient Chart is driven by explicit taps to prevent accidental navigation, swipe-back gestures are disabled throughout the app. Use the back arrow in the top bar to return to the previous screen or to return to the Staff Home entirely.

Patient Home: Facesheet + Accordions

The Patient Home tab is the first thing you see when you open a patient. It shows a header card followed by expandable accordions.

Patient Header Card

Patient photo — or initials if no photo is on file.
Name, date of birth, and medical record number.
Admission and discharge dates.
Tap a phone number to call or an email address to open your phone's mail app.
Users with Patient write permission see an Edit button that opens the full patient record in a WebView.

Info Accordions (tap to expand or collapse)

Accordion	What It Shows	Required Permissions
Contacts	Emergency contacts and guardians. Tap any entry to call or email.	Shown when contacts exist on the record.
Flags	Active patient flags.	Requires PatientFlag read permission AND the Use Flags Instance Setting enabled on the instance.
Medications	Patient's current medication list.	Requires Patient Order read permission.
Insurances	Patient insurance information on file.	Always visible. No permission required.

Appointments

Appointments are available in two places in Kipu Helix - Mobile App: your personal staff schedule in the Staff view, and patient-specific appointments in the patient chart. Both require the enterprise scheduler to be enabled on your instance.

Staff view → Appointments tab
- Shows your appointments for the selected date.
- Use the arrow buttons or date picker to navigate between days. Tap Today to return to the current date.
- Tap a single-patient appointment to open that patient's record directly.
- Group appointments show a participant picker — choose the patient you want to navigate to.
Patient chart → Appointments tab
- Shows all scheduled sessions and group appointments for the selected patient.
- Each entry displays: time, status badge (e.g. Scheduled), duration, appointment type, provider, and location.
- Supports the same date navigation as the staff calendar.

Tip: Appointments are read-only in Kipu Helix - Mobile App. To create, modify, or cancel sessions, use the Schedules section of the Kipu desktop EMR.

Messages

Kipu Helix has two distinct messaging surfaces — make sure you know which one you're using:

Staff Home → Messages tab

This is the internal messaging inbox for clinical staff within your facility. It shows the most recent message per conversation thread.
- Tap New Message to compose a message to one or more colleagues.
- Tap an existing thread to open the conversation and reply.
- This is not visible to patients.
Patient Chart → Messages tab

This surface shows communications between the patient (or their family) and the clinical team via the Kipu Patient Portal.
- Tap a thread to read the full conversation and reply.
- Tap the compose button to start a new portal message to the patient or their contacts.
- The tab is always visible, but may show an empty state if the patient has no portal activity.

Portal messages are part of the clinical record and contain PHI. Treat them with the same confidentiality as any other protected health information. Do not screenshot or share message content outside of secure Kipu workflows.

Documents: Consent Forms + Evaluations

The Documents tab in the patient chart provides access to patient documents. Two categories are available:

Consent Forms

Consent form records on file for the patient. Requires Record read permission.

Tap a consent form to open it and read the full content.
If the form has fillable fields, you can complete them directly in the app.
If a signature is required, use the on-screen signature pad to sign and save.
Tap Save to submit the completed form back to the EMR.

Evaluations

Clinical evaluation documents and assessments. Requires PatientEvaluation read permission.

Tap an evaluation to open its detail view.
An AI-generated context summary may be available at the top of the evaluation detail.
Users with evaluation write permission can tap Edit to open the editable evaluation form in a WebView.

All documents contain PHI. Do not screenshot or save documents to personal device storage.

eRx Electronic Prescribing

The eRx tab appears in both the Staff and Patient views. It loads the DrFirst (Rcopia) electronic prescribing portal in a secure WebView. No separate DrFirst login is required, the app fetches a one-time authenticated URL from the Kipu EMR each time the tab is focused.

The Staff-level eRx tab (Staff view) launches the general DrFirst prescribing portal.
The Patient-level eRx tab (Patient chart) launches DrFirst scoped to the selected patient.
The eRx tab is always visible to all users — both tab locations are shown regardless of role.
Actual prescribing privileges within DrFirst are governed by your DrFirst account configuration.

The eRx tab is visible to all clinical staff, but only licensed prescribers should submit prescriptions within the DrFirst system. All prescriptions are subject to your organization's controlled substance and prescribing policies.

Kipu Intelligence

Note Assistant

The Kipu Intelligence tab in the Patient Chart hosts Note Assistant and Chart Snapshot. Access requires at least read or write ability on AI Transcripts or Chart Summaries.

Two recording modes

Mode	Purpose	Patient Consent Required?
Record (Session)	Captures a live clinician-patient session for transcription.	Yes, patient must have AI consent on file.
Dictate	Captures a clinician-only verbal note. Patient not required to be present.	No, only requires AI transcript write ability.

How to Record or Dictate

Open the Patient Chart and tap the Kipu Intelligence tab.
Tap the Transcripts accordion to expand it.
Tap Record (session) or Dictate. Grant microphone permission on first use.
A live duration counter shows while recording. Tap Pause to pause or Stop to finish.
Review the recording using playback controls. Tap Submit to upload, or Discard to delete.
After submission the transcript appears with a Processing status. Pull to refresh or reopen the accordion to check for completion.

Transcript Status

Status	Meaning	Action
Completed (green)	Transcription is done and readable.	Tap the row to read the full transcript.
Processing (yellow)	Transcription is in progress.	Check back in a few minutes.
Failed (red)	An error occurred.	Contact Kipu Support with patient name and recording time.

The Record button only appears when the patient has AI consent on file. If you don't see it, verify the patient's AI consent in the desktop EMR. Dictate is always available for users with AI transcript write access.

Tip: For best transcription quality, speak clearly in a quiet room and hold your phone 6–10 inches from your mouth. Do not background the app mid-recording — the recording stops automatically if the app is backgrounded. Use Do Not Disturb mode before starting a session recording to prevent interruptions from incoming calls.

Chart Snapshot

Chart Snapshot generates an AI-assisted summary of the patient's chart on demand. Useful for getting a quick overview before a session or handoff. Requires Chart Summary read/write ability and the feature enabled on your instance.

Open the Kipu Intelligence tab for the patient.
Tap the Snapshots accordion to expand it.
Tap Generate Snapshot. The AI summary generates in the background.
Snapshots typically complete within a few minutes. Refresh the accordion to check status.
Tap a Completed snapshot to read the full AI-generated summary.

Chart Snapshots are AI-generated summaries — a reference tool only. Always verify critical clinical details in the complete patient chart.

Security and HIPAA Compliance

Kipu Helix is designed to meet HIPAA requirements for handling Protected Health Information (PHI).

Encryption — All PHI is encrypted in transit and at rest.
Two-Factor Auth — Login requires both your password and a 6-character OTP emailed to your work address, verifying your device.
Biometric Option — Opt-in 'Remember Me' stores encrypted credentials for Face ID / Touch ID unlock, avoiding repeated OTP prompts.
Session Timeout — Without biometrics enabled, sessions are cleared on every cold launch.
Audit Logging — All access to patient data is logged and auditable by your organization's administrators.
Remote Deactivation — Administrators can revoke mobile access for any user at any time from the desktop EMR.

Your responsibilities

Never share your login credentials with colleagues.
Keep your device screen locked when the app is not in active use.
Do not install the app on devices owned by patients or family members.
Report suspected security incidents to your IT/compliance team immediately.
Do not screenshot or screen-record patient information for personal storage.
Do not use personal messaging apps (SMS, WhatsApp, etc.) to share PHI.

Troubleshooting

Issue	Solution
OTP code not received	Check your work email spam/junk folder. Tap Resend on the OTP screen. If you still don't receive it, verify your email address is correct in your Kipu profile.
Can't log in after entering correct password	Ensure you are completing the OTP step, the app requires both password and OTP on each device. If the OTP step is not appearing, force-close and reopen the app.
Face ID/Touch ID unlock prompt not appearing	Biometrics are only available if you enabled Remember Me during a previous login. Sign in with your credentials and enable it on this login attempt.
A tab is not visible (Appointments, Patients, etc.)	Tab visibility is dictated by your user permissions and your EMR setup. Contact your facility's Super Admin to confirm your permissions.
Record button not visible	The patient does not have a signed AI consent form. Verify consent status in the desktop EMR. Dictate is always available for users with the Note Assistant: Record, Dictate, Draft permission.
Transcript stuck on Processing	Allow a few minutes and pull down to refresh. If stuck after 15 minutes, contact Kipu Support with the patient's name and approximate recording time.
App is slow or freezing	Force-close and reopen the app. Ensure your iOS is up to date. Check that at least 150 MB of free storage is available on your device.
Patient data not loading	Check your network connection and pull down to refresh. Sign out and back in if the problem persists.
Can't find a patient in the census	Try the global search bar (3+ characters required). Search by MR number if name search isn't working. Confirm the patient exists in the selected instance.

Coming in Future Updates

The following capabilities are on the roadmap based on clinical staff feedback gathered during early access:

Android Support: The Kipu Helix Mobile App is currently iOS only. Android support is in progress and will be available once approved on the Google Play Store.
Push Notifications: Real-time alerts for new portal messages and schedule changes.
Care Plans, Progress Notes & Vitals: Additional clinical documentation views.

Tip: Your feedback during early access directly determines what gets built next. Please share which capabilities matter most to your daily workflow.

Providing Feedback

As an early access participant, your input is invaluable. Please share feedback through your organization's designated early access contact or your customer success manager. We are especially interested in:

Workflows you expected to find but couldn't.
Anything that felt harder or different from the desktop experience.
Features you'd most like to see added to the mobile experience.
Bugs or unexpected behavior — with as much detail as possible.

Support: clientservices@kipuhealth.com | Subject: Kipu Helix - Mobile App Early Access