Health First — Staff Orientation Guide
📘 Health First — Staff Orientation Guide
How Our Documentation, Programs & AI Work Together
Why This Exists
Health First has grown into a clinic and a wellness education ecosystem. To stay clear, consistent, and patient-centered, we use a shared system for how we create, use, and update information.
This guide explains the basics—no technical background required.
1️⃣ Who We Are (At a Glance)
- Health First is the parent organization and system of record
- All clinical care, operations, compliance, and brand authority live here
- Dr. Mays Wellness is a program within Health First, focused on education, wellness, and coaching
- We are a physician-led organization
If something affects patients, staff, compliance, or money, it falls under Health First authority.
2️⃣ Where “Official” Information Lives
- Archbee is the system of record
- If it’s not governed in Archbee, it’s not considered official
- Google Docs, PDFs, spreadsheets, etc. may be used to work—but Archbee is the source of truth
You are never expected to guess—if you’re unsure, ask.
3️⃣ How Documents Are Governed
Not all documents look the same, and that’s okay.
- Older documents may not have headers → they are still valid
- New or significantly updated documents follow a clear structure
- Location + content + intended use determines how a document is governed
You do not need to rewrite old documents unless you are making major changes.
4️⃣ How We Communicate
Health First communication is always:
- Calm and clear
- Professional and human
- Physician-led
- Educational, not fear-based
- Empowering, not controlling
We do not use:
- Hype
- Fear tactics
- “Miracle” or “secret” language
- Influencer or guru messaging
If something doesn’t sound like Health First, it should be revised.
5️⃣ Programs, Services & Education
- Clinical services are delivered through Health First
- Wellness education and coaching programs are delivered through Dr. Mays Wellness (within Health First)
- Educational content and media support both, but always follow Health First standards
Programs are designed to meet people where they are—not force them into a funnel.
6️⃣ Use of AI (Including ChatGPT)
AI tools may be used to:
- Draft documents
- Improve clarity
- Save time
- Help organize information
AI tools may not:
- Replace clinical judgment
- Invent medical claims
- Bypass approval or review
- Create new programs or policies without confirmation
Human review is always required before anything becomes official.
7️⃣ If You’re Unsure—Do This
If you’re ever unsure about:
- Where something belongs
- Who owns it
- How to classify it
- Whether it’s appropriate
👉 Ask before proceeding. Clarity is always preferred over speed.
Final Thought
These standards exist to:
- Protect patients
- Support staff
- Maintain integrity
- Allow Health First to grow without losing its identity
You are not expected to memorize everything—just to follow the spirit of clarity, care, and alignment.