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UsersGuide

Triad DEXA Suite User Guide v3.0.0

Triad DEXA Suite User Guide

Version 3.0.0 – Complete Documentation for Setup & Usage

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1. Overview

The Triad DEXA Suite is a comprehensive WordPress plugin that manages the complete customer journey for your DEXA scan business. It seamlessly integrates e-signatures, credit management, referral tracking, appointment booking, and business intelligence into one powerful system.

THE MOST CRITICAL FEATURE: This plugin enforces a doctor approval gate. Patients CANNOT purchase scan packages until a licensed physician reviews their medical intake form and digitally signs to approve them. This is the legally required medical clearance that makes everything else possible.

Key Features

  • 🩺 Doctor Approval Gate (MOST IMPORTANT): Dual-signature Adobe Sign form – patient completes intake, doctor reviews and digitally approves before shop access granted
  • Adobe Sign Integration: HIPAA-compliant e-signature workflow with automated email notifications to doctor
  • Credits System: Purchase packages, earn credits, burn on booking
  • Referral Program: Create codes, track usage, generate revenue reports
  • Shop Gating: WooCommerce shop locked until doctor approval received
  • SimplyBook Integration: Automated appointment scheduling with credit deduction
  • Business Dashboard: Real-time analytics and insights
  • WooCommerce Integration: Seamless product-to-credits conversion
HIPAA Compliant: WordPress stores zero PHI (Protected Health Information). All medical data resides in Adobe Sign’s HIPAA-compliant infrastructure. The webhook only communicates approval status (approved/not approved) – never medical details.

2. Initial Setup

2.1 Installation

  1. Upload the triad-dexa-suite-adobe-v3.0.0 folder to /wp-content/plugins/
  2. Activate the plugin in WordPress Admin → Plugins
  3. You’ll see two new menu items:
    • DEXA Dashboard (top of menu) – Business intelligence
    • Triad DEXA – Plugin settings and management

2.2 Required Plugins

  • WooCommerce: Required for product sales and credit minting
  • WordPress 5.0+: Core platform
  • PHP 7.4+: Server requirement
Important: Ensure WooCommerce is installed and activated before configuring the Credits System.

3. Adobe Sign Integration – DOCTOR APPROVAL REQUIRED

Adobe Sign handles all medical intake forms and e-signatures. This keeps PHI (Protected Health Information) out of WordPress.

CRITICAL: The Adobe Sign form requires TWO signatures: (1) Patient completes intake form and signs, (2) Doctor reviews and digitally approves. Only after the doctor’s approval signature does the webhook fire to grant shop access.

3.1 Setup Adobe Sign Web Form with Doctor Approval

  1. Create Adobe Sign Account: Sign up at Adobe Sign
  2. Sign BAA: Execute a Business Associate Agreement with Adobe for HIPAA compliance
  3. Create Multi-Signer Web Form:
    • In Adobe Sign, go to Home → Create → Web Form
    • Upload your medical questionnaire PDF
    • Add form fields for patient (checkboxes, text, signature)
    • Add Signing Order:
      1. Signer 1 (Patient): Completes questionnaire and signs
      2. Signer 2 (Doctor): Reviews and approves with digital signature
    • Configure Email Notification: When patient signs, Adobe Sign automatically emails doctor for approval
    • Publish and copy the Web Form URL
  4. Configure in WordPress:
    • Go to Triad DEXA → Adobe Sign
    • Select mode: “Web Form (simple)”
    • Paste your Web Form URL
    • Save settings

3.2 Setup Webhook (Fires ONLY After Doctor Signs)

The webhook triggers when the ENTIRE agreement is completed – meaning after the doctor digitally signs to approve the patient.

  1. Get Webhook Secret: Go to Triad DEXA → Gatekeeper and copy the webhook secret
  2. Configure in Adobe Sign:
    • Go to Account → Webhooks
    • Click “Create Webhook”
    • Name: Triad DEXA Doctor Approval
    • URL: https://triaddexa.com/wp-json/tdx/v1/adobesign
    • Events: Select “Agreement Workflow Completed” (fires ONLY when all signers complete)
    • Headers: Add custom header:
      • Name: X-TDX-Secret
      • Value: [Paste your webhook secret]
  3. Test: Complete test form as patient, then have doctor approve, verify webhook fires and user gains shop access

Why This Matters – HIPAA Compliance

The doctor approval step is legally required before allowing patients to purchase DEXA scans. The doctor must review the medical questionnaire to ensure:

  • Patient is not pregnant (DEXA scans contraindicated in pregnancy)
  • No medical contraindications exist
  • Patient is medically cleared for the procedure

The shop remains gated until the doctor’s digital signature is received. This is the most critical step in the entire workflow.

Pro Tip: Set up email templates in Adobe Sign to automatically notify the doctor when a patient completes their intake form and is awaiting approval.

4. Credits System

Credits are the currency of your DEXA scan business. Customers purchase scan packages (WooCommerce products) which mint credits. Credits are burned when appointments are booked.

4.1 How Credits Work

Credit Lifecycle

  1. Purchase: Patient buys a scan package (1-Scan, 2-Scan, 4-Scan, or 5-Scan Package)
  2. Mint: Plugin automatically adds credits to patient’s account based on product mapping
  3. Book: Patient visits booking page, sees credits, clicks “Open Booking Calendar” → SimplyBook launches
  4. Burn: When booking is confirmed on SimplyBook, webhook fires and 1 credit is automatically deducted
  5. Repeat: Patient can book again until credits depleted, then purchases another package
Available Package Quantities: Standard packages are 1, 2, 4, and 5 scans. Configure your WooCommerce products to match these quantities and map them in Gatekeeper settings.

4.2 Configure Product-to-Credits Mapping

  1. Go to Triad DEXA → Gatekeeper
  2. Scroll to “Product → Credits Mapping” section
  3. For each WooCommerce product:
    • Enter product ID (found in WooCommerce → Products)
    • Enter number of credits to mint
    • Example: Product ID 123 → 4 credits (for 4-Scan Package)
  4. Click “Save Changes”

4.3 Manual Credit Management

You can manually adjust credits for any customer:

  1. Go to Triad DEXA → Scan Manager
  2. Find the customer in the list
  3. Edit their credit balance
  4. Save changes
Use Cases for Manual Credits: Refunds, complimentary scans, promotional offers, error corrections.

5. Referral Program

Create referral codes for partners (gyms, coaches, influencers) and track their performance.

5.1 Create Referral Code

  1. Go to Triad DEXA → Referral Codes
  2. Click “Create New Code”
  3. Fill in details:
    • Code: Unique code (e.g., COACH10)
    • Partner Name: Who owns this code
    • Discount Type: Percentage or Fixed amount
    • Discount Value: Amount to discount
    • Status: Active or Inactive
  4. Save code

5.2 How Customers Use Codes

  1. Customer registers via

    Create Your Triad DEXA Account

    You'll be logged in and then launch the secure Adobe Sign intake.

    or

    Already have an account? Log in

    shortcode
  2. Optional field: “Referral Code”
  3. Customer enters code (e.g., COACH10)
  4. Code is saved to their account
  5. At checkout, discount is automatically applied

5.3 Track Referral Analytics

  1. Go to Triad DEXA → Referral Analytics
  2. View reports:
    • Total referrals by code
    • Revenue generated per partner
    • Discount amounts given
    • Usage trends
  3. Use data to calculate partner commissions

Referral Code Best Practices

  • Use memorable codes (COACH10, GYM15, TRAINER20)
  • Track performance monthly
  • Deactivate underperforming codes
  • Offer tiered discounts (10% bronze, 15% silver, 20% gold)

6. Shop Gating & Approval Workflow

The Gatekeeper ensures patients receive doctor’s medical clearance before purchasing scan packages. This is the HIPAA-compliant approval gate.

6.1 How Shop Gating Works (3-State System)

Approval States

  1. Not Registered: No WordPress account → Cannot access anything
  2. Pending Doctor Approval: Account created, patient filled out intake form, waiting for doctor’s digital signature → Shop LOCKED
  3. Doctor Approved: Doctor has digitally signed to approve patient → Shop UNLOCKED, patient can purchase
CRITICAL: State 2 → State 3 transition happens ONLY when doctor digitally signs the Adobe Sign document. The Adobe Sign webhook fires “Agreement Workflow Completed” event, which triggers WordPress to change patient status from “Pending” to “Approved”. Without doctor’s signature, shop remains permanently locked.

6.2 Configure Gatekeeper

  1. Go to Triad DEXA → Gatekeeper
  2. Configure settings:
    • Webhook Secret: Auto-generated (copy to Adobe Sign webhook header)
    • Shop URLs: Pages requiring doctor approval to access (e.g., /shop/, /checkout/)
    • SimplyBook URL: Enter https://triaddexa.simplybook.me/v2/ – This URL is hidden from clients and launched automatically by the
      You must be logged in to schedule appointments.

      Log In

      shortcode
    • Product → Credits Mapping: Map WooCommerce products to credit quantities:
      • Product ID for 1-Scan Package → 1 credit
      • Product ID for 2-Scan Package → 2 credits
      • Product ID for 4-Scan Package → 4 credits
      • Product ID for 5-Scan Package → 5 credits
  3. Save settings
Security Note: The SimplyBook URL is stored in the database and NEVER output to the frontend HTML. It’s only accessed server-side when generating the booking button link. This prevents clients from bypassing the credit system.

6.3 Manual Approval Override

If a customer completes their form outside the system, you can manually approve them:

  1. Go to Triad DEXA → Scan Manager
  2. Find the customer
  3. Click “Toggle Intake Status”
  4. Status changes from Pending → Approved

7. Shortcodes

Use these shortcodes to embed functionality into your WordPress pages.

7.1 Registration & Intake Form

Create Your Triad DEXA Account

You'll be logged in and then launch the secure Adobe Sign intake.

or

Already have an account? Log in

Purpose: Registration form and Adobe Sign launcher

Usage: Place on https://triaddexa.com/triad-dexa-scan-approval/ page

States & Display Logic:

  • State 1 – Not Logged In: Shows registration form with fields for name, email, password, referral code
  • State 2 – Logged In, Awaiting Doctor Approval: Shows “Open Intake & Waiver Form” button (opens Adobe Sign in new tab)
  • State 3 – Doctor Approved: Shows “You’re approved! Ready to purchase scan packages” message with link to shop
Note: Between State 2 and State 3, the patient waits for doctor’s digital signature on Adobe Sign. This is the critical approval gate.

7.2 Booking Interface

You must be logged in to schedule appointments.

Log In

Purpose: Displays credits and launches SimplyBook.me booking calendar

Usage: Create a page called “Book Your Scan” (e.g., https://triaddexa.com/book-your-scan/) and add this shortcode

How Clients Access SimplyBook: The client never sees or types the SimplyBook URL (https://triaddexa.simplybook.me/v2/). When they have credits and click “Open Booking Calendar” button, the plugin automatically launches the SimplyBook URL in a new window. The URL is completely hidden from clients until they purchase a package and have credits loaded.

States & Display Logic:

  • Not Logged In: Shows lock icon and “Log In” button
  • No Credits: Shows “No Credits Available” message with “Purchase Scan Package” button → redirects to WooCommerce shop
  • Has Credits, Not Approved: Shows “Complete Medical Clearance” button → redirects to intake page
  • Has Credits, Approved: Shows credit balance with visual scan icons + “Open Booking Calendar” button → Launches https://triaddexa.simplybook.me/v2/ in new window

Security & User Experience

The SimplyBook URL is stored in plugin settings (Triad DEXA → Gatekeeper) and is NEVER displayed to clients. They only see a branded “Open Booking Calendar” button. This ensures:

  • Clients can’t bypass the credit system by going directly to SimplyBook
  • Clean, professional user experience
  • All bookings tracked through WordPress credit system

7.3 Credit Statement

You must be logged in to view your credit statement.
Log In

Purpose: Printable credit statement for customers

Shows:

  • Current credit balance (large gradient number)
  • Account info (name, email, status, referral code)
  • Booking history table
  • Summary statistics
  • Print button

Usage: Create a page called “My Account” or “Credit Balance” and add this shortcode

8. Business Intelligence Dashboard

The DEXA Dashboard provides real-time analytics and insights into your business.

8.1 Accessing the Dashboard

After plugin activation, you’ll see “DEXA Dashboard” at the top of your WordPress admin menu. Click it to access the full dashboard.

8.2 Dashboard Tabs

Business Overview

  • Total revenue (all-time and last 30 days)
  • Total orders
  • Total customers
  • Credits issued, used, and remaining
  • Pending intakes
  • Average order value

Scans & Credits

  • Credit usage chart (circular progress)
  • Credits summary (issued, used, remaining)
  • Recent bookings feed
  • Customers with credits
  • Pending intake list

Referrals

  • Total codes (active vs inactive)
  • Total referrals
  • Code usage statistics
  • Top referral partners leaderboard

Sales & Orders

  • Recent WooCommerce orders
  • Product performance (quantity sold, revenue)
  • Order status breakdown

Recent Activity

  • Customer registration timeline
  • New user activity feed
  • Credit balances
  • Intake status badges
Dashboard Benefits: Make data-driven decisions, track KPIs, identify trends, monitor partner performance, and impress stakeholders with professional analytics.

9. Branding

Customize the plugin’s appearance to match your brand.

9.1 Configure Branding

  1. Go to Triad DEXA → Branding
  2. Upload your logo (appears in shortcodes and dashboard)
  3. Set your brand color (hex code, e.g., #0a4b78)
  4. Preview changes
  5. Save settings

9.2 Where Branding Appears

  • Shortcode headers (intake, booking, credit statement)
  • Dashboard gradient colors
  • Button colors
  • Stat card accents
  • Progress rings

10. Complete User Workflow – Step-by-Step

Here’s the exact end-to-end customer journey through your system at https://triaddexa.com:

10.1 New Customer Journey (Complete Process)

  1. Step 1: Patient Registration at https://triaddexa.com/triad-dexa-scan-approval/
    • Patient visits the approval page containing

      Create Your Triad DEXA Account

      You'll be logged in and then launch the secure Adobe Sign intake.

      or

      Already have an account? Log in

      shortcode
    • Fills registration form:
      • First Name
      • Last Name
      • Email Address
      • Password
      • Referral Code (optional)
    • Submits form → Three things happen simultaneously:
      1. WordPress/WooCommerce account created
      2. Referral code registered (if provided)
      3. Patient auto-logged in
  2. Step 2: Patient Completes Medical Intake Form
    • Page refreshes, now shows “Open Intake & Waiver Form” button
    • Patient clicks button → Adobe Sign form opens in new tab
    • Patient completes medical questionnaire:
      • Medical history questions
      • Pregnancy status (critical for DEXA safety)
      • Contact information
      • Emergency contact
    • Patient digitally signs the form
    • Adobe Sign automatically emails doctor with notification: “Patient intake form ready for review”
  3. Step 3: DOCTOR REVIEWS & APPROVES (CRITICAL GATEKEEPER)
    • Doctor receives email from Adobe Sign with link to review patient intake
    • Doctor opens email, clicks link to view patient’s completed form
    • Doctor reviews:
      • Is patient pregnant? (DEXA contraindicated)
      • Any medical contraindications?
      • Is patient medically cleared for scan?
    • Doctor digitally signs to APPROVE patient
    • Adobe Sign webhook fires to https://triaddexa.com
    • WordPress receives webhook → Patient account status changed to “APPROVED”
    • Shop access GRANTED – patient can now purchase scan packages
  4. Step 4: Patient Purchases Scan Package(s)
    • Patient (now approved) visits WooCommerce shop at https://triaddexa.com/shop/
    • Browses available scan packages:
      • 1-Scan Package (1 credit)
      • 2-Scan Package (2 credits)
      • 4-Scan Package (4 credits)
      • 5-Scan Package (5 credits)
    • Adds desired package to cart
    • Proceeds to checkout
    • Enters referral code at checkout (if they have one) → Discount applied automatically
    • Completes payment
    • Plugin automatically mints credits to patient account based on product mapping configured in Gatekeeper
    • Credits now visible in Scan Manager (admin view)
    • Patient receives order confirmation email with link to booking page
  5. Step 5: Patient Books Appointment via Booking Page
    • Patient visits your booking page at https://triaddexa.com/book-your-scan/ (contains
      You must be logged in to schedule appointments.

      Log In

      shortcode)
    • Page displays current credit balance with visual scan icons (e.g., “You have 4 scans available”)
    • Patient clicks “Open Booking Calendar” button
    • Plugin automatically launches https://triaddexa.simplybook.me/v2/ in new window/tab
    • Patient never sees or types the SimplyBook URL – it’s completely hidden
    • On SimplyBook.me, patient selects:
      • Service type (DEXA Scan)
      • Preferred date
      • Preferred time slot
      • Location (if multiple locations)
    • Patient enters their email (matches WordPress account)
    • Patient confirms appointment
    • SimplyBook.me webhook fires to https://triaddexa.com/wp-json/tdx/v1/simplybook
    • WordPress receives webhook → Matches email → Automatically deducts 1 credit
    • Patient receives booking confirmation email from SimplyBook.me
  6. Step 6: Patient Arrives for Scan & Completion
    • Patient arrives at facility on scheduled date/time
    • Triad DEXA employee performs the scan
    • Staff verifies credit deduction in Scan Manager
    • If needed, staff can manually deduct credit as backup
    • Patient receives scan results per your process
  7. Step 7: Repeat for Additional Scans
    • Patient logs into https://triaddexa.com
    • Visits booking page → Sees remaining credits
    • Books another appointment
    • Credit automatically deducted
    • When credits depleted: Patient purchases another package and cycle repeats
THE CRITICAL GATE: Steps 1-2 happen immediately. Step 3 (Doctor Approval) is the bottleneck – patients CANNOT purchase until doctor digitally signs. This is the legally required medical clearance and HIPAA-compliant approval process. Without doctor’s signature, shop remains locked.

10.2 Returning Customer Journey

  1. Patient logs into https://triaddexa.com
  2. Visits booking page (or clicks link in email)
  3. Sees remaining credit balance
  4. Clicks “Open Booking Calendar”
  5. Schedules appointment on SimplyBook.me
  6. Credit automatically deducted when booking confirmed
  7. Arrives for scan on scheduled date
  8. Process complete

10.3 URLs Summary

Key URLs in Workflow

  • Registration/Intake: https://triaddexa.com/triad-dexa-scan-approval/ (contains

    Create Your Triad DEXA Account

    You'll be logged in and then launch the secure Adobe Sign intake.

    or

    Already have an account? Log in

    )
  • Shop: https://triaddexa.com/shop/ (WooCommerce shop – only accessible after doctor approval)
  • Booking Page: https://triaddexa.com/book-your-scan/ (contains
    You must be logged in to schedule appointments.

    Log In

    shortcode – displays credits and “Open Booking Calendar” button)
  • SimplyBook URL (Hidden): https://triaddexa.simplybook.me/v2/ (stored in Triad DEXA → Gatekeeper settings, automatically launched by plugin, NEVER shown to clients)
  • Adobe Sign Webhook: https://triaddexa.com/wp-json/tdx/v1/adobesign (receives doctor approval notifications)
  • SimplyBook Webhook: https://triaddexa.com/wp-json/tdx/v1/simplybook (receives booking confirmations and triggers credit deduction)
Patient Journey After Purchase: When a patient completes their order, include a link to https://triaddexa.com/book-your-scan/ in the order confirmation email (configure in WooCommerce email templates). This directs them to the booking page where they can see their credits and launch SimplyBook with one click.

11. Troubleshooting

11.1 Common Issues

Dashboard Not Showing

  • Deactivate and reactivate the plugin
  • Check that triad-dexa-dashboard/ folder exists
  • Verify file permissions
  • Clear browser cache (Ctrl+F5)

Adobe Sign Form Not Opening

  • Verify Web Form URL in Triad DEXA → Adobe Sign
  • Check for trailing slashes or spaces in URL
  • Test URL directly in browser

Webhook Not Firing

  • Verify webhook URL is correct in Adobe Sign
  • Check webhook secret matches
  • Review Adobe Sign webhook logs for errors
  • Test webhook manually with curl
  • Ensure SSL certificate is valid (HTTPS required)

Credits Not Minting

  • Verify product-to-credits map in Gatekeeper settings
  • Check WooCommerce order status (must be “processing” or “completed”)
  • Review WordPress debug log for errors

Patient Not Approved After Doctor Signs

  • Verify doctor actually signed: Log into Adobe Sign and check agreement status (must show “Completed”)
  • Check webhook configured: Adobe Sign → Account → Webhooks (must be active)
  • Verify webhook event: Must be “Agreement Workflow Completed” (not “Agreement Signed”)
  • Check webhook secret matches: Compare secret in Adobe Sign header vs. Gatekeeper settings
  • Review WordPress debug log: Look for webhook receipt and any errors
  • Manual override: Go to Scan Manager, find patient, click “Toggle Intake Status” to manually approve

Doctor Not Receiving Email Notification

  • Check Adobe Sign form has signing order configured (Patient = Signer 1, Doctor = Signer 2)
  • Verify doctor’s email address in Adobe Sign form settings
  • Check doctor’s spam/junk folder
  • Confirm Adobe Sign account has email notifications enabled
  • Test with a different doctor email address

11.2 Enable Debug Logging

Add to wp-config.php:

define(‘WP_DEBUG’, true); define(‘WP_DEBUG_LOG’, true); define(‘WP_DEBUG_DISPLAY’, false);

View logs at: wp-content/debug.log

11.3 Test Webhook Manually

Use this curl command to test the Adobe Sign webhook:

curl -X POST https://triaddexa.com/wp-json/tdx/v1/adobesign \ -H “Content-Type: application/json” \ -H “X-TDX-Secret: YOUR_SECRET_HERE” \ -d ‘{ “event”: “AGREEMENT_WORKFLOW_COMPLETED”, “participantSets”: [{ “memberInfos”: [{ “email”: “test@example.com” }] }], “agreementStatus”: “SIGNED” }’
Still Having Issues? Contact your development team or review the documentation files included with the plugin (README.md, ADOBE-SIGN-MIGRATION-NOTES.md, DASHBOARD-FEATURES.md).

Need More Help?

Review the documentation files included with the plugin or contact your development team.

Version 3.0.0 | Developed by PrometheanLink | © 2025

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