Sections in this article include:
- Recurring 'Meet Now' Meetings
- Recurring Patient Consultations
- Inviting Participants to Recurring Patient Consultations/Meetings
Important: If you are working with more than one clinic/location, it is important you select the correct clinic from the drop-down menu under 'Select Clinic'.
Option 1: Recurring Scheduled 'Meet Now' Meetings
Step 1 - Click 'Meet Now' from the left navigation bar, then select 'Schedule Video Meeting'. Note: the 'Schedule Appointment' button is also available from the 'Clinic' or 'Schedule' tabs along the left navigation bar.
Step 2 - Enter a 'Meeting Title', without adding any personal patient information.
Step 3 - If you are the clinic admin, select the host provider's name from the 'Select Provider' drop-down menu. Healthcare providers will not see this field.
Step 4 - If only a single provider is being scheduled and no additional providers from your virtual clinic are being invited, skip to Step 6, otherwise:, click '+ Invite Another Provider'.
The ‘host’ provider’s name will automatically populate into the box and cannot be removed.
Step 5 – Choose the additional provider(s) being invited from the drop-down menu under ‘Provider’. If someone is added by mistake, click the red X beside their name, to remove them from the list.
Step 6 – Once complete, click ‘Next’.
Step 7 - The 'Schedule Appointment' Screen:
'Date' - enter the date of the appointment or, if scheduling recurring meetings, the first meeting date.
'Length' - enter the length of the meeting (this is approximate; the meeting will not automatically end if it extends past this time).
When scheduling multiple providers from the same virtual clinic to join a meeting, the following 'See Availability' and 'Specific Time' buttons will not appear.
When scheduling a single provider and their schedule IS NOT entered in SK Virtual Visit:
Select 'Specific Time'
Under 'Start Time' select the time of day the meeting(s) will start.
When scheduling a single provider and their schedule IS entered in SK Virtual Visit:
Select 'See Availability'
Select an available time from the list.
'Repeat' - if scheduling a one-time meeting, select 'No Repeat'.
If scheduling recurring meetings, choose the occurrence:
- Daily - occurs every day, Monday thru Sunday
- Weekly - any day of the week, Monday thru Sunday
- Monthly - any day of the month OR the ordinal of a weekday
- Yearly - same day every year OR the ordinal of a weekday of a month
- Custom - every # of days (99 is max), every # weeks, every # of months
'End Date' - select the date the last meeting is to occur.
A note will indicate the appointment(s) being scheduled.
If scheduled video meetings/consultations overlap with other appointments that a host provider or an invited provider currently has, a notification will appear to the person doing the scheduling (host provider or clinic admin).
A maximum of three (3) overlapping video meetings or consultations can be booked into a provider’s SK Virtual Visit schedule.
Step 8 - Click 'Schedule Appointment'.
A green indicator will appear at the top of your screen letting you know the meetings have been scheduled, as well as a screen with the meeting details.
Inviting Participants to Scheduled Recurring Patient Consultations/Meetings
Patient Consultations: If 'Appointment Notifications and Reminders' (recommended and found under Clinic > Clinic Settings) are set up to be sent to patients when 'patient consultations' are created, patients will be sent an email and/or text message with their appointment information. However, other participants who need to be invited by the clinic to attend the patient consultations must still be send the appointment 'Join-in Information'.
Meetings: When recurring 'Meet Now' meetings are scheduled, the 'Join-in Information' must be sent to all participants, including the patient.
Step 1: Select the 'Schedule' tab from the left navigation bar, then find and click on the scheduled appointment/meeting you are inviting participants to.
Step 2: Click the 'Join-in Information' button.
Step 3 - Click 'Get Shareable Invitation'.
Step 4 - Select either 'Send Invitation by Email', 'Copy Invitation' or 'Copy Invite Link'.
- 'Send Invitation by Email' uses your computer's default email platform to send the 'Join-in Information'. The appointment/meeting info will automatically generate into the body of the email.
- 'Copy Invitation' allows you to choose any email platform. The appointment/ meeting info, which includes the web URL link, Meeting ID and Passcode, will have to be 'pasted' into the body of the email before being sent.
- 'Copy Invite Link' allows you to choose any email platform. The appointment/ meeting info includes the web URL link only and will have to be 'pasted' into the body of the email before being sent.
Note:
- You will require participant's correct email information.
- The invitation may be sent by text, however Meeting ID and Passcode will have to be entered manually.
Step 5 - 'Close' this screen after emailing the 'Join-in Information' to the participants.
Option 2: Recurring Patient Consultations
Step 1 - If you are the clinic support staff and working with more than one clinician, select 'Schedule' from the left navigation bar, then click the drop-down menu under 'Select Schedule' to select the correct clinician.
Step 2 - Click 'Schedule Appointment'. Note: the 'Schedule Appointment' button is also available from the 'Clinic' tab along the left navigation bar or after searching for and selecting a patient.
Step 3 - Select 'Schedule Consultation'.
Step 4 - Search for the patient by first name, last name or health card number. Select the correct patient from the list that appears and click 'Select Patient'.
Step 5 - If you are the clinic admin, select the host provider's name from the 'Select Provider' drop-down menu. Healthcare providers will not see this field.
Note: As an admin, you MUST ensure that you choose the correct ‘Host’ provider when first scheduling the appointment, as this step cannot be reversed - you will have to select ‘Cancel’ and start again.
Choose 'Type of Care' (virtual or in-person) and the ‘Appointment Reason’ from the drop-down menus.
If only a single provider is being scheduled and no additional providers from your virtual clinic are being invited, skip to Step 7, otherwise:, click '+ Invite Another Provider'.
The 'host' provider's name will automatically populate into the box and cannot be removed.
Step 6 – Choose the additional provider(s) being invited from the 'Provider' drop-down menu. If someone is added by mistake, click the red X beside their name, to remove them from the list.
Step 7 – Once complete, click ‘Next’.
Step 8 - On the 'Schedule Appointment' screen, select:
'Date' - enter the date of the appointment or, if scheduling recurring appointments, the first appointment date.
'Length' - enter the length of the appointment (this is approximate; the appointment will not automatically end if it extends past this time).
When scheduling multiple providers from the same virtual clinic to join a patient consultation, the following 'See Availability' and 'Specific Time' buttons will not appear.
When scheduling a single provider and their schedule IS NOT entered in SK Virtual Visit:
Select 'Specific Time'
Under 'Start Time' select the time of day the appointment(s) will start.
When scheduling a single provider and their schedule IS entered in SK Virtual Visit:
Select 'See Availability'
Select an available time from the list.
'Repeat' - if scheduling a one-time appointment, select 'No Repeat'.
If scheduling recurring appointments, choose the occurrence:
- Daily - occurs every day, Monday thru Sunday
- Weekly - any day of the week, Monday thru Sunday
- Monthly - any day of the month OR the ordinal of a weekday
- Yearly - same day every year OR the ordinal of a weekday of a month
- Custom - every # of days (99 is max), every # weeks, every # of months
'End Date' - select the date the last appointment is to occur.
A note will indicate the appointment(s) being scheduled.
If scheduled video meetings/consultations overlap with other appointments that a host provider or an invited provider currently has, a notification will appear to the person doing the scheduling (host provider or clinic admin).
A maximum of three (3) overlapping video meetings or consultations can be booked into a provider’s SK Virtual Visit schedule.
Step 9 - Click 'Schedule Appointment'.
A green indicator will appear at the top of your screen letting you know the patient consultations have been scheduled, as well as a screen with the appointment details.