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Invite Multiple Providers from the Same Clinic While Scheduling Appointments

Updated

At the time video meetings or patient consultations are being scheduled, clinic support staff or healthcare providers may invite additional providers from their own virtual clinic to join in.  (External participants must be invited by sending them the 'Join-In Information' via a 3rd-party method.)

  • If the video meeting/consultation overlaps with other appointments that an invited provider currently has, a notification will appear to the person doing the scheduling.  A maximum of three (3) overlapping video meetings or consultations can be booked into a provider’s SK Virtual Visit schedule. 
  • Invited providers will receive an email and/or SMS text message with the scheduled video meeting/ consultation details and the appointment will appear under 'Schedule' in SK Virtual Visit.
  • Invited members can ‘Decline’ the video meeting/consultation invitation, which only removes that appointment from their schedule; it does not affect or change the scheduled appointment or remove other invited providers or guests.

Sections in this article include:

SCHEDULE A ‘MEET NOW’ VIDEO MEETING

Step 1 - Select ‘Schedule Video Meeting’ from either the:

  • ‘Clinic’ tab > ‘Schedule Appointment’
  • ‘Meet Now’ tab
  • ‘Schedule’ tab > ‘Schedule Appointment’

Step 2 – Enter a ‘Meeting Title’

Step 3 – Clinic support staff only (providers skip to Step 4) – Under ‘Select Provider’ click the drop-down menu and choose the ‘host’ provider.

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. 

Step 4 – 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’.  Click the red X beside the name of anyone added by mistake, to remove them from the list.

Step 6 – Once complete, click ‘Next’.

Step 7 - Skip to The 'Schedule Appointment' Screen below...

 

SCHEDULE A PATIENT CONSULTATION

Step 1 - Select ‘Schedule Consultation’ from either:

  • The ‘Clinic’ tab > ‘Schedule Appointment’
  • The ‘Schedule’ tab > ‘Schedule Appointment’
  • Inside the Active Consultation > ‘New Consultation’ 

Step 2 – Enter the patient’s first name, last name or health card number, then click ‘Search’.  Find them in the list and ‘Select Patient’.

Step 3 – Choose the ‘Type of Care’ (Virtual or In Person) and ‘Appointment Reason’ from the drop-down menus. 

Step 4 – Clinic support staff only (providers skip to Step 5) - Under ‘Select Provider’ click the drop-down menu and choose the ‘host’ provider.

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. 

Step 5 – 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 drop-down menu under ‘Provider’.  Click the red X beside the name of anyone added by mistake, to remove them from the list.

Step 7 – Once complete, click ‘Next’.

Step 8 – Skip to The 'Schedule Appointment' Screen below...

 

THE 'SCHEDULE APPOINTMENT' SCREEN

One-Time Appointment - Choose 'One Time'

  • Enter, the Date, Start Time, and Appointment Length

You will then be provided with the option to 'Get Shareable Video Chat Link' to email to external participants (patient caregivers, other providers from outside your clinic, etc.) being invited to join in.  You have the option to check the box to email the Join-In Information now OR you may access it later on, closer to the appointment time (from either the 'Schedule' tab or the 'Consultations' tab).

  • Click 'Select Time'.

OR

Recurring Appointments - Choose 'Recurring'

  • Enter the First Appointment Day, Start Time, Appointment Length, the Occurrence and an End Date 

  • Click ‘Schedule Recurring Appointment’. 

A green indicator will appear at the top of your screen, letting you know that the meeting has been scheduled.

 

NOTIFICATIONS OF OVERLAPPING APPOINTMENTS

With up to 3 overlapping appointments (3 is the max): With more than 3 overlapping appointments:

 

 

APPOINTMENT NOTIFICATION EXAMPLES

Regardless of whether the video meetings/consultations were overbooked or not, a confirmation screen will appear for both ‘One Time’ and ‘Recurring’ appointments.

Notifications to Clinic Admin / Host Provider:

Notifications to Invited Providers:

Email for Scheduled One-Time Appointment Text for Scheduled One-Time Appointment

 

Email for Scheduled Recurring Appointment Text for Scheduled Recurring Appointment

 

Note:  If a provider was missed being invited when scheduling the video meeting or patient consultation, you will have to either:

Video Meetings and/or Patient Consultations - Cancel the appointment and reschedule it, inviting the missed provider OR leave the scheduled appointment as is and send the ‘Join-In Information’ to the missed provider.

Patient Consultations only - Leave the scheduled appointment as is, and, once the host provider has entered the patient consultation, add the missed provider by clicking 'Add' > 'Add Care Team Member' OR send the ‘Join-In Information’ to the missed provider.

 

Additional Information:

 

 

 

 

 

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