At the time video meetings or patient consultations are being scheduled, healthcare providers or clinic admins, acting on their behalf, may invite other providers from the same virtual clinic to join the appointment.
Those invited providers can decline their invitation within the platform.
Important:
When 'invited' providers are declining an invitation to an appointment, they must be careful to not 'Cancel' or 'End' the appointment for the host or other attendees, either before or after entering the appointment, unless they are invited to do so by the host.
Sections in this article include:
- Decline an Invitation to a Scheduled Video Meeting/Consultation
- Appointment Notification Settings
- Declined Appointment Notification Examples
DECLINE A VIDEO MEETING/CONSULTATION INVITATION
Step 1 - Select the scheduled appointment (video meeting or patient consultation) from either the:
- 'Schedule' tab > 'Week' or 'Day' view, or
- 'Consultations' tab > 'Active and Pending' screen
Step 2 - Click the red 'X' or 'X Decline Meeting/Consultation'.
'Schedule' Tab:
'Consultations' Tab:
IMPORTANT - AFTER THE HOST ENTERS AND STARTS THE APPOINTMENT -
Video Meetings - under the 'Consultations' tab, the 'Decline' button will change to 'End Meeting'. Do not proceed, as this will end the host's active meeting. Go to the 'Schedule' tab to decline your invitation. Note: this is currently being reviewed for change.
Patient Consultations - the 'Decline' button will change to 'Leave Consultation'. You may proceed, as the consultation will not be affected.
Step 3 - If the host has not yet entered the appointment, you will be prompted to confirm.
Recurring Meetings - you will have the option to decline all the meetings in the series or just the one you are on. Under the 'Schedule' tab, find the scheduled meeting, then select either 'Decline This Meeting/Consultation Only' or 'Decline All Meetings in This Series'.
From 'Schedule' Tab - Decline Single or Recurring Appointments:
Single Appointment Recurring Appointments
From 'Consultations' Tab - Decline Single Appointment Only:
A green banner will confirm that the invitation is declined.
APPOINTMENT NOTIFICATIONS SETTINGS
Clinic care team members can receive appointment notifications via email, SMS text message or both.
Each member of the care team configure their own notifications.
Clinic admins configure notifications for the providers they want to receive alerts for, regardless of whether they modified the appointment or another admin did so. They must first select the provider's name from the dropdown.
Notifications can be received by:
- Email only
- Text only
- Both
To customize notifications:
Step 1 - From the left navigation bar, select 'Account', then click 'Notifications'. Notifications will be sent to the email address and mobile number noted at the top of the screen. (This information was pulled from the account holder’s Profile Information.)
Step 2 - If you are the Clinic Admin, select the provider's name from the drop-down list. Providers will not see this dropdown.
Step 3 - Under ‘Appointments’, 'check' the notifications you wish to receive.
Step 4 – Click ‘Save’
Notifications include:
- When an appointment is created
- When an appointment is cancelled
- When the provider is invited to another host's appointment
- When an invited provider you invited declined the invitation
DECLINED APPOINTMENT NOTIFICATION EXAMPLES
Notifications to Clinic Admin / Host Providers - Depending on their Notification Settings:
| Email for Declined One-Time Appointment | Text for Declined One-Time Appointment |
| Email for Declined Recurring Appointments | Text for Declined Recurring Appointment |