At the time video meetings or patient consultations are being scheduled, healthcare providers, or admins acting on their behalf, may invite other providers from their own virtual clinic to join the appointment.
Those invited providers can decline their invitation within the platform.
Important:
When these invited providers are declining an invitation to a patient consultation or virtual meeting, they must be careful to not 'Cancel' or 'End' the appointment for the host or other attendees, either before or after entering the appointment.
Sections in this article include:
- Decline an Invitation to a Scheduled Video Meeting/Consultation
- Cancel a Scheduled Video Meeting/Consultation
- Steps for Declining/Cancelling
- Appointment Notification Settings
- Declined Appointment Notification Examples
DECLINE A VIDEO MEETING/CONSULTATION INVITATION
- Invited healthcare providers, or admins acting on their behalf, can decline video meeting or consultation invitations.
- This removes the appointment from their schedule only and will not change the scheduled video meeting/consultation or the schedules of other invited healthcare providers.
- The host provider and their admin will receive a notification of this action, based on their notification settings with the platform (under 'Account' > 'Notifications').
CANCEL A SCHEDULED VIDEO MEETING/CONSULTATION
- The host providers, or admins acting on their behalf, can cancel video meetings or consultations.
- This cancels the appointment entirely and removes it from all invited providers’ schedules.
- All invited providers will receive a notification of this action, based on their notification settings within the platform (under 'Account' > 'Notifications').
STEPS FOR DECLINING / CANCELLING
Step 1 - Select the scheduled appointment from either the:
- 'Schedule' tab > Week or Day view, or
- 'Consultations' tab > 'Active and Pending' screen
'Schedule' Tab:
'Consultations' Tab:
Step 2 - Click the red 'X Decline/Cancel' (only available up until the appointment time).
If declining your invitation, once the host enters the appointment, your button will change to 'Leave Consultation'. Choose this to remove yourself. Important: If at any time, as the invited provider, if you see 'Cancel' or 'End', do not proceed.
Step 3 - If the appointments are Recurring, you will have the options to decline or cancel 'This Meeting/Consultation Only' or 'All Meetings/Consultations in This Series'.
A green banner will appear at the top of your screen indicating that the video meeting/consultation has been declined/cancelled.
APPOINTMENT NOTIFICATIONS SETTINGS
Providers need to know if they are invited to a video meeting/consultation or if the appointment is cancelled or declined, etc.
Clinic administrators need to know if their providers are invited to a video meeting/consultation or if someone declined the invitation to an appointment, etc.
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 Office Admin, making selections on behalf of the provider, select the provider's name from the drop-down list.
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 |