If you are connected with more than one clinic or location, choose the correct clinic/location from the drop-down under 'Select Clinic'. If you work out of only one clinic, this drop-down will not appear.
There are two areas within the platform where you can find and enter your consultations:
The 'Consultations' Tab
Step 1 - From the left navigation bar, click 'Consultations', then 'Active and Pending'.
Sections on the Active & Waiting Screen -
The filter that allows users to view active appointments is defaulted to 'Today'; however past active appointments may be viewed as well. Note: completed/archived appointments will not appear here.
Active - Patient consultations or meetings the healthcare provider has entered and started. Once started, these will move from the 'Pending' section to the 'Active' section. They include:
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Completed consultations marked as 'Archived' (red).
- Archived consults will remain here for approximatley 3 hours, then will drop from this screen and move to 'Consultations > Completed'.
- Completed consults marked Pending' will drop from this screen and move to 'Consultations > Waiting for Follow-Up' screen. It is recommended that any follow-up requirements be managed using the clinic's EMR system.
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Active consults that are complete but not yet archived (green).
- It is recommended that all consultations be 'Archived'.
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Active meetings that were entered and started by the host (blue).
- Once completed and ended, they will drop from this screen and move to 'Meet Now > Past Meetings'.
Pending - Appointments scheduled into your day. These include:
- Green 'Patient Ready' - Patient has arrived and is ready for their patient consultation
- Gold 'Waiting for Patient' - Patient has not yet arrived for their patient consultation
- Blue - Scheduled Video Meetings
- Red 'Request to Cancel' - patient has requested cancellation of their patient consultation
Appointment Notifications -
Patient Consultations:
- Your patient can receive automated appointment notification(s) and reminders. These can be set by your clinic at 5 minutes, 15 minutes, 1 hour and/or 1 day before.
- After logging into their account, patients will mark themselves as 'Ready' and their status in your 'Active and Pending' room will automatically update from 'Waiting for Patient' to 'Patient is Ready'.
Video Meetings:
- At this time, automated reminder notifications are not sent to patients/participants. The meeting 'Join-in Information' must be manually sent to them by the clinic.
Other helpful articles -
- 'Meet Now' Video Meetings vs Virtual Patient Consultations'
- Manage The 'Active and Pending' Screen
- Private Message a Patient Before Their Consultation Begins
Step 2 - To view or enter the consultation, click 'Enter Consultation'.
Step 3 - Until you do 'Step 4' you are only viewing this consultation. The patient will not realize you are there nor can you message the patient. This gives you the opportunity to review the consult info, back out and return to 'Step 4' when ready to start the consultation with the patient.
To start the consultation with your patient, click 'Enter Consultation' at the top of the chat area.
For more information on this screen, see article - Patient Consultation Screen Quick Guide.
Step 4 - You may type into the 'Message' box (perhaps introducing yourself, confirming that the patient is in a private and quiet setting and asking their permission to proceed with the video).
Once ready, click ‘Video Chat’ at the top of the chat area.
Step 5 - Check to enable your microphone, camera and remember your preferences (optional).
* You may prevent/allow certain participants from joining the video by checking/unchecking 'Prevent Other Consultation Participants From Joining', and checking/unchecking their name. Checking this box will also prevent anyone who was sent the video 'Join-in Information' from joining the video. See the examples below, where a Clinic Admin has been invited into this consultation.
You can start as many video sessions during the active consultation as necessary, adding and preventing participants as desired.
When ready, click 'Start Video Chat'.
Example 1: Example 2:
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'Prevent Other Consultation Participants From Joining' is unchecked. 'Ev Admin' is checked. The Admin or anyone who was previously sent the video 'Join-In Info' (such as a family member) will have access to the video and may join. |
'Prevent Other Consultation Participants From Joining' is checked. 'Ev Admin' is unchecked. The Admin or anyone who was previously sent the video 'Join-In Info' (such as a family member) will not have access to the video and may not join. |
You will be taken directly into the video.
Step 6 - If not already set, you will be prompted to 'Allow' your camera and microphone on your browser for this website. You must 'Allow/Enable', otherwise your device camera or microphone will be blocked. Note: after allowing here, you may still turn your camera and/or microphone off within the video, if you wish.
Once your patient enables their video and audio and click 'Join Video Chat', they will arrive in the video.
Step 7- Once you are in the video, if other participants have been invited, you will be prompted to allow or deny them access. Check with your patient before declining someone, as your patient may have invited a family member or carer.
Anyone you decline will receive the following message.
The 'Schedule' Tab
Step 1 - From the left navigation bar, click 'Schedule'
Step 2 - The schedule defaults to the 'Week' view, however you can switch to 'Day' view, if preferred.
Step 3 - Find and click on the scheduled patient consultation that you would like to enter. From here choose the '
' or ' Enter'. This will take you into the consultation.
Week View:
Day View:
Step 4 - Continue with 'Step 4' above.
Extra Patient Consultation Features
Phone Call:
- Useful when a patient may be having technical difficulty getting the video to work or their bandwidth is poor.
- A record of the phone consult is stored and attached to the patient's record.
- The phone call is between two persons only, the host and the patient and has no video.
- The phone call uses an actual phone line, not voice-over Internet (VoIP), so works when internet bandwidth is poor.
- The healthcare provider's phone number is always kept hidden.
Step 1 - Click ‘Phone Call’ at the top of the chat area.
Step 3 - The patient's phone number will automatically generate from the information they entered into their account profile. If no number comes up, you can type their number in. Type in your landline or cell number (your number remains hidden from the patient), then click 'Start Phone Call'.
The system will call the patient first, then ask them to remain on the line and wait for you. It will then automatically call your phone.
'Alert Patient' Feature
With virtual consultations, distractions can happen that can prevent a patient from arriving on time for their appointment. They may even indicate they are ready, then are absent when you arrive, or they could go silent during the consultation.
This feature allows healthcare providers or their clinic administrator to send a quick message within the consultation. The alert message gets pushed to the patient via text or a chat message in the consultation itself.
Step 1 - From within the consultation, click the red 'Alert Patient' button.
Step 2 - Enter a brief, generic message to alert the patient, remembering not to use personal information (no names or health issue) to ensure privacy. i.e. "Your appointment has started. Please join right away."
Step 3 - Check :
- 'Push Notifications' (sends alert message to consultation chat. If patient has 'notifications' enabled for SK Virtual Visit, they will also hear an alert.)
- 'Sms' (sends alert text to patient's cell phone).
Step 4 - Click 'Alert Patient'.
Your patient will receive the alert message.