Schedule a 'Meet Now' Video Meeting – Sk Virtual Visit

There are three areas to schedule a quick video meeting:

Option 1: From the 'Meet Now' tab on the left navigation bar.

Option 2: From the 'Home' screen under 'Clinic' on the left navigation bar.

Option 3: From the 'Schedule' tab on the left navigation bar.

Option 1: From the 'Meet Now' Button

Step 1 - From the left navigation bar, click 'Meet Now', then 'Schedule Video Meeting'.

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.

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 - 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.

Step 8 - If scheduling a one-time meeting, you will 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. Check the box to email the Join-In Information now OR you may access it later on, closer to the meeting time, from either the 'Schedule' tab or the 'Consultations' tab.

Step 9 - Click 'Schedule Appointment'.

A green indicator will appear at the top of your screen letting you know the meeting has been scheduled, as well as a screen with the appointment details.

If you opted to send the Join-In Information now, the 'Meeting Join-In Information screen will appear. 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 meeting info will automatically generate into the body of the email.
'Copy Invitation' allows you to choose any email platform. The 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 meeting info includes the web URL link only and will have to be 'pasted' into the body of the email before being sent.

The meeting has been scheduled and invited participants will be notified by email with instructions, as well as appointment details, such as date and time.