Important: If you are working with more than one clinic/location, it is important you select the correct clinic from the drop-down menu under 'Select Clinic'. If you only work with one clinic you will not see this dropdown.
Schedule a Video Meeting
Step 1 - Click 'Meet Now' from the left navigation bar, then select 'Schedule Video Meeting'.
Clinic tab |
Schedule tab |
Step 2 - Click 'Schedule Video Meeting’.
Step 3 - Schedule a Video Meeting screen -
- Enter a 'Meeting Title', without adding any personal patient information.
- 'Select Provider' drop-down menu - If you are the 'Clinic Admin', select the host provider's name. Healthcare providers will not see this field.
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'+ Invite Another Provider' -
- Click if providers from your virtual clinic in addition to the host are being invited to this meeting, OR
- If only a single provider (the host) is being scheduled for this meeting, click 'Next' and skip to 'Step 4'.
If you had selected '+ Invite Another Provider', the 'host' provider's name will automatically populate into the box and cannot be removed.
- 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.
- Once complete, click ‘Next’.
Step 4 - The 'Schedule Appointment' screen: -
- 'Date' - enter the date of the scheduled meeting.
- 'Length' - enter the length of the meeting (this is approximate; the meeting will not end if it extends past this time).
- Choose the meeting scheduled start time using one of these three options:
| Option 1-When their work schedule (shifts) ARE NOT entered in SK Virtual Visit: | Option 2-When their work schedule (shifts) ARE entered in SK Virtual Visit: |
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- If scheduling one consultation - 'Repeat' - select 'No Repeat'.
- If scheduling recurring consultations - 'Repeat' - choose the occurrence of the consults being scheduled:
| 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 consultation is to occur.
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If scheduled appointments overlap with other appointments that a host provider or 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. |
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Shareable Video Chat Link - You have the option to invite other consultation participants now or later (closer to the consultation date/time):
- If you wish to do so now, check the 'Get Shareable Video Chat Link' box and follow the instructions in the next section.
- If you wish to do so later, do not check the box - see instructions at the end of this article.
- Click 'Schedule Appointment'.
Step 5 - The Meeting Confirmation screen - Confirm the information is correct, then click 'OK'.
A green indicator will appear at the top of your screen letting you know the meeting has been scheduled.
Invite Patients/Participants to a Scheduled Video Meeting
Send the Meeting Information Now -
If you had checked 'Get Shareable Video Chat Link', the 'Invite Participants' screen will next appear.
Choose one of the three options available to send your participant(s) the information:
- 'Copy' - The copied information includes the web URL link ('https...') only, which you must 'paste' into the body of any email platform you choose to use.
- 'View Meeting Invitation' - opens a screen that displays all the Meeting Invitation info, including the web URL link, Meeting ID and Passcode, date and time (if a scheduled meeting), and instructions, which you must 'Copy' & paste into the body of any email platform you choose to use.
- 'Invite via Email' - opens your computer's default email platform to send all 'Join-in Information'. All meeting invitation information will automatically generate into the body of the email.
Note:
- You will require your participant's correct email information.
- The invitation may be sent by SMS text however, at this time, the Meeting ID and Passcode will have to be sent manually. See article - 'Invite Patients/Participants to a ‘Meet Now’ Video Meeting via SMS Text Message'
The meeting has been scheduled and invited participants will be notified by email with instructions, appointment details, such as date and time, meeting link, meeting ID & passcode.
Invite Patients/Participants to Recurring Video Meetings
The video meeting info/links must be sent to all participants for each recurring meeting as each meeting will have its own unique meeting link, ID & passcode.
This does not apply to healthcare providers from the same clinic who were added when the meetings were scheduled (under Step 3 above), as they can access the meetings directly when logged into their account under the 'Consultations' or 'Schedule' tab .
Send the Meeting Information Later (closer to the meeting date/time) -
Follow the instructions in this article: |