The 'Active and Pending' screen (accessed from the 'Consultations' tab), is where healthcare providers or their clinic admins can view, manage and access scheduled appointments (patient consultations and meetings). It is designed to display appointments in booking sequence.
Clinic admins must select the healthcare provider's name from the 'Select Schedule' drop-down menu.
Navigating the Active & Pending Screen - Instructional Video
- Whether you are the clinic admin or healthcare provider, if you are working with more than one clinic/location, after logging into your account, it is important you select the correct clinic from the drop-down under 'Select Clinic'. If you only belong to one clinic, you will not see this drop-down.
- From the left navigation bar, click 'Consultations', then 'Active and Pending'.
The 'Active and Pending' Screen:
Features:
- 'Select Schedule' (not visible to healthcare providers) - see Feature 1 below
- 'Today / Past / Past & Today' - see Feature 2 below
- Appointment Date and Time
- Appointment Type (Virtual, In-Person, Meeting)
- Name of Patient or Meeting Title
- Number of providers from the same virtual clinic invited to this appointment. Click this button to see the host and invited provider's names.
- Reason for Patient Consultation
-
Shareable Consultation or Meeting Link - see Feature 8 below -
Send Patient a Quick Message - see Feature 9 below -
Enter/View Consultation - see Feature 10 below Cancel/Decline Scheduled Video Meeting/Consultation - see Feature 11 below
- 'Active' Section - see Feature 12 below
- 'Pending' Section - see Feature 13 below
# 1 - 'Select Schedule' (Not visible to healthcare providers)
- Clinic admins must select the correct healthcare provider from the drop-down under 'Select Schedule'.
# 2 - Today / Past / Past & Today
- A filter that allows users to view appointments happening today, or those that have happened in the past or both.
# 8 - Shareable Consultation or Meeting Link
- A healthcare provider may invite other participants (patient family member(s), caregiver(s), other clinicians/specialists) to join the video portion of a patient consultation or to join a video meeting. The clinic admin may do this for the healthcare provider.
- Multiple participants can be invited and join.
- Invitees do not have access to patient records or files.
- The invitation is sent by email, text message or verbally and includes a unique URL link, meeting ID and passcode.
- Invitees do not need a SK Virtual Visit account to join.
Step 1 - Click on the 'Info' icon .
Step 2 - 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, which includes the web URL link, Meeting ID and Passcode, will automatically generate into the body of the email.
- 'Copy Invitation' allows you to choose any email platform. You will have to 'Paste' the meeting info, which includes the web URL link, Meeting ID and Passcode, into the body of the email before clicking 'Send'.
- 'Copy Invite Link' allows you to choose any email platform. You will have to 'Paste' the meeting info, which includes the web URL link only, into the body of the email before clicking 'Send'.
- You will require participant's correct email information.
- The invitation may be sent by text, however Meeting ID and Passcode will have to be entered manually at this time.
# 9 - Send Patient a Quick Message
This feature is only available for scheduled 'patient consultations', not 'meetings'. With virtual consultations, patients are not always a captive audience and can get distracted. A healthcare provider or clinic admin can send preset or customized Quick Messages to a patient letting the patient know things like:
- They are behind schedule
- They are ahead of schedule
- They have been called away and patient needs to reschedule their appointment
Step 1 - Click the 'Send Quick Message' icon .
Step 2 - Click the drop-down, then select a relevant message.
Step 3 - Click 'Send Message'. The patient will receive the message within the consultation chat. Also, if they have 'notifications' enabled on their device for the 'SK Virtual Visit' app, they will hear an alert.
For instructions on how to customize 'Quick Messages', see article - "'Quick Messages' to Patients".
Note – when the healthcare provider or their clinic admin messages the patient before the patient indicates they are ready, the patient has the option to enter the consultation without clicking the 'I'm Ready for My Appointment' button. If this happens, the consultation status will not change to the green "Patient is Ready' status but will remain as gold "Waiting for Patient". The healthcare provider may enter and begin the consultation at any time.
# 10 - Enter/View Consultation
Note: depending on 'Clinic Settings' (under the 'Clinic' tab), the patient can receive appointment notification(s) and reminders for scheduled 'patient consultations'. These are recommended and can be set 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 on your 'Active and Pending' screen will automatically update to 'Patient Ready'.
Patient Consultations:
- When you are ready, click 'Enter Consultation'.
When you initially enter the patient consultation, the patient will not realize you are there until you click 'Enter Consultation' at the top of the chat area.
This gives you a chance to review the consult info ahead of time, as well as leave the consult and return later.
- When you are ready to start the consultation, click 'Enter Consultation' at the top of the chat area.
Scheduled Meetings:
- When ready, click 'Enter Meeting'. Follow the prompts.
- The meeting 'Join-In Information' will appear. You may send participants the info, or bypass this screen.
- If prompted, allow your camera and microphone.
- If necessary, share the meeting 'Join-in Information' when prompted.
# 11 - 'X - Cancel/Decline'
X Cancel - The host providers, or clinic admin acting on their behalf, can cancel video meetings or consultations. This cancels the appointment entirely and removes it from all invited providers’ schedules.
X Decline - Invited healthcare providers, or clinic admin acting on their behalf, can decline an invitation to a video meeting or patient consultation. This removes the appointment from their schedule and will not change the scheduled appointment or the schedules of other invited healthcare providers.
# 12 - 'Active' Section
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:
-
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.
-
Active consults that are complete but not yet archived (green).
- It is recommended that all consultations be 'Archived'.
-
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'.
# 13 - 'Pending' Section
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.
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