The 'Active and Pending' screen (accessed from the 'Consultations' tab), is where the healthcare provider can view and access scheduled patient consultations and meetings. It is designed to display appointments in booking sequence.
Clinic admins have access here as well, to assist in managing scheduled appointments. They must select the healthcare provider's name from the 'Select Schedule' drop-down menu.
Navigating the Active & Pending Screen - Instructional Video
Features of the 'Active and Pending' Screen:
- 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
- 'Select Clinic' - see Feature 6 below
- 'Select Schedule' (not visible to healthcare providers) - see Feature 7 below
- 'Past & Today / Past / Today' - see Feature 8 below
-
Shareable Consultation or Meeting Link - see Feature 9 below -
Send Patient a Quick Message - see Feature 10 below -
Enter/View Consultation - see Feature 11 below Cancel/Decline Scheduled Video Meeting/Consultation - see Feature 12 below
- 'Active' Section - see Feature 13 below
- 'Pending' Section - see Feature 14 below
- Color Scheme - see Feature 15 below
Feature 6 - 'Select Clinic'
- Whether you are the clinic admin or a healthcare provider, if you are working with more than one clinic/location, it is important you have selected the correct clinic from the drop-down under 'Select Clinic'.
Feature 7 - 'Select Schedule' (Not visible to healthcare providers)
- Clinic admins must select the correct healthcare provider from the drop-down under 'Select Schedule'.
Feature 8 - Past & Today / Past / Today
- A filter that allows users to view appointments happening today, or those that have happened in the past or both.
Feature 9 - 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 - Click 'Get Shareable Invitation'.
Step 3 - 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'.
Note:
- 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.
Feature 10 - 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 on the 'Send Quick Message' Icon .
Step 2 - Click on the drop-down, select the relevant message, then click 'Send Message'. The patient will receive the message within the consultation chat.
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.
Feature 11 - 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'.
Step 1 - 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.
Step 2 - When you are ready within the consultation, click 'Enter Consultation'.
Feature 12 - '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 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.
Feature 13 - 'Active' Section
Consultations the healthcare provider has entered and started. These include:
- Consults which are completed and marked as 'Archived'. (It remains in this state for approximately 3 hours before completely closing and disappearing from this screen. (red)
- Consults that are completed by the healthcare provider but not yet Archived. (green)
Feature 14 - 'Pending' Section
Scheduled consultations not yet entered by the healthcare provider. These include:
- 'Patient is Ready' (green)
- 'Waiting for Patient' (gold)
- 'Scheduled Video Meeting' (blue)
- Request to Cancel (red)
Feature 15 - Color Scheme
Red - Completed Archived consults. These consults will remain in the 'Active and Pending' room for approximately 3 hours, in the event there needs to be amendments made. After the 3 hours, they will drop from this section and move to 'Search for Consultations'.
Note: Completed consults marked 'Pending' will drop from this section and move to 'Waiting for Follow-Up'. It is recommended that all consultations be 'Archived' and any follow-up requirements be managed using the clinic's EMR system.
Green - Patients who have arrived and are ready for their consult - 'Patient Ready'
Gold - Patients who have not yet arrived for their consult - 'Waiting for Patient'
Blue - Scheduled Video Meetings'
Red - Patient has requested cancellation of their patient consultation - 'Request to Cancel'
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