Start a 'Scheduled' Video Meeting

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.

The 'Consultations' tab

The 'Schedule' tab

There are two areas within the platform where you can find and enter your scheduled meetings:  

The 'Consultations' Tab

Step 1 - From the left navigation bar, click 'Consultations', then 'Active and Pending'. 

 

Step 2 - Under the filter that allows users to view appointments happening today, or those that were scheduled for the past or both, choose 'Today'.

Step 3 - Find your meeting.  Click ' Enter Meeting'.  

Step 4 - Review the messages on the 'Start Meeting?' screen.  Click 'Start Meeting' when ready to begin. 

Note: The 'Don't Start Yet' button will take you back to your 'Active and Pending' screen.

Step 5 - You will be prompted to 'Allow' your camera and microphone for this website.  Click 'Allow' for each. 

Step 6 - The Meeting Information Screen - Choose one of the three options available to send your participant(s) the meeting information:

1. '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.
2. '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.
3. '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 participants will be notified by email with instructions.  

Step 7 - Once the invitation has been sent to participant(s), wait for them to arrive.  Those who are joining using the meeting URL link, will have to be admitted.

Scenario 1: If untouched by the host, the Admit/Decline prompt will disappear after approximately 30 seconds.
In this case, when the meeting host clicks the 'Participant's' tab at the bottom of their video screen, they can see that the user attempted to join but is no longer waiting.
Scenario 2: If the host clicks the 'Admit' button within that 30 seconds, they will see a spinning circle and will assume the patient is joining the video.
In this case, when the meeting host clicks the 'Participant's' tab at the bottom of their video screen, they can see the status change for that participant: 'Connecting', 'Still Waiting', then 'Connection Issues'.

There may be times when the patient/participant attempts to join the meeting, then leaves the screen before the host has a chance to 'Admit' them:

Anyone you decline will receive the following message.

The 'Schedule' Tab

Step 1 -  From the left navigation bar, click 'Schedule'.

Step 2 -  Choose the View where you would like to find your appointment. (The screen defaults to 'Weekly' view).

Step 3 - Find and click on the scheduled meeting that you would like to enter.  From here choose the 'Enter Meeting' icon.  This will take you into the meeting.  

Additional Video Meeting Features:

By video - click 'Invite Participants' at the upper-right of the video screen.  Send the meeting invite as needed.

By phone - click 'Dial In', enter their name and phone number, then click 'Dial In Now'.

While the meeting is in progress others may be invited:

• Under 'Participants' along the bottom of the video screen, click the 'X' beside the person you wish to remove from the video meeting.  
• This participant will not be able to rejoin.

The meeting host can exclude or remove a participant at any time:

End Call for All - the host completely ends the meeting for all participants (invited participants do not have this feature).

Leave Call - the host and invited participants may leave and return to the meeting, as long as others remain in it.

End/leave the meeting:

Video Meeting Summary

• After the host selects 'End Call For All', they may add 'Notes' for future reference.

Past Meetings

• Meeting info, such as type (video/phone), participants, date and a short note (if added) are stored under 'Meet Now' > 'Past Meetings'.  

The 'Search' criteria includes:

• Participant Name
• Date Range
• Care Team Member (available to clinic support staff only - healthcare providers can only view their own meetings)
• Meeting Type - Video or Phone

You may also:

• Download a transcript of the meeting, if initiated
• Add a meeting note