Schedule Video Meetings

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 Video Meeting

• Invite Patients/Participants to Scheduled Video Meetings

Sections in this article include:

Schedule Video Meetings

Step 1 - Click 'Meet Now' from the left navigation bar, then select 'Schedule Video Meeting'.  

Clinic tab	Schedule tab

Note:  'Schedule Appointment' is also available under the 'Clinic' or 'Schedule' tabs:

Step 2 - If prompted, 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.
• '+ 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 Lumeca:	Option 2-When their work schedule (shifts) ARE entered in Lumeca:
Select 'Specific Time' Under 'Start Time' select the time of day the meeting will start.	Select 'See Availability' From the list, select an available time of day the meeting will start.

When Scheduling a Single Provider (Host):

• Under 'Start Time' select the time of day the meeting will be scheduled for.

Option 3-When Scheduling Multiple Providers in Addition to the Host:

• If scheduling one meeting - 'Repeat' - select 'No Repeat'.

• If scheduling recurring meetings - 'Repeat' - choose the occurrence of the meetings 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 meeting is to occur.

A note will indicate the number of appointment(s) being scheduled.

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. 

Overlapping Bookings

• Shareable Video Chat Link - You have the option to invite meeting participants now or a a later time (closer to the meeting date/time):
  • If you wish to do so now, check the 'Get Shareable Video Chat Link' box *
  • If you wish to do so later, do not check the box - see instructions below.

• Click 'Schedule Appointment'.

Step 5 - The Meeting Confirmation screen - Confirm the information is correct, then click 'OK'.

One-Time Meeting	Recurring Meetings

A banner 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 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 'Meeting Information'.  All meeting invitation information will automatically generate into the body of the email.
4. 'Send Invitation via SMS' will send the Meeting Information by SMS text message.  You must know your participant's cell number.

When using 'Send Invitation via SMS', you must next:

• Manually enter the participant's mobile phone number.  If the number entered is incorrect, you will be prompted and the 'Send Invitations' button will remain unavailable.
• If inviting more than one person, click '+Add Another' and add their mobile phone number(s).
• Select whether or not you are currently on a phone call with your patient/participant.

When ready, tap 'Send Invitations'.

You will see a banner at the top of your screen, telling you that the invitation(s) sent successfully.

Send the Meeting Information at a Later Time (closer to the meeting date/time):

Follow the instructions in this article:

Invite Participants To a Scheduled 'Meet Now' Video Meeting