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Start a 'Scheduled' Video Meeting

Lorelie W.
Updated

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 Waiting'. 

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. 

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 '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.

Step 6 - Once the invitation has been sent to participant(s), wait for them to arrive.  As they do, either 'Admit' or 'Decline' them.

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:

mceclip2.png

 

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.
  • Participant will have access to video and audio.
  • By phone - click 'Dial In', enter their name and phone number, then click 'Dial In Now'. 
  • Participant will have access to audio only.
While the meeting is in progress others may be invited:

 

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

  • 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.

 

 

  • 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

 

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