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.
Option 1: From the 'Patients' Tab
Step 1 - From the left navigation bar, select 'Clinic', then choose 'Patients'.
Step 2 - Search for and select your patient. For more details, see article - Search for a Patient in Lumeca
Step 3 - Click on your patient from the 'Search Results'.
Step 4 - Click 'New Consultation'.
Step 5 - There are two options available.
- Schedule Appointment - for a later date/time
- Start Consultation Now - if patient needs a consultation immediately
Select 'Schedule Appointment'.
Step 6 - Click here to continue to the next step.
Option 2: From the 'Clinic' or 'Schedule' Tab
Step 1 - Select either 'Clinic' or 'Schedule' from the left navigation bar.
Step 2 - Click 'Schedule Appointment'.
Clinic tab |
Schedule tab |
Step 3 - Select 'Schedule Consultation'.
If you are in the 'Schedule' tab and are the clinic admin, click the 'Select Schedule' drop-down to choose the provider whom you are scheduling for. |
Step 4 - Search for patient by first name, last name or health care number. Click on correct patient from the list that appears and click 'Select Patient'.
Step 5 - Click here to continue to the next step.
Option 3: While in an Active Consultation with the Patient
Step 1 - Click on 'New Consultation' in the upper right-hand corner.
There are two options available.
- Schedule Appointment - for a later date/time
- Start Consultation Now - if patient needs a consultation immediately
Step 2 - Select 'Schedule Appointment'.
Step 3 - Continue with the next step.
Schedule Appointment screen -
- 'Select Provider' drop-down menu - If you are the 'Clinic Admin', select the host provider's name. Healthcare providers will not see this field.
- 'Type of Care' - choose whether virtual or in-person
- ‘Appointment Reason’ select a reason from the drop-down menu
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'+ 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 (host) is being scheduled for this meeting, click 'Next'.
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 'Provider' drop-down menu. If someone is added by mistake, click the red X beside their name, to remove them from the list.
- Once complete, click ‘Next’.
The 'Schedule Appointment' screen: -
- 'Date' - enter the date of the scheduled patient consultation.
- 'Length' - enter the length of the consult (this is approximate; the consult will not end if it extends past this time).
- Choose the consultation 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: |
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- If scheduling one consultation - 'Repeat' - select 'No Repeat'.
- If scheduling recurring consultations - 'Repeat' - choose the occurrence of the consults 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 consultation is to occur.
A note will indicate the number of appointment(s) being scheduled.
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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. |
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Shareable Video Chat Link - You have the option to invite consultation participants now or a a later time (closer to the appointment date/time):
- If you wish to do so now, check the 'Get Shareable Video Chat Link' box and follow the instructions in the next section.
- If you wish to do so later, do not check the box - see instructions at the end of this article.
- Click 'Schedule Appointment'.
- The Consultation Confirmation screen - Confirm the information is correct, then click 'OK'.
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 (while booking the appointment):
- Send the Meeting Information at a Later Time (closer to the appointment date/time):
Send the Meeting Information Now (while booking the appointment):
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 appointment information:
- '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.
- '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.
- '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.
- '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.
Invite Patients/Participants to Recurring Video Meetings
The video meeting info/links must be sent to all participants for each recurring meeting as each meeting will have its own unique meeting link, ID & passcode.
This does not apply to healthcare providers from the same clinic who were added when the meetings were scheduled (under Step 3 above), as they can access the meetings directly when logged into their account under the 'Consultations' or 'Schedule' tab .
Send the Meeting Information at a Later Time (closer to the appointment date/time):
Follow the instructions in this article: |