Consults > Active and Waiting - Manage Scheduled Appointments – Lumeca Health

Healthcare providers or their clinic admins can view, manage and access scheduled patient consultations and meetings in the 'Active and Pending' screen.
It is designed to display appointments in booking sequence, similar to a Day Sheet.

If you are working with more than one clinic/location, it is important you select the correct clinic from the drop-down under 'Select Clinic'. If you only belong to one clinic, you will not see this drop-down.

From the left navigation bar, click 'Consultations', then 'Active and Waiting'.

The 'Active and Waiting' Screen:

Features include:

Note: More details are provided below for a number of these features.

Select Schedule - click here to see Feature 1 below
Today / Past / Past & Today - click here to see Feature 2 below
Appointment Date and Time
Appointment Type (Virtual, In-Person, Meeting)
Name of Patient or Meeting Title
Medical reason for Patient Consultation
- Number of providers from the same virtual clinic invited to this appointment - click here to see Feature 7 below
Shareable Consultation or Meeting Link - click here to see Feature 8 below
Send Patient a Quick Message - click here to see Feature 9 below
- Enter/View Meeting or Consultation - click here to see Feature 10 below
- Cancel/Decline Scheduled Video Meeting/Consultation - click here to see Feature 11 below
'Active' Section - click here to see Feature 12 below
'Waiting Room' Section - click here to see Feature 13 below

# 1 - 'Select Schedule'

Clinic admins must select the correct healthcare provider from the drop-down under 'Select Schedule'. (Not visible to healthcare providers)

# 2 - Today / Past / Past & Today

A filter that allows users to view appointments happening today, those scheduled in the past or both. Future appointments may be found under the 'Schedule' tab.

# 7 -

Number of providers from the same virtual clinic invited to this appointment. Click this button to see the host and invited provider's names.

# 8 - Shareable Consultation or Meeting Link -

Providers or their clinic admins 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.
Multiple participants can be invited and join.
The host will be prompted to either 'Allow' or 'Decline' them access.
Invitees do not have access to patient records or files.
The invitation includes a unique URL link, meeting ID and passcode.
Invitees do not need a Lumeca Health account to join.

Step 1 - Click on the 'Info' icon .

Step 2 - The Meeting Information Screen - Choose one of the three options available to send your participant(s) the meeting 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'.

The invited participants will be notified by email with instructions, appointment details, such as date and time, meeting link, meeting ID & passcode.

Important: if recurring appointments were scheduled, each appointment will have its own unique video link, meeting ID & passcode, therefore these steps will have to be taken for each appointment.

# 9 - Send Patient a Quick Message -

This feature only for scheduled 'patient consultations', not 'meetings'. 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 the 'Send Quick Message' icon .

Step 2 - Click the drop-down, then select a relevant message.

Step 3 - Click 'Send Message'. The patient will receive the message within the consultation chat. Also, if they have the 'SK Virtual Visit' app installed on their device and 'notifications' enabled, they will hear an alert.

For instructions on how to customize 'Quick Messages', see article - Clinic > Clinic Settings - 'Quick Messages' to Patients.

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.

# 10 - Enter/View Meeting or Consultation

Scheduled Meetings:

- When ready, click 'Enter Meeting'. Follow the prompts.

The meeting information screen will appear. You may send participants the info, or bypass this screen if the information has previously been sent.
If prompted, allow your camera and microphone. These can be turned off once in the video.

Patient Consultations:

- 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.

- When you are ready to start the consultation, click 'Enter Consultation' at the top of the chat area.

# 11 - Cancel/Decline Meeting or Consultation

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 an invitation to a video meeting or patient consultation. This removes the appointment from this user's schedule and will not change the scheduled appointment or the schedules of the host or others who are invited.

# 12 - 'Active' Section

As soon as patient consultations or meetings are entered by the host provider or others from their clinic, the appointment automatically moves from the 'Pending' section to the 'Active' section. They include:

Completed 'consultations' that are marked as 'Archived'. Archived consults will remain here for approximately 3 hours, then will drop from this screen and move to 'Consultations > Completed'.
'Consultations' that are complete but not yet archived. Note: it is recommended that all completed consultations be 'Archived'.
Active 'meetings' that were entered and started by the host. Once completed and ended, they will drop from this screen and move to 'Meet Now > Past Meetings'.

# 13 - 'Waiting Room' Section

Appointments scheduled into your day. These may include:

'Patient Ready' - Patient has arrived and is ready for their patient consultation
'Waiting for Patient' - Patient has not yet arrived for their patient consultation
Scheduled Video Meeting
'Request to Cancel' - patient has requested cancellation of their patient consultation