Invite Patients to Join Your Virtual Clinic

There are two methods you may use to have a virtual appointment with your patients...

Patient Consultations	Patients must be invited by their healthcare provider's clinic to create a Lumeca account and join the clinic - see instructions below
Video Meetings	Patients do not need to be invited to join your clinic or create an account (however, may do so).  They simply click a https:... URL link within an email/text that is sent to them by you - see section '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.

Before performing any of the 3 available options, navigate to the 'Invite Patients' screen:

Step 1 - From the left navigation bar, select 'Clinic', then 'Invite Patients'.

Step 2 - If you are a 'Clinic Admin', select the correct healthcare provider's name from the 'Providers' drop-down list. 

Healthcare providers will not see this drop-down, however do have access to these features.

Select one of the following options to invite your patients to your virtual clinic:

Option 1:	Invite patients by Email and/or Text
Option 2:	Invite patients with an Invite Code
Option 3:	Upload a .CSV File (multiple patient invitations)

Option 1 - Invite Patients by Email or SMS Text

Step 1 - On the 'Invite Patients' screen, under 'Send an Invitation', fill in the details requested (fields with * are required):

• First Name (required)
• Last Name (required)
• Email and/or Mobile Number (if known).  If unknown, you may still send the invitation, then follow 'Option 2' instructions.

Several individual patients can be invited at once by clicking '+ Invite Another Patient' and entering their information.

Step 2 - Once info is entered, click 'Invite Patient(s)'

Step 3- A pop-up will appear displaying the name of the healthcare provider, the clinic and the patient(s) you are inviting.  

In the following example, the patient's email address and mobile number were not added; follow 'Option 2' instructions.

Ensure that this information is correct, then click 'Confirm and Invite'.

A banner will let you know the invite(s) sent successfully.

Step 4 - The 'Invitations Sent' screen will appear.  Click 'OK'.

The patient(s) sent an email will be provided with instructions within that email. 

Refer to the following article for patient instructions:

Join Your Healthcare Provider's Virtual Clinic When Invited - Option 1

 The list of 'Invited Patients' are found under either:

• 'Clinic > Invite Patients', or
• 'Clinic > Patients'

Step 5 - Scroll down to 'Invited Patients'.  

• 'Default columns' include Patient Name, Provider Name, Date Invited, Date Accepted, Phone Number, Email address, Invite Code, and Status.
• 'Columns' may be customized by clicking the columns icon to the right of the 'Status' search bar.
• 'Search' for an invited patient by Name, Email address, Provider name, and/or Status.
• 'Status' includes Pending, Accepted, Expired, or Error Sending.
• If you hover over a line in the list, the 'Resend Invite' and 'Remove Invite' buttons will appear along the right, for your use if needed.

                

• Patients who have accepted the invitation, created their Lumeca account and taken the steps to join your clinic will appear as 'Accepted' and will be removed from this list after a brief period of time (approximately 72 hours).  
  • You may search for a patient who has created an account and joined your clinic under 'Clinic > Patients'.  See - Search for a Patient in Lumeca
• Patients who were previously invited and re-invited a second time will not receive a second invitation, nor will they appear here a second time.

Option 2 - Invite Patients with an 'Invite Code'

All patient invitations are issued an 'Invite Code'.

The list of 'Invited Patients' are found under:

• 'Clinic > Invite Patients', or
• 'Clinic > Patients'

Step 1 - Scroll down to 'Invited Patients'.  Their 6-digit code will appear under 'Invite Code'.         

Step 2 - Share this 'Invite Code' with patients who were not sent, or are unable to access, the email or SMS text message.

The patient(s) sent an email will be provided with instructions within that email. 

Refer to the following article for patient instructions:

Join Your Healthcare Provider's Virtual Clinic When Invited - Option 2

Option 3 - Upload a 'CSV' File

This option allows your clinic to invite multiple patients all at one time.

Step 1 - On the 'Invite Patients' screen, scroll down to 'Upload File to Invite Multiple Patients'. 

If you are the Office Admin with more than one healthcare provider, select their name from the 'Provider' drop-down.

Step 2 - Tap, 'Click here to download CSV Template'.

Step 3 - Open the .CSV template.  IMPORTANT: DO NOT alter Row 1 (the Headings row) as it must remain intact.  Doing so will create an error.

Step 4 - Enter patient's first names, last names, emails, and phone numbers into each column, starting on Row 2.  REMEMBER: DO NOT add parentheses or dashes in the phone number field and if any information is unknown, leave the cell empty or blank.

Step 5 - The file must be Exported and Saved to .CSV. 

• Save the CSV template to a secure folder, by clicking ‘File’, then ‘Save As’, give it a file name, ensuring the file extension remains as .CSV and ‘Save’ to your laptop/computer.

FOR PC USERS:

• Save the CSV template to a secure folder, by clicking ‘Export To’, then select ‘CSV’. 

• Note:  Do not click ‘Include Table Names’.

• Click ‘Next’

• Give the file a name, and ‘Save’ to your laptop/computer.

FOR MAC USERS:

Step 6 - Under ‘Upload File to Invite Multiple Patients’ select ‘Import CSV’.  Locate the CSV file you saved and select it.

A banner will appear letting you know the CSV import was successful.

 You may search for a patient who has created an account and joined your clinic under 'Clinic > Patients'.  See - Search for a Patient in Lumeca