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 Recurring Video Meetings
Step 1 - Click Meet Now from the left navigation bar, then select Schedule Video Meeting.
Clinic tab |
Schedule tab |
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.
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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 (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: |
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- 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.
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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. |
- Click Schedule Appointment.
Step 5 - A note will indicate the appointment(s) being scheduled. Click OK to confirm.
A banner will appear at the top of your screen letting you know the meeting has been scheduled.
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.
It is recommended you do this shortly before each appointment, for example the morning of or the day before the scheduled meeting.
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 .
See article - Invite Participants To 'Scheduled' Video Meeting |