Book an Appointment Directly From the Patient's Timeline
1. Click calendar icon from patient's timeline to book an appointment.
2. Be sure to change the appointment type to Virtual
3. Choose a Provider
4. If another provider will be joining the appointment, select their name under Additional Provider
5. Choose the Clinic
6. Select the type of Virtual Appointment
7. Choose a date, time, and select "Ignore Additional Provider Schedule" if another provider will be joining and you would like to "override" their schedule.
8. Select the patient
Tip! If you need to add or edit the patient's details, such as name, email address, phone number, or date of birth on file, you can view and update any information by clicking Edit, then Save after updating.
If the Date of birth is missing, you will be required to add it before saving the appointment for the patient
9. Click Save
10. After finalizing the appointment, be sure you send their appointment notification via sms and email as it contains their meeting link!
11. This is what the client will receive once the appointment is booked.
12. When the client clicks on the meeting link, they will be prompted to input an OTP (one-time passcode) code that will send to their phone immediately before joining the meeting.
Locating the Patient's Appointment to Start the Virtual Visit
When it's time for the appointment, an easy way to begin the meeting, is to click the 3 blue lines in the upper left hand corner of the home page of the app, and calendar.
2. Find the appointment that was booked
3. From there, you'll see the option Join Meeting. Keep in mind, only the providers that were on the booking will be able to see this option.
4. As the provider, this is what it will look like when you join the meeting. When the patient joins on their end, they will fill the big space with their video so you can conduct the chat and meeting with them.
Tip! There is now an option at the bottom of the screen to share your screen with the patient if needed!
5. During the visit, you can also go ahead and create a health appointment to check paperwork, take notes, and auto transcribe the meeting with your patient. Click the play icon in upper right hand corner and choose Health to do this. (This is found in the calendar section we were in earlier). You can also do these steps following the visit based on your clinic flow.
6. When you're in the health procedure tied to their encounter, you will go through all of the procedure steps. This first step confirms the appointment details are correct.
7. Then, you can title the encounter in the chief complaint field at the top, and provide any additional notes from dot phrases, etc.
The transcription will auto populate here after the meeting is finished with the patient.
If you have the Chart Smart feature enabled, you can also use it's AI capabilities to summarize your notes into SOAP notes, Procedure Notes, Surgical Notes, or Follow Up Visit Notes.
8. You can double check and review questionnaires completed by the patient, and if they have not completed them, you can fill them out together on their behalf if needed.
9. Next step you'll confirm that the consents that are required are filled out. If during the meeting you see the paperwork has not been signed, you can direct the patient to login to their patient portal and sign the consent on their side in real time.
10. Following the virtual visit and after saving the procedure, your virtual encounter will be located at the top of their timeline, and you'll see the transcription from the meeting soon after.
If you're charging the patient for their virtual visit, be sure to hit take payment from the chart to create and complete their invoice for the day.
Helpful tip! If Text2Pay is an available option for you, you can easily generate and send the invoice link to patients' phones for them to pay their invoice via phone. (text2pay is only offered for Stripe users at this time.)
Be sure to check out the related links for conducting virtual visits on the web!