Virtual appointments where practitioners meet with patients online instead of in office can be very convenient for both parties. Third party platforms providing web conferencing can be integrated with Remedly to provide a seamless workflow for these telehealth appointments.
In this article, you'll learn about:
- Adding a virtual room link to the appointment
- Scheduling a virtual appointment
- Managing the virtual appointment waiting room
Let's walk through the workflow for virtual appointments.
Adding a Virtual Room Link to the Appointment
There are several web conferencing solutions for conducting video meetings such as Zoom, Doxy.me, and many more. The web conferencing solution will need to provide a meeting link which is unique and consistent per practitioner. The meeting link should be added to the practitioner's profile so it is included in all virtual appointments.
Add Virtual Room Link via Practitioner's Profile
- Go to Settings in the Upper menu.
- Open Practitioner Management.
- Find the preferred provider and click on their name to edit their settings.
- Edit their Role Details to add the virtual room link to the provider account.
- Click Save button to retain the changes
This virtual room link will now be included in all virtual appointments for this practitioner.
Add Virtual Room Link via Practitioner's Role
Alternatively, a virtual room link can be added to the practitioner's profile via Practitioner Roles. The same input field can be accessed via Practitioners or Practitioner Roles.
Add Virtual Room Link via Appointment Window
If the practitioner does not have a virtual room link assigned to their profile, a virtual room link can be manually added in their appointment.
Scheduling a Virtual Appointment
- Open your Calendar.
- Click the button + or select any free time slot.
- Fill in the required fields in the appointment window.
- Select Virtual in Appointment Mode.
- If the practitioner's profile has retained the virtual room link, this link will automatically populate the Virtual Room Link field. If this link is not retained in the practitioner's profile, it can be manually added to the appointment.
- Select Services from the drop-down menu.
Note: if you don't have services for selecting, please see the article below:
You can read more about appointments in the following Help Center article:
Once the appointment is created, it will appear in the calendar. The camera icon indicates that this is a virtual appointment.
Virtual Appointment Waiting Room
Once the virtual appointment is created, the patient will receive an email with an .ics file for adding the appointment to their personal calendar. If a calendar is associated with the patient's email account, the appointment will be automatically added to their calendar.
To join the virtual appointment, the patient clicks the calendar appointment or the virtual room link in the invitation email. They will be forwarded to a virtual waiting room with the appointment information.
The virtual waiting room can be accessed 15 minutes before the appointment start time and ensures that each patient accesses their own appointment.
The disabled button Join appointment becomes active 15 minutes prior to the appointment. When the patient clicks the button, they will be forwarded to their meeting.
Expired Waiting Room Link
The patient will no longer be able to join the virtual meeting link if:
- the appointment status is Checked out
- the appointment status is Cancelled
- the appointment status is No Show
- the appointment was scheduled for at least 24 hours earlier.
If a patient clicks on an expired virtual appointment link, a warning message will inform the patient that the appointment link has expired. This prevents the patient from joining someone else's appointment accidentally.
Zoom Web Conferencing Solution
Practitioners who are using Zoom for your virtual appointments will need to download the Zoom app in order to conduct virtual appointments. Patients can however use the web browser version of Zoom by following the steps outlined in the article below: