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Getting Started Checklist

Article author
Dennis Myl
  • Updated

Overview

Just getting started with your virtual care platform? Follow these steps to ensure you have everything you need to get started with your clients.

Quick Links ⚡️

Account Setup 👤

Account Types 👥

How To Set Calendar Availability 📅

Preparing For Your First Appointment 📝

Appointments Tab 📅

Appointment Sessions 📝

Roster Tab 👥

Assigning Forms 📝

Messages Tab 💬

Account Setup 👤

Look in your inbox for an email containing the subject line "Set up your new account". Click the link within this email.

You'll be prompted to enter your information and create a password for your account.

Once this has been completed, you'll be walked through a hardware test for your device.

Ensure your device is connected to a secure and reliable internet network

Account Types 👥

Please note that there are different types of accounts on your virtual care platform, those being both coordinator accounts, provider accounts, and admin accounts. Each account has its own set of permissions, the most notable being the following;

Coordinators - Think of this type of account as a 'clinic admin' or 'clinic coordinator'

Coordinators Can ✅ Coordinators Cannot 🚫
Schedule appointments on behalf of providers Host their own video sessions
Manage provider availability View session notes
Host secure messaging appointments  
Assign forms and files to patients  
Providers - Think of this type of account as a 'care provider'
Providers Can ✅ Providers Cannot 🚫
Schedule their own appointments Schedule appointments on behalf of providers
Manage their own availability  
Host secure messaging appointments   
Assign forms and files to patients  
View their own session notes  
Admins - Think of this type of account as a 'clinic manager' or 'clinic administrator'
Admins Can ✅ Admins Cannot 🚫
Schedule appointments on behalf of providers Host any type of appointments
Manage provider availability  
Assign forms and files to patients  
View all session notes  

 

How To Set Calendar Availability 📅

It is important to set your availability so patients and coordinators can book their appointments accordingly.

Once you've logged into your account, click on the "Calendar" tab in the top left

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Followed by "Add Availability"

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You will be prompted to input your availability

If you are available to see clients between 9 AM - 5 PM, Monday - Friday, indicate that by setting your availability start and end times under "Duration of availability", in addition to the days you are available under "Repeat on". You can also indicate how long this avalibility will remain valid under "Occurrence". Click "Create" after setting your availability to save it. 

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This example indicates a provider is able to see their clients between 9 AM - 5 PM, Monday - Friday for the next 52 weeks.

Preparing For Your First Appointment 📝

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Appointments Tab 📅

On the appointments tab, you'll be greeted with your upcoming client appointment. Here is a brief overview of all the features available to you on this page;

You'll see what day the appointment is scheduled for, along with the time, length of appointment, and modality (video, phone, messaging, or in-person)

Below that line of text, you'll see the appointment titles, followed by the client's  name in the following line

Below the client's name you'll see three buttons;

View - This option will open up session notes where you are able to take notes, chat with your client, launch the video session (if applicable), complete the appointment, or mark the client as a "No Show". Please note that session notes are only visible to you and not your client

Edit - This option will allow you to edit the date, time, modality, and participants of an appointment.

Cancel - This option will allow you to cancel an appointment. 

On the top right corner of the appointment card, you will see three buttons;

Assigned Forms - This option allows you to see any forms that have already been assigned to the client and whether or not it has been completed

Paperclip - This option allows you to assign a form to a client or upload a file for them to view

Client Information - This option allows you to see additional details about your client, such as email, phone number, date of birth, etc.

For video appointments, the "Join Video Session" button will be available for you to click 10 minutes prior to the start of the appointment

Appointment Sessions 📝

During a scheduled appointment, there are multiple features available to you to help connect with your patients. Once the appointment time has come and you have the ability to join the appointment, you have the following features available;

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Session Details - Along the top of your screen, you will see various details about the session, such as Date, Time, Session Title, Appointment ID, Participant Name(s), etc.

Session Status - In the bottom left corner, you will see an option to mark the session as complete or as a no-show. Depending on how your division/appointment is setup, your clients will be bill accordingly if applicable

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Session Notes - In the middle of your screen, you will see session notes. These are private notes that the patient is not able to see

Session Note Templates - In the bottom right of the screen, you will see a dropdown menu. Depending on how your division is set up, you make have templates saved to help save time with documenting with patients

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Chat - Along the right side of your screen, you will see a chat window. This will help you directly communicate with your patient, upload any files to send to them and assign any forms to your patient

Roster Tab 👥

Under the roster tab, you'll be able to see various details about your clients

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Profile - This section will show you various details regarding your client, such as name, date of birth, email, etc.

Appointments - This section will show you any upcoming and past appointments

Forms - This section will show any forms that have been assigned to your client, along with their completion status, delivery date, and a preview of the form. You can also assign forms to your clients from this page and complete any incomplete forms on your client's behalf during an appointment. In addition, you are able to print or export any forms from this tab

Files - This section will show you any files that have been sent to or received from your client, along with the date the file was uploaded and the ability to download attachments

Notes - This section will show any notes that were taken during appointments

The roster tab also gives you the ability to create a new appointment with any of the clients on your roster

Assigning Forms 📝

Forms can easily be assigned to patients. If the patient has an upcoming appointment with you, click on the paperclip icon on their appointment card, followed by 'Assign Form'

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A form browser will open up with all the forms under your division. Click on the one you'd like to assign to your patient

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You will be shown two delivery options; Now and Scheduled. Selecting now will immediately notify your patient and ask them to fill out the form. Scheduled allows you to pick a date and time of when the patient will be notified. Once you have selected your desired delivery option, ensure you click 'Assign to Patient'

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In the situation where your patient does not have an upcoming appointment with you but you still need to assign a form, navigate to the 'Roster' tab and find their name. Once you click on their name from the list on the left, click the 'Assign Form' button.

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A form browser will open up with all the forms under your division. Click on the one you'd like to assign to your patient

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You will be shown two delivery options; Now and Scheduled. Selecting now will immediately notify your patient and ask them to fill out the form. Scheduled allows you to pick a date and time of when the patient will be notified. Once you have selected your desired delivery option, ensure you click 'Assign to Patient'

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Messages Tab 💬

Under the messages tab, you'll be able to send and receive secure messages with your clients

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Active - This tab will show you any active conversations you have with your clients

Archived - Conversations marked as "Complete" will move to the archived section and will be presented in a "Read-Only Mode" 

To start a new conversation with a client, click on the "Create New Conversation" button

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You will be prompted to enter a date, time, participant(s), and a fee (if applicable)

Once a conversation has started, you will be able to send and receive secure messages with your client(s), assign forms, and upload files. Once the session is complete, mark the conversation as "Complete"

Need A Hand? 🙋🏽🤔

Followed all the steps but still having issues? Feel free to reach out to our support team, we're more than happy to help!

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