If you need to have a video call with more than one patient, you'll be able to set up a group telehealth appointment type—this means that multiple patients can join the call, so you'll be able to chat with them all at the same time!
Currently, you can have a total of 4 people in a group video call, including yourself—so, for example, in addition to yourself, you might have 3 other patients, or 2 patients and another practitioner.
Setting up a group telehealth appointment is going to be pretty much the same as setting up a regular group appointment. We'll walk you through the steps:
Enable telehealth for group appointments
If you haven't already, you'll want to create your group appointment type. To do this, head to Settings, and then Appointment types:
Select the group appointment type you want to enable telehealth on, or create a new one.
The maximum number of patients must be set to 3 at the most:
☝️Note: You won't be able to allow for more than 3 other people to join the call, so setting the maximum limit to 3 (at most) will help keep things organized!
At the bottom of the appointment type, make sure to turn on telehealth for this service:
Create (or save) the appointment type. You'll now see that group appointment with the "telehealth enabled" flag in your main list of appointment types:
That's the first step, completed! 🙌
Add telehealth links to confirmation or reminder emails
Next up, you're going to want to make sure that you add telehealth links to the confirmation emails and/or appointment reminders for your group telehealth appointments—otherwise, patients won't be able to join the call.
This guide walks you through all the steps for adding those links, but we'll give you an overview here, as well.
☝️Note: If you've already created your templates, you can skip this first step. If not, we'll guide you through how to create new confirmation email and reminder templates for your telehealth appointments.
The process for adding the link is going to be the same for both reminders and confirmation emails.
To get started, head to Settings and select either Appointment confirmations or Appointment reminders (you'll repeat this process for both types of messages):
For appointment confirmation emails, press the New confirmation template button:
For reminders, press New email template or New SMS template (it will depend on what type of reminder you want to send):
☝️Note: We highly recommend you add a Telehealth link to both your confirmations and reminders for your telehealth appointment communications.
Give your template a name to help describe it (this is internal only, so only you can see the template name). If the template is for an email, give it a subject (for telehealth appointments, it might be handy to include a reference to "online appointment" or something similar in the subject line):
🚨The most important part comes next! 🚨
In order to ensure that the telehealth appointment link gets to your patient, you'll want to make sure you're adding in the placeholder called
TelehealthLink. This placeholder will ensure that your patient has the link to join in on the call.
You'll want to select the
TelehealthLink placeholder from under the APPOINTMENT heading:
☝️Note: While you can add this link to SMS reminders, please consider that the link is quite long, so it may require more SMS credits to be used.
When you add the telehealth link to your message, it will look like this:
If you press the "View sample" button, you can see a preview of what the message will look like (keep in mind, this is just an example, and each patient will see a slightly different display, depending on their email client and inbox settings):
Finally, be sure to update the template:
Next, you'll want to make sure that your confirmation email and reminder templates are linked to the correct appointment types!
Once you have created the telehealth appointment types and the templates, you'll need to assign the templates to their related appointment types,
Go back to Settings, and then Appointment types:
Select the one you want to work with (anything that has already been enabled for telehealth will have "Telehealth enabled" in yellow next to it).
Scroll down until you reach the confirmation/reminder area (below the "colour wheel"). Select the appropriate template from the drop-down list:
Update that appointment type:
Your confirmations and reminders will now send that link to your patients! 🎉
Add the group telehealth appointment to your calendar
To add the group telehealth appointment to your calendar, you'll need to first add it tp a spot to "hold" the time. Find the date/time on your calendar and add a new appointment as you normally would. However, this time, make sure you select the group appointment type:
Schedule any repeats if necessary (in the example above, the appointment is being scheduled for once a week, for four weeks total), and press the Create group appointment button. You'll see the group appointment show up on your calendar:
Now, it's time to add patients!
Book patients into the group telehealth appointment
Once you've added the group telehealth appointment to your calendar, you can add patients. Select the appointment and then press the Add patient button:
Select the patient (or create a new one) and you'll be able to add them to this appointment only, or multiples:
Do that for as many patients as you'll be seeing in this group telehealth call!
Once you're all finished, the appointment will look something like this:
Join the group call
When it's time for the appointment, press the Join video call as you normally would for any other telehealth appointment.
Once all your patients have joined, you'll see little video boxes for everyone:
The person who's speaking will take up the "main" box, but you'll always be able to see everyone in the little boxes!
You'll also be able to share invite links with any of the patients (shown below the video), in case someone lost theirs.
If you have additional questions on anything telehealth, we have some guides that may be useful! You can also reach out to our support team at any time