How to Schedule on Behalf of a Provider

Method 1: Schedule from Dashboard/My appointments

As an admin or dispatcher, you can click on "My Appointments" from the left side menu if you are not on that page, and then click the "Schedule new session" button on the right side of the dashboard screen to create a new one.

It will bring up the New Session window on the right side of the screen.

Scroll down to the Session Host section and you can change the Session Host to the provider. (It is set to the person creating it as the host by default.)

Next, click "Select Service" to choose from the dropdown or type the name of the service in the search bar and select it.

Select the Session type needed.

Then set the Date and time for the session. (Please note this will only display the available times the assigned provider has listed in Work Hours for sessions.)

You can also assign any documents that need to be applied to the session.

When you are done making changes, click "Next step: Participant Details" to move forward to entering participant information.

Next click "Select or invite a participant" then choose an existing participant that has already been added into the system, or select "Add new Participant" to enter a new participant's information.

When adding a new participant, you will need to enter their Name, Timezone, and which type of invitation they will be sent. You can change this information later if a different email address, phone number, or invitation type is needed.

Then click the "Invite" button at the bottom of the screen to continue.

It will bring you back to the dashboard and open a confirmation window that the session was successfully created. From here you can close the confirmation to return to the dashboard, add more participants, add the session to your calendar, or click "Show session details" to open the Session details overview.

Method 2: Schedule from Provider Account

You can also go through the Providers section to first select the provider and then click Schedule to set up the session.

This will change to the account view of the provider and allow you to view their availability and calendar before scheduling. When you are ready to schedule the session, click either Schedule new session button on the page and follow the same steps as above for entering the session information.

Session Details

In the Session details overview, you can add any number of additional participants that are needed. To add more, click the "Add participant" button and select the participant or fill in information for a new one.

Click "Documents" to assign or edit which documents are assigned to the session, and you can also complete any Host documents that are needed.

Click "Notes" to add session notes or review any notes already made on a session.

Click "History" to view the session history of when it was created, new participants were added, and documents were updated, etc.

Click "Dial-in" to view the dial-in information for connecting via phone.

Click "MedCart" to view the MedCart data that has been collected in the session, and any screenshots that were captured. It will also note if there is an established EHR connection.

Click "Chat" at the top right to view all chat information on the session. This will open a side panel to display the chat information and participants. You can chat with all participants in the session from the Chat tab or select the Participant tab to select a specific participant to chat with.

At the bottom of the panel you can add a new message by typing in the message field, and can also add attachments if needed, then click the send button to send it to the session or a specific participant if only one was selected.

You can also click the Manage Session button to make changes to the session as well as add it to your calendar, reschedule it, cancel it, schedule the next session, send a reminder, and view the session history.