Enabling Group Telehealth
The first step is to enable Group Telehealth for the practitioner who offer this type of service. A Full Access user will need to complete these steps.
Head into your Settings and scroll down on the left to Group Telehealth. From here, you can use the toggles to enable all the practitioners who will offer Group Telehealth services. A “group telehealth” service would be any appointment where more than 2 patients join virtually online from separate locations (or on separate devices).
You do not need to Enable Group Telehealth if your practitioner only offers one-on-one Telehealth services. A one-on-one service is when there is one practitioner and one patient joining the call. Jane’s one-on-one Telehealth is available in all accounts and there’s no need to follow these additional steps.
Don’t forget to hit save! You will see a pop up confirming the changes to your account and notifying you of the per practitioner charge for using Group Telehealth. Go ahead and click Confirm to save those changes.
Setting up a Group Online (Telehealth) Appointment
To set up a Group Online Appointment, head over to the Settings > Sessions & Classes > New Session area of your account. Heads up that this area is only accessible to staff with Full Access. Click on New Treatment in the top right to get started.
From the first drop-down, select Group Appointment from the available options. Next, you can select the Capacity of the Group Appointment. This represents the maximum number of clients that can attend the session. For example, here we’re creating an Online Family Counselling treatment type, and in this fake clinic we typically see family units with up to 4 participants. We can set the Capacity to “4” to ensure we have enough space for all participants to join, but that doesn’t mean we always need 4 on the appointment
And that is all of the unique fields to the Group Online Appointment set-up. You will want to proceed in filling out the rest of the preferences as you would a standard treatment. For an in-depth walkthrough on how to configure the remaining settings, check out our guide on Setting up Your Treatments.
Group Online Appointments can only be created for practitioners who have Group Telehealth enabled. You may experience some error messages while creating treatments if you’re trying to assign a treatment to a staff member who is not Enabled for Group Telehealth. If you are creating a shared treatment and no staff in the discipline are enabled, you may also receive an error.
Scheduling a Group Online Appointment
To schedule a Group Online Appointment, hop over to the main Schedule tab and select the staff member who offers the session on the left-hand sidebar.
Click on the Group Appointment you’d like to book to highlight it, and then select the time slot in the schedule to book the appointment. Notice that this is the same workflow you’d use when booking a class. We want to select our offering on the left menu before we click on the schedule.
Adding Clients
To add a client to your Group Online Appointment, click on the session you’ve placed on the Schedule and search the name of the client you’d like to add.
Jane makes it even easier for you to book multiple clients by creating a group. More info on Groups can be found in our guide here.
The first client booked in will be listed as the Primary. The single invoice will be billed under this person’s billing information for the Group Online Appointment.
To switch the primary client, click on the drop-down button next to the client’s name and select “Set as Primary Client”.
Arriving & Managing Clients
Click on the drop-down status next to a client’s name to mark their attendance for this session. If you would like to perform additional actions for a particular client (as you would for a regular treatment), click on the View Details option.
Joining a Group Online Appointment for Practitioner
Joining a Group Online Appointment is the same workflow as joining Jane’s one-on-one Telehealth calls. From the Schedule, you can click Begin to launch the Telehealth call. If your patients join the Waiting Room before you launch the call, you’ll receive a notification badge to let you know.
Once launched, you can try out your audio and video to make sure things are looking good before admitting your patients one at a time or all at once - the choice is yours.
Now that you’re in the call, you can use the tool bar at the bottom to navigate and perform certain tasks. If patients were to join your waiting room or send a message via Chat while those panels were closed, you’d receive a little red notification to signal this.
Joining a Group Telehealth call for Patients
Joining a Group Telehealth call as a patient has a similar workflow as our existing Telehealth feature. All the patients added to the Group Online Appointment will receive a reminder email 30 minutes prior to the beginning of the appointment. Patients can click the link to launch the Consent page before choosing to Join the call.
💡 Note: patients no longer need to download the Jane Online Appointments app to join a call on their mobile device. Simply click the link and join via the default mobile web browser
Invoicing for a Group Appointment
💡 Note: It is not required for all of the clients in a Group Appointment to be arrived in order for an invoice to be generated.
An invoice will be generated for the Group Appointment once the Primary Client is marked as arrived. Just like a standard one-on-one session, you will have the option to add adjustments.
Charting for a Group Appointment
Charting for a Group Appointment If you’re charting from the Day View, you’ll notice the workflow is slightly different than charting for a one-on-one visit. Let’s take a look!
Start by clicking on the Group Appointment that you’re charting for, which will open up the appointment panel on the left. Next, select the client’s name you’d like to chart for and begin your Chart Entry from their profile
Once you have finished charting for one of the clients in the Group Appointment, you’ll click Sign and confirm that you want to sign this chart entry.
Next, a pop-up will appear asking if you want to copy this chart to other clients. You have the option of individually selecting clients or using the Select All button for any Arrived and Not Arrived participants. When you’re ready, click Copy Entries.
This creates a copy of the signed entry in the selected participants’ profiles. You can think of this as a photocopy of a paper file, so if the original entry is changed, you will need to re-share this information across related files for a consistent paper trail. You can learn more about the Copy to Client feature here
Final step is to head into your Settings > Group Telehealth and Disable the practitioner in the list. You’ll see the same pop up confirming the changes you’re making to the account. Don’t forget to Confirm and save the changes.