Workflow options for conducting a Video Call consultation
Examples scenarios for joining a call, starting a new call, group room calls, group calls in the waiting area and user rooms
Video Call provides flexibility for health services with regard to workflows for conducting consultations and group sessions on the platform. The information below links to each of the available options and outlines example use cases for each. Once the health service provider knows how many participants they will require in their call, they can decide on the best call type and workflow using the information below. The Video Call team is available to discuss workflow options, to assist health services to make decisions about their preferred workflows.
The table below details the various call types and use case examples:
| Waiting area or Room | Video Call Type | Overview of process | Use case examples |
|
Waiting area |
1:1 Video Call | Send the clinic link to patient/client and join them in the waiting area |
Simple Video Call with 2 participants (host and patient)
Click here for more information. |
| Standard call with up to 6 participants | Send all callers the clinic link, join the first caller and then add others to the call using the Add button. | Call with up to 6 participants, where all participants have enough internet connectivity (eg good wifi, 5G, satellite, ethernet). If anyone has low internet bandwidth or a low powered device in a multi-party call, a group call may be preferred. | |
| Group call in Waiting Area with up to 20 participants |
Send all callers the clinic link, click the group call button and select all callers required in the call, then join selected callers with one click.
Please note, in a busy clinic the host will need to find and select the required participants, as not all may be there for the group call. A group room may be preferred in busy clinics (see below). |
Call with up to 20 participants with waiting area functionality, such as seeing caller entry fields, notifying callers, seeing participant information (including device and bandwidth).
If you are starting a call with up to six participants and know that some are in remote or low-bandwidth areas, or using a low powered device, it is best to initiate a group call directly from the waiting area. This approach ensures smoother connectivity and reduces potential disruptions.
Click here for more information. |
|
| New Video Call |
Click on New Video Call and select either new call or new group call. The call screen will open and you can
|
Ad hoc video call where you inform the patient you will send them the direct link to the call when you are ready.
Share required apps or tools into the call before the patient arrives.
Patient is given a timeframe for their appointment and told the health service provider will send them a link to the call when they are ready.
Click here for more information. |
|
|
Meeting Rooms (created by the clinic admin). Individual team members must be given permission to access. |
Team meeting |
Up to 6 participants. Team members with meeting room permission can enter the meeting room for a team meeting. Other clinicians can be invited to the room for a meeting.
Not designed for patient consultations. |
Team meetings or meetings including other health service providers, eg case conference.
Click here for more information. |
|
Group Rooms (created by the clinic admin). Individual team members must be given permission to access. |
Multi-participant calls | Send the group room link and the appointment time to any required participants. The link can be emailed directly from the room. At the appointment time the host enters the room and admits waiting callers. |
Group rooms are ideal for recurring group sessions, eg a weekly physio or mental health session.
Group rooms are separate to the waiting area and have a different link, so will not add extra callers to a busy waiting area.
Click here for more information. |
|
User Rooms
Individual team members must be given permission to access - they can only access their own room |
1:1 video call in a private room Please note, this is not the preferred way to conduct most consultation types. |
This option is not available by default but may be suitable for specific use cases. The team member with user room permissions is the only person who can access their room and invite participants in. |
There are some specific use cases for user rooms, however they are not the default option for consultations.
Click here for more information. |