Personal Videoconferencing Troubleshooting Guide
Contents
1. Other Specify Other Coordinator Select Requestor Requestor c Clinic Type Ncompass Clinics only Please note that this person will not automatically be notified about contacting the patient d Purpose of appointment and priority e The date start and end times of the event Figure 2 Consultant Coordinator Contacts Patient f Patient first last name gender and age group Point to Point only g Consultant system h Select the box indicating that the consultant coordinator will contact the patient Figure 2 i Make sure to save the request as Draft if you are continuing to work on arranging the appointment Te lemedicine s Leader Scheduling for Admin Staff After the Request is Submitted 4 The event is now saved as a draft and a message This request has been successfully saved appears at the top of the page If during the scheduling process the Consultant s Admin requires assistance with locating and contacting an appropriate patient site the Request Assistance button can be selected in the Event Toolbar after the event has been saved as a draft Figure 3 5 An email window will appear Figure 4 Please indicate your request in the email for example I require assistance in locating and contacting the site in Geraldton ON that has nursing support If you are arranging an Ncompass Clinic it is especially important to indicate what area in Ontario you are attempting2. in Event Tool Bar Te lemedicine s Leader
3. e Phone ee Requests Work Phone and password via email They will now be able to schedule clinical Request Gia Date ofBrth ag ines e e Request Non Clinical e Group Paediatric 0 17 74 Geriatric 75 wn educational or administrative telemedicine events perem oe View Sent Requests 2 To schedule a clinical appointment the Consultant s Admin logs Pee A Ta into NCompass and selects the appropriate type of event Therer are i5 eet Te 2 available options for scheduling clinical telemedicine appointments a i o lly Ee Other Description A i For single events select Create Point to Point in the Clinical sity ani pal Toponime Type nia Folow op non dinical multipoint event i Events tab on the left of the page Figure 1 Fanas Fe roe dts Priority Elective Urgent Emergent Need help selecting the appropriate priority code ick here il H ane ape DateofEvent B dd mm yyyy ii To schedule multiple events select Create Ncompass Clinic in the Clinical Events tab Figure 1 Figure 1 Create a Point to Point Event 3 The Consultant s Admin completes the appointment details Required fields are marked with an asterisk and include a Requestor and Consultant names Who Will Contact The Patient Click here for help with this section b Event and Appointment type Patient Coordinator
4. e that the appointment has been scheduled The appointment confirmation may be faxed to the patient site and may include any other necessary information ex clinical protocols forms etc If the patient site provided an email address as a preferred way of contact and there is no necessary supporting documentation for the appointment the site may be notified of the confirmation via the Notify Participants button in the Event Tool Bar Please note that the Contact Centre will not be sending confirmations to patient sites as the event will not yet be in the scheduled state upon site approval 11 If the event is cancelled the Consultant s Admin must cancel the appointment in Ncompass by clicking the Cancel button Figure 6 The patient and patient site must also be contacted to inform them of the cancellation To recoordinate the event the Consulant s Admin contacts the site directly to request a new date and time Figure 3 Figure 4 Figure 5 Figure 6 Event Tool Bar Status Tentative Creation Date 28 11 2012 e Noti Participants Event Approval Patient System Approval Consultant System Approval Patient Has Been Contacted www otn ca Request Assistance Button Request Assistance Email Confirm the Patient was Contacted Event Tool Bar Status Tentative Created By Moe Tester Creation Date 28 11 2012 Click the Cancel Button
5. to connect with as this information will not be in Ncompass if the patient site is not selected 6 The request is sent to OTN s Contact Centre The Contact Centre will locate and contact the patient site for availability The appropriate site will be selected and populated in the Ncompass event Contact information for the Telemedicine Coordinator at the site will be provided under Contact Name and Contact Info 7 Through the use of the Notify Participants button the Contact Centre notifies the Consultant s Admin via email that the scheduling request has been fulfilled In Ncompass the Event Approval tab on the right will show a checkmark next to the Patient System Approval Figure 5 The Consultant s Admin can now contact the patient 8 The Consultant s Admin contacts the patient to confirm the appointment by notifying the patient of the date time location direction to site and any other pertinent information relating to the telemedicine appointment The patient letter may be sent out by the Consultant s Admin if there are more than 5 days prior to the start of the appointment 9 Once the patient has been confirmed the Consultant s Admin confirms the event in Ncompass by clicking the Confirm button under the question Patient Has Been Contacted in the Event Approval box Figure 5 The status of the event will change to Scheduled 10 The Consultant Admin then notifies the patient sit
6. www otn ca Scheduling for Admin Staff Overview Once the Consultant s Admin has been trained in Ncompass OTN s scheduling software they will have full capability to schedule telemedicine appointments on their own This allows for greater autonomy and convenience in managing patient appointments and establishing the telemedicine practice for the consultant The Scheduling Process Follow these simple steps 1 Ensure that the Consultant s Admin or delegate has been Create Point To Point Clinical Event AI New Unsaved Enter Event ID provisioned for NCompass training If you have not been provisioned and are interested in using Ncompass please contact your regional LL es ae Tad ease select yourself as the events requestor Sat s New unsaved manager to be enrolled in the Ncompass Training Course If you Tis Week Requestor ON Test TI seee Regesto ff Created By View My Events g are not sure who your regional manager is please contact OTN at Constant FOE orci Oe Non Clinical Events Patient ane Save information otn ca ete lt i Create Point to Point Gender Male Female cinical Events Adres Once the Consultant s Admin completes the training course they will receive Ncompass privileges and their Ncompass username Create Point to Point Create Ncompass Clinic Hom
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