Personal Videoconferencing Troubleshooting Guide
Contents
1. www otn ca Assisted Scheduling for Consultants Overview The OTN s scheduling process allows the consultant to submit a request for a telemedicine appointment via a simple Request Patient Appointment form 1 OTN Contact Centre assists with locating scheduling and confirming the patient site 2 Consultant Admin is responsible for confirming the appointment with the patient If there are any changes to the appointment the Consultant Admin is responsible for informing OTN immediately at 1 866 454 6861 option 3 or by email at pcvcscheduling otn ca Scheduling Process Follow these simple steps 1 Log into OTN s Telemedicine Centre at http tm otn ca using your credentials Figure 1 2 From the Telemedicine Centre home page click on the Scheduling Assistance button in the upper left of the screen Figure 2 This will open the Request Patient Appointment page Figure 3 3 Fill out the request form Please note that the fields with an asterisk are mandatory and these include a Patient first and last name b Patient address c Patient home phone number d Patient date of birth e Patient OHIP number f Patient gender g The requested date start and end time of the appointment You can also include any additional notes you may deem relevant but please do not include any identifiable patient information in this field as it is not encrypted 4 Click on the Submit button at the bo2. fields Patient Name First Patient Name Last Patient Address Patient Home Phone Patient Work Phone Patient DOB Patient OHIP Patient Gender C Male Female Appointment Date ag 13 02 1978 StartTime 24m Format mhmn EndTime 24n Format nnmm Consultant Fax Number Additional Notes include any dinical requirements you may nave tad To find out more about using OTN Scheduling tools online Click Here Te lemedicine s Leader www otn ca Assisted Scheduling for Consultants After the Request is Submitted OTN s Contact Centre will attempt to schedule the event according to the requested date and time based on sites and systems availability For urgent requests or those within 48 hours please call us directly at 1 866 454 6861 and we will 1600 1600 1620 19560859 boxes attempt to schedule on a priority basis por gama Test Ten 5 After you submit the request it will appear in your calendar in the Telemedicine Centre in a Pending state Figure 4 If you click on the event in the calendar you can view all of the event details that you have just entered Figure 4 Request in Pending State 6 Once the Contact Centre receives the scheduling request they will OEM Persona Videoconterencing sii a att a Validate the information and confirm protocol requirements using the Telemedicine Directory If the profile has not yet been created or if the protocol cannot be located
3. one of the clinical coordinators will contact the consultant to Calendar gt Event Details Personal Videoconferencing My System Clinical Event Oncology Test Ten Consult update their information a b Locate the patient site for the request Once the iini patient site is confirmed the appointment will appear as me ee ee are Confirmed in the Consultant s PCVC calendar Figure 5 Site Patient System EATeam Test confirmations will also be sent out along with any required aera ee Consultant Test Nine forms or protocols as indicated in the Telemedicine Directory consultant profile c Confirm the consultant s fax number and notify the a consultant by fax that the scheduling request has been fulfilled and send the appointment confirmation with the patient letter indicating directions to the sites Name Test Ten Appointment Type Initial Gender F Date of Birth January 1 1990 7 The Consultant Admin contacts the patient to confirm the Figure 5 Appointment Confirmed in Calendar appointment with them If there are more than 5 days prior to the appointment the patient letter can be sent by mail by the Consultant s office 8 Please note that if there are any changes to the appointment or if it is cancelled for any reason it is important that you inform OTN as soon as possible at 1 866 454 6861 option 3 or email pcvcscheduling otn ca Te lemedicine s Leader
4. ttom of the page An automatic email will be generated that will be sent to OTN s Contact Centre who will continue the scheduling process No user logged in Otn Personal Videoconferencing i ga mail Support or cal Help Sign In Username Password Forgot your password Sign In Figure 1 Log into Telemedicine Centre Ncompass Tester Sign Out Otn Personal Videoconferencing Provide feedback Need help Email Support or call 1 866 454 6861 Signed into TMC portal waiting for VidyoDesktop No events for this day Calendar Friday Feb 22 2013 lt 4 Today R RIRIK RIKIRIKI 1100 1 lt gt i Page 1 6 Figure 2 Click on the Schedule Event button Request Patient Appointment Do you need heip finding a place where your patient can go near his or her home to see you by videoconference OTN can help Here s how It works 1 You fill In and submit thie form 2 OTN will schedule a site for your patient and Inform you by fax 3 Your office notifies the patient of the appointment date and location Figure 3 Request Patient Appointment Screen OTN Contact Centre will attempt to schedule the event according to the requested date and time based on sites and systems availability For urgent requests within 43 hours or appointments involving multiple patients please call us directly at 866 454 6961 and we will attempt to process your request on a priority basis Required
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