Video Meetings

We are witnessing a rapid rise in the need for virtual medical services. While the need for in-person meetings remains high, it is important to be flexible. A variety of situations can arise that can prevent in-person appointments, and video meetings are a great alternative. Telemedicine is here to stay, and it is important to get on with the times. At EasyPractice, we offer the possibility of holding video meetings with your clients.

1. Set up

To be able to use the Video Meetings app, you first need to activate it and set it up. To do that, you need to first go to the apps page and find the Video Meetings app there. Once you find it, click on ‘Activate’, and that will take you to the settings.

Here you will be able to choose which system you would like to use for your meetings. You can choose between Whereby, Google Hangouts, or another system that you prefer. Choosing the system will take you to the next step:

Here, you will be able to put the link to the meeting room and write personalized or general instructions for the meeting. If you have multiple calendars, you can choose different settings for them. These settings can, of course, be changed at any time. You can do that by going to the ‘Settings’ section in the header and there you find the ‘Video Meetings’ app. Another way to do it is also going to the Apps page, finding it there, and pressing the settings button.

2. Invite to the video meeting

Once you have set up the app, the next step is to invite your clients to the video meeting. You do that as follows:

  • The first step is to find the client in question in your calendar, and press on the appointment:
  • Pressing on the appointment will open a menu. The menu will allow you to do many things, such as editing the appointment, and the like that can be seen in the picture below. What we are interested in now is the option to invite them to a video meeting.
  • Pressing on the ‘Invite to video meeting’ button will open a window with certain settings. The link you have previously set up will appear here, but you can change it if you need to for any reason. The window also comes with a box in which you can write specific instructions for the meeting, as well as whether you want to send the invite via e-mail or via SMS. Pressing on the ‘Send invitation’ button will send it and close the window.

All that is left now, is to meet your client at the link you sent them at the time of the meeting!

Whereby

Whereby is a video conferencing tool that doesn’t require any apps or installs. It works from your browser and uses the same meeting link every time. It incorporates screen sharing, recording, and chat. Its free version allows up to 100 participants, and 45 minutes group meetings. One-on-one meetings are unlimited and without time restrictions!

  • To get started on Whereby, first, go to https://whereby.com/. Here, in the upper right corner, you will have a ‘Try for free’ button. This will take you to the signup page, where you will need to write your email and name. A sign-up code will be sent to your email.
  • After you have put in the code, it will give you options on how you wish to use it. Based on your needs, you can choose the version that works for you. For instance, if you only have one-on-one meetings with your clients or group meetings that last up to 45 minutes the free version is enough! But, if you use it for bigger and longer meetings, you will need the Pro version.

After choosing your plan, you will be able to create your room and choose whether guests can freely enter, or need to be let in.

Now that you have created your room, you can test it out. Once the room is created, it is here to stay. You just share the same link whenever you need to!

Other programs such as Zoom, can be used, but a new link needs to be used for every meeting. So, the links would have to be added manually in the email invitations. Whereby is a good option exactly because the link doesn’t change, so it is always automatically written in the invites.

Inviting your clients to a video meeting event

You can also invite your clients to a video meeting event! If you are expecting several participants, you can make it easier for yourself and create an event. If you don’t know how to create an event, you can learn more about it here.

Once you have created your event, you will be able to find it in the calendar. Clicking on it will open a window that contains information about the event. Here, you will also have the option to invite clients to a video meeting. Clicking on this button will once again, open a window with the link, and the instructions for the meeting.

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