MBtelehealth Site Contact Non Clinical User Guide

MBtelehealth Site Contact Non Clinical User Guide

OVERVIEW

TELUS iScheduler™

TELUS iScheduler is a web-based scheduling solution that enables MB Telehealth (MBT) to schedule telehealth services across different departments, clinics and sites within their community and province as well as national and international locations. Using a secure internet Web browser, users can schedule telehealth appointments, education/administrative sessions and view basic health information.

Clinics

In the scheduler system, a clinic is considered the provider side of any clinical event. Prior to scheduling a patient appointment, a clinic must be created for the provider that identifies their site, room, codec, availability (date and time), procedure (specialty), appointment type (follow up, clinical consult, etc), and any additional equipment that may be required.

Appointments

Appointments are the patient side of clinical events. Once a clinic has been created for the provider, an appointment can be scheduled that identifies the patient as well as their site, equipment, codec, appointment type, and date and time of the appointment. The appointment also identifies any additional equipment that may be required at the patient site such as patient camera or electronic stethoscope. Clinical booking forms will be stored within the appointment for users who have the appropriate permissions to access.

Meetings

Meetings encompass all non-clinical telehealth events as well as clinical block booking and events when a multi-point connection is required. Education and Administrative events are scheduled using the virtual meeting function and include the date, time, sites, rooms, and codecs of all participating sites as well as contact information for participants and any additional information that may be included with the request. Booking forms are stored within the meetings as attachments for users who have the appropriate permissions to access.

Attachments

Booking forms submitted to the MBT schedulers will be included as attachments to the appointments and meetings created by the MBT schedulers. There will be no attachments for events created by self-schedulers as they will be inputting all the necessary information directly into the event.

Permissions

scheduler controls access to information through user and group based permissions. This allows for multiple levels of access to be created based on a user’s specific needs and requirements. By limiting the amount of access a user receives to a site and the menu options they are assigned, MBT is able to limit access to personal health information.

SYSTEM ACCESS

To access the iScheduler system, click the following link or copy and paste it into your browser:

https://schedule.mbtelehealth.ca/default_login.aspx

The first time you access the system you will be asked to accept the Terms of Use. The 2nd time you will be prompted to change your password.

Set up a secure password using a minimum of 8 characters and 3 of these 4 criteria: uppercase character, lowercase character, number, special character (! * ? etc).

If you need your password changed, contact the Service Desk at 204-940-8500 Option 4, Option 1 or toll-free 1-866-999-9698 Option 4, Option 1.
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You will also be prompted to set up shortcuts on your home screen. Follow the onscreen instructions to create your shortcuts.

HOME PAGE

The home page is the initial screen that all users will see. The dashboard style display allows you to quickly
view New Meeting(s) and New Appointment(s) that have been scheduled at your site(s) as well as Today’s Meeting(s) and Today’s Appointment(s).

Group Membership and Site Access
The group membership and site access displays are permission based and may be used by the MBT service desk to determine if you have been assigned the correct permissions or not. For the most part, these are there for information purposes only.

New Meetings
Clicking on the New Meetings link opens a window that lists the new meetings scheduled at your site(s). From this window, you are able to Accept or Reject the meeting or click on the Meeting Name to view the Meeting Information Screen.

Accepting the meeting
To accept the meeting, click on the Accept meeting icon . This will remove the meeting from the list.

Note: If the meeting has been scheduled in the wrong room or on the wrong equipment, you can edit the room and/or codec prior to accepting the event following the instructions for editing meetings (section 6.5).

Rejecting the meeting
MBT asks that users contact the scheduling desk after rejecting an event to ensure that all necessary people are aware of the cancellation.

To reject the meeting, click on the Reject Meeting Icon . When you reject the meeting, you will be prompted to provide a reason so that the meeting creator and the affected site are notified as to why the meeting was rejected.

Meeting Detail and Information Screens
The Meeting Detail screens contain the information regarding the scheduled event and are accessed by clicking on the Meeting Name in the New Meetings listing or through the Calendar or Meeting Search (see section 5.0) functions. The user is able to review the information and change the room or codec the meeting is scheduled in as well as change the layout (layout is to be determined by the host/presenter and must be changed prior to the session). The user is also able to remove their site from the event if they are unable to attend.

The Survey Responses and Comments tabs will appear after you have clicked on the Meeting Name link on the Meeting Information tab as shown below.

Today’s Meeting(s) and Appointment(s)
Today’s Meetings and Appointments provides a quick overview of events that are scheduled to take place today. Clicking on any of the events will take the user to either the Meeting Calendar or Appointment View by Day screen so they can easily access additional information about the event.

MEETINGS

Clicking meetings in the navigation menu expands the menu and provides access to information regarding meetings scheduled at your site(s). You are able to register, view, search, and edit events using the functions within this menu.

Register
Clicking REGISTER in the Meetings menu allows users with appropriate permissions to view and sign up for events that have been identified as Open Registration events.

To Sign Up for an Open Registration event:

1. Click on the REGISTER link in the meetings menu to open the List of Topics available for open registration then click the appropriate MEETING TOPIC.
   
   Note: We will not be using the subscription function as we already have a notification process in place.

2. Click Sign Up on the desired topic in the List of Meetings to Sign up.
   

3. On the Meeting Participant Sign up Page, input your Site, Room, and Codec then click Register.
   

Overview

Clicking OVERVIEW in the Meetings menu provides users the ability to search for availability at sites and rooms other than their own. Although the Overview link appears in the Meetings Menu, it reviews both clinical and non- clinical events to determine the availability of a site/room.

To use Overview:

1. Click OVERVIEW in meetings menu; select Day Overview and then click Continue (do not use Available Day Overview as it is not user friendly).

2. Enter the Date.
   Enter Hosting Site (your own site).
   Enter Participating Site (site/s you want to see availability for).

3. Scroll to the bottom of the screen and click Continue.

4. The Schedule Overview will open for your selected sites. You can further define the search by modifying the Start hour, Ten-hour and Duration and clicking Get Schedule.
   Note: The Schedule Overview shows all rooms at a site that are available (identified in yellow) but does not identify how many video conference units are available for use. Sites may have multiple rooms but only a few video conference units (mobile and/or fixed); therefore even if a room is available there may not be any equipment available to book. For this reason, the overview should only be used if you are aware of all of the equipment and rooms that are used at your site and any other site that you are booking at.
   Note: This is to be used as a reference only and users can contact the MBT schedulers at the Service Desk at: 204-940-8500 Option 4 or toll-free 1-866-999-9698 Option 4.
   

5. If you do not find a suitable time, change the Date and click Get Schedule again to view alternative options.
   Note: Clicking on an available room will begin the scheduling process. You DO NOT have the permissions to complete this task. If you do click available room by accident click Close in the pop up window to return to the overview screen.

Calendar
Clicking CALENDAR in the meetings menu allows the user to view all meetings scheduled at their site(s) for a specified week.

To use the Calendar:

1. Click in the date field and select a date from the pop up calendar.
2. Select the desired site/room (or leave as is to select all) from the drop down list then click GO.
3. Once the Site Meeting Weekly Schedule populates, click on the Meeting Name (blue and underlined) to view the Meeting Detail Screen (shown in Section 3.2.3).
   

Note: Some meetings will have a recurring symbol beside the meeting time. After clicking the Meeting Name for meetings with this symbol, users will see a pop up window that asks the user if they will be updating this meeting or the entire series. This message will appear for all meetings and can be ignored unless you are planning to make a change to one of more events.

You will notice that both Scheduled and Cancelled events are displayed in the Site Meeting Weekly Schedule. Cancelled events are indicated by Grey Text and are there to provide a complete view of events that have been scheduled at the site. Clicking on a cancelled event allows a user to view event information as well as the date it was cancelled and the reason for cancellation.

Meeting Search

Clicking MEETING SEARCH in the meetings menu allows the user to search for meetings based on defined criteria.

To use Meeting Search:

1. Enter information into the SEARCH FILTER fields (shown below) then click GO to find meetings that fit
   those criteria.
   

2. Once the Meeting Event List populates, click the SERIES ID/MEETING ID to view the Meeting Detail Screen (shown in Section 3.2.3).

Note: Some meetings will have a recurring symbol   beside the meeting time. After clicking the Meeting Name for meetings with this symbol, users will see a pop up window that asks the user if they will be updating this meeting or the entire series. This message will appear for all meetings and can be ignored unless you are planning to make a change to one of more events.

You will notice that both Scheduled and Cancelled events are displayed in the Site Meeting Weekly Schedule. Cancelled events are indicated by Grey Text and are there to provide a complete view of events that have been scheduled at the site. Clicking on a cancelled event allows a user to view event information as well as the date it was cancelled and the reason for cancellation.

Editing Meetings

Users with Site Contact permissions are able to modify the room and codec used for meetings scheduled at their site(s). The host/presenter also has the option to change the layout for a multi-site session, but it must be changed prior to the start of the event.

To modify rooms and equipment for an attendee site.

1. Find the meeting you want to modify using CALENDAR or MEETING SEARCH.

2. Click on the Series/Meeting ID link to open the Meeting Detail screen.

3. Click the edit button beside the Attendee Site you want to modify (you will only be able to change sites you have permission for).

4. In the pop up window, select the new room/codec from the drop down lists then click Update. The room/codec change is now complete.
   

5. Click Change Layout, if required, to change the layout prior to the session. Click on the applicable radio button and click Change. (Note: The default is 1+7 layout; and the layout option is only to be used by the host/presenter.)
   
   

SITE REPORTS

Clicking site reports in the navigation menu expands the menu and provides access to various reporting options for site activities.

Whiteboard
The WHITEBOARD report is a printable report that displays clinical and non- clinical event information for one or all sites the user has primary access to. Print the Whiteboard each day to show all events. If you have missed the connection for a multi-site event, you will find the self-serve connection information on the Whiteboard as well.

Activity View
The ACTIVITY REPORT is a read only calendar view of clinical and non-clinical activities at a selected site(s). The activity view report is printable and is the only calendar view in scheduler where a user can view both clinical and non-clinical events together. See below for a sample activity view report:

INFORMATION

Clicking information in the navigation menu expands the menu and provides access to patient information for those users with the required site permissions as well as the ability to modify or change password and user information.

Password
Clicking PASSWORD in the information menu allows you to change your current scheduler password.

User Info
Clicking USER INFO in the information menu opens your user contact information. (Contact the Digital Solutions Facilitator for your region if you require any changes to this information.)

EQUIPMENT

Clicking equipment in the navigation menu gives access to activity reports which allow Site Contacts to view when and where their telehealth equipment is being used.

Clicking REPORT in the equipment menu opens a search window that allows you to create an equipment usage listing by site, date, equipment type, and/or name.

References

• schedule.mbtelehealth.ca/default_login.aspx

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