MBTelehealth Site Contact iScheduler User Guide

iScheduler
Site Contact – User Guide

OVERVIEW

TELUS iScheduler™
TELUS iScheduler is a web-based scheduling solution that enables MBTelehealth (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 iScheduler 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
iScheduler 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. 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). 3.1 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.
3.2 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.

3.2.1 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).
3.2.2 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.
Note: Site contacts will be responsible for reviewing new requests daily (working days only) and accept or reject as soon as possible (no later than 48 hours before the event).
3.2.3 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 he Meeting Name link on the Meeting Information tab. Click the Comments tab to access site contact information. 3.3 New Appointments
Clicking on the New Appointments link opens a window that lists the new appointments scheduled at your site(s). The appointment only shows up at the patient’s attending site; meaning, the site contact at that site accepts the new appointment. The provider’s site contact will not see it listed under their New Appointments.
From this window, you are able to Accept the appointment or click on the Appointment ID to view the Appointment Information Screen.
Within the New Appointments list, a small flag in the Info column will be used to indicate that an appointment may contain additional information, has additional equipment requirements, or there is a link to a clinical protocol.
Site contacts will be responsible for reviewing new requests daily (on working days only) and accepting as soon as possible (no later than 48 hours before the event). 3.3.1 Accepting the Appointment
To accept the appointment, click on the accept appointment icon . This will remove the appointment from the New Appointment list.
Note: If the appointment 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 appointments in section 4.3.

3.3.2 Appointment Information Screen
To open the Appointment Detail window, click on the Appointment ID in the New Appointments listing or use the View by Day or Appointment Search functions (see section 4.0).
These tabs contain all the information regarding the scheduled appointment, and you’re able to review the information to determine if there are resources available and to change the room or codec that the appointment is scheduled in if required.

3.4 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.

APPOINTMENTS

Clicking appointments in the navigation menu expands the menu and provides access to APPT SEARCH and VIEW BY DAY. 4.1 Appointment Search
Clicking APPT SEARCH opens a new screen that allows users to search for existing appointments based on defined criteria.
To use Appointment Search: Enter information into the SEARCH FILTER fields (shown below) then click GO to find appointments that fit those criteria.

Note: The FROM and TO dates are the only mandatory fields in this section and clicking on the date opens a calendar picker for users to select the desired dates.
The search results are displayed within the Appointment Event List. A small flag in the Info column will be used to indicate that an appointment contains additional information or has additional equipment requirements.
Clicking on the ApptID will open detailed Appointment Information Screen (shown in Section 3.3.2). From the Appointment Information Screen, you will be able to view all appointment information including the original booking form (if appointment entered by MBT schedulers) and modify the room and/or equipment at your site(s).
You will notice that both Scheduled and Cancelled events are displayed on the same page. 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, the date it was cancelled and the reason for the cancellation.
4.2 View by Day
Clicking VIEW BY DAY opens a new screen that allows you to search for appointments by specifying the month and then selecting a day. The squares highlighted in yellow indicate that an appointment is scheduled on that date and blue indicates past appointments. To use View by Day: Enter month and year in the drop down menus then click GO. Click on the desired date (highlighted yellow) to view appointments on that day.

Within the Scheduled Appointments by Day screen, a small flag in the Info column will be used to indicate that an appointment contains additional information or has additional equipment requirements Appointments will turn blue on mouse over. Clicking anywhere on the selected appointment will open the detailed Appointment Information Screen (shown in section 3.3.2). From the Appointment Information Screen, you will be able to view all appointment information including the original booking form (if appointment entered by MBT schedulers) and modify the room and/or equipment at your site(s).
You will notice that both Scheduled and Cancelled events are displayed on the same page. 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, the date it was cancelled and the reason for the cancellation.

4.3 Editing Appointments
Users with Site Contact permissions are able to modify the room and codec used for scheduled appointments at their site(s). To cancel an appointment, the site contact must contact either the MBT Schedulers or the provider’s office.
To modify rooms and equipment for appointments:

1. Find the appointment you want to modify using APPT SEARCH or VIEW BY DAY.
2. Scroll down to the Appointment Information section.
3. Click the edit button on the Request Site Information line.
4. In the pop up window, select the new room/codec from the drop down lists then click Update. You will see another window with a message asking “are sure you want to change or update the appointment”, click OK. Another pop up window will advise “Updated successfully”. Click OK and the room/codec change is now complete. Note: Only rooms and codecs that are available will appear in the drop down lists.
5. Once you have completed the update, scroll to the bottom of the window and select the Save radio button.
   Ensure “With Notification” is checked then click on the Submit button to confirm the change and send

4.4 Telehealth Notification Letters
It is the provider’s (or designates) responsibility to notify the patient of any telehealth appointments regardless of whether they are within the MBTelehealth (MBT) Network or not.
It is recommended that the Telehealth Notification Letter(s) be sent by mail to all patients whose appointments are scheduled greater than one week in advance of the appointment date. For patients whose appointments are scheduled within a week of the appointment date, a telephone call is recommended to confirm appointment details. If the patient is being referred from a nursing station, notification of the appointment details should be communicated to the nursing station directly. The Nursing Station will then ensure the patient is advised of their appointment details.

4.4.1 To print the Telehealth Notification Letter:

1. Find the appointment you want to print the letter for using APPT SEARCH or VIEW BY DAY.
2. On the Appointment Details page, click on Letters and then select the Telehealth Notification Letter to view the notification letter in word format.
3. The Telehealth Notification Letter can now be printed at your convenience.

4.4.2 Printing the Ontario Patient Letter (For Ontario Patients only):
When the patient site is located in Ontario, there will be an additional Patient Notification letter generated by the Ontario Telemedicine Network (OTN) to advise the patient of where their Telemedicine Clinic is located. It is recommended that this letter be printed and sent to the patient with the MBT Patient Notification letter or alternatively, communicated to the patient by phone. This ensures the patient has the providers name and contact information, as well as the location of where they need to attend their
telehealth appointment.

To Print the OTN Patient Notification Letter/Access Ontario Patient Site Info:

1. Find the appointment you want to print the letter for using APPT SEARCH or VIEW BY DAY.
2. Once appointments details are displayed, click on the Attachments tab and click on the second of the two Adobe PDF Icons.
3. This will open the OTN appointment confirmation fax, one page of which will include the OTN Patient Notification Letter. It can now be printed at your convenience.
   Note: You will require Adobe Acrobat reader to view PDF files and/or may need your local IT to set up your computer to view TIF files in order to see the OTN patient letter. Contact your local IT if you have any issues viewing these attachments.

CLINICS

Clicking clinics in the navigation menu expands the menu and provides access to the CLINIC LIST.

5.1 Clinic List
The CLINIC LIST can be used to view or print a listing of all patients scheduled for telehealth appointments at a site on a specified day or a listing of patients to be seen by a provider on a specified day. The listing can be sorted by Date, Site, Room, and Consultant (see image on next page).
To use the Clinic List: Enter desired parameters the click GO. Once the list populates, click Print Clinic List if you want a printed copy.
Note: When required, the clinic list also includes the Dial In # for the patient site, out of province number, and Microsoft Teams connection information.

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.

6.1 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.
4. Enter Attendee Information when prompted (Site, Attendee Name, and Contact Information) then click Submit.

6.2 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 bymodifying the Starthour, Endhour 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.

6.3 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.

6.4 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.

6.5 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.

To modify rooms and equipment for a host site:

1. Find the meeting you want to modify using CALENDAR or MEETING SEARCH.
2. Open the Meeting Detail Screen.
3. Click the edit button on the Host Room line. (you will only see this if you have permissions for that site).
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. 7.1 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.

7.2 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 iScheduler 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.

8.1 Patients
Clicking PATIENTS in the information menu opens the Patient Management screen which is a listing of patients whose primary site matches that of the users. For example, in order for a user to view a patient whose primary
site is Thompson
General Hospital, the user must have primary access to that facility.
From this screen, users can update, modify or delete patient information. This is accomplished by clicking on the patient, making the required changes to the patient information and then clicking Save at the bottom of the screen.
The user is also able to view upcoming appointments for the patient or delete them if they are deceased.
8.2 Password
Clicking PASSWORD in the information menu allows you to change your current iScheduler password.
8.3 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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