Technically Speaking: ZOOM Telehealth Integration

Special thanks to guest contributors Jennifer McWilliams, M.D., Rebecca Ohlinger and Shawn Loftus for this week’s piece. Dr. McWilliams is the division chief of Psychiatry and medical director of Virtual Care at Children’s, Ohlinger is the manager of Virtual Care and Loftus is the Virtual Care Program Coordinator.

What is changing?

Telehealth visits will be transitioned to an integrated process that enables providers to start virtual visits in Epic, rather than signing in separately to Zoom.

When is the change occurring?

We will start a slow rollout on Oct. 4.

Why is this change occurring?

Integrating telehealth visits with Epic enhances the security of the visit and makes the process more efficient for nursing and access staff.

What do I need to do?

Add the Virtual Visits column to your Epic schedule.  See the attached tip sheet.

Details:

Beginning Oct. 4, we will start a slow rollout of a new integrated process that enables providers to start virtual visits in Epic, rather than signing in separately to Zoom. All telehealth appointments that are scheduled on or after Oct. 4 will be scheduled using new integrated visit types. Appointments that have already been scheduled, however, will not be converted to the new visit types and will remain scheduled with the previous visit types.

To identify if your patient has been scheduled with the new process, you will need to add the Virtual Visit column to your schedule in Epic. See the attached tip sheet on how to add this column.

When you begin a telehealth clinic day, look to the Virtual Visit column to determine how the patient has been scheduled. A video camera or a star (asterisk) will appear.

When a video camera icon appears in the Virtual Visit column, the patient has been scheduled with the new integrated process. If the patient has an active Children’s Connect account, they will join the visit from the patient portal. If they do not have Children’s Connect activated, Epic will email them a link automatically 45 minutes before the appointment. Wait for the camera to turn green and hover over the camera to see who is waiting to be seen.  Click on the green camera to start the visit.

When the star (asterisk) icon appears in the Virtual Visit column, the patient was scheduled prior to Oct. 4 using the old process. Log in to Zoom and click New Meeting. From there, wait for the patient to join then click admit.

An eLearning is available to all providers. Please take a couple of minutes to review this prior to the Oct 4 go-live.  CHSO – 73880 Zoom Integration for Telehealth. See the tip sheet on completing a virtual visit. Let us know if you have any questions!

Stephen Dolter, M.D., CMIO

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