WebPT Virtual Visits

WebPT Virtual Visits allows you to schedule and perform telehealth appointments with HIPAA-compliant video and audio. You must use the WebPT EMR and Scheduler in order to activate Virtual Visits.

Using Zoom meetings, you can host a Virtual Visit for one patient, or treat multiple individuals using Group Therapy Visits. 

Note: Because Zoom prevents a user from being in two meetings at the same time, we do not recommend scheduling two telehealth visits at the same time for the same therapist. 

In this article, we’ll cover:

  1. Turning on Virtual Visits
  2. Enabling Therapists
  3. Scheduling Virtual Visits
  4. Starting a Virtual Visit
  5. Zoom Resources

Turn on Virtual Visits in Company Settings

To turn on Virtual Visits, a Company Admin will need to enable a company setting.

  1. Navigate to your Company Settings.
  2. In the Virtual Visits - Zoom Integration section, review the information, including monthly user cost. To enable, select the On radio button.
  3. Click Save Settings.
  4. You will not be charged for the Virtual Visits functionality until you enable at least one provider in the User Manager. 

Enabling Therapists

The Virtual Visits functionality must be enabled for each provider who will be delivering a virtual visit. The therapist will receive an error if they attempt to start a virtual visit without the feature enabled.

Note: You do not need to turn on the virtual visits permission for clerical users to schedule the virtual appointment; you only need to enable users who are delivering the visit. 
  1. Navigate to the User Manager.
  2. From the Virtual Visits column, click Manage to enable the user.
  3. From the Enable Virtual Visit Access pop-up, click Enable User.
    This will increase your bill by $20 per month for each provider you enable.

  4. Repeat this process for all providers delivering virtual visits.
  5. You'll follow the same process to disable a user. 

Schedule Virtual Visits

Schedule the appointment following the standard steps. Each appointment is automatically scheduled as virtual visits. You’ll only see the virtual visit option on the agenda after the appointment has been created.

Important: If you are integrated with WebPT Reach, we do not recommend using a custom appointment type for these visits. 

Tips for a Great Virtual Visit Experience

  • Confirm the patient’s email address is accurate and present on the patient chart. Click here for instructions.
  • Send the patient an email notification with tips for their visit. Click here to review the emails received by the patient.
  • If the patient has questions about starting their visit, share this article with them.

Send Email Notification

  1. Click Manage Virtual Visit from the Agenda.
  2. Ensure the patient’s email address is present and correct. Then, click Send notification.
    Tip: You can also use this link to invite another therapist, such as a supervising therapist or assistant to join the session.
    Group Virtual Visits: To host a group telehealth appointment, manually enter each patient's email address here. This will send the unique participant link to each patient however, we recommend documenting proper patient consent to treat in a group setting when using this method. 

  3. You'll also be able to view if a prior notification was sent and when.

Starting the Virtual Visit

Only providers who have been enabled in the User Manager can start a virtual visit for the patient.

Note: At this time, members are experiencing issues with Virtual Visits on their iPad due to a Zoom limitation. We do not recommend trying to join the Virtual Visit via your iPad.
  1. When it’s time for the patient’s appointment, select Manage Virtual Visit from the Agenda.
  2. The patient’s email address will populate automatically from the patient record. If this field is blank, the patient does not have an email on file. You can manually enter the email in this field.
    Tip: You can also use this link to invite another therapist, such as a supervising therapist or assistant to join the session.
    Group Virtual Visits: If you want to host a group telehealth appointment, manually enter each patient's email address here. This will send the unique participant link to each patient however, we recommend documenting proper patient consent to treat in a group setting when using this method. 

  3. Alternatively, as long as you can get the patient the Participant Link (i.e. text message), they can join even if you don’t have access to their email address.
  4. Click the Start Visit button.
  5. If you already have Zoom installed, click Open Zoom Meetings to start the appointment.
  6. If you have not used Zoom before, your browser may block the installation popup. For Chrome, open the pop-up from the browser bar.
  7. Click on the Zoom URL.
  8. In the Zoom window, click download & run Zoom.
  9. Click on the downloaded file. The location of your downloads is dependent on the browser you’re using. In Chrome, they appear in the bottom left corner.
  10. The Zoom client installation window appears, updating you on the progress. Once the download completes, Zoom automatically opens.
  11. Follow the on-screen instructions to select your preferred audio method. Computer audio works best in a completely silent environment. Otherwise, opt for Phone audio.
  12. Due to the security features in Zoom, your patient will automatically be placed in a virtual waiting room. To open the participant control panel, scroll over the bottom of the Zoom screen and the toolbar will appear. Click on the “manage participants” tool.
  13. You will know whether or not your patient has arrived for the virtual visit because their name will be displayed in the right control panel of your Zoom window under the header, “1 person is waiting.”
  14. To admit your patient into the visit, you will need to hover over your patient’s name and click the Admit button that appears.
  15. Once you have admitted the patient, they will be added to the call.
  16. When the patient's name is listed under the Participants list in the control panel, you can officially begin the visit.

Zoom Tips

How can I improve video quality?

  1. Restart your computer before your first call.
  2. Position your computer close to your wifi router or use a cabled connection.
  3. Limit the number of browser windows and open tabs.
  4. Ensure no high-intensity programs are using bandwidth during your call (think streaming services like YouTube, Netflix, etc.).

How do I get rid of an echo?

  1. Use headphones.
  2. Reduce the volume of speakers.
  3. Move the microphone away from the speakers.

Can I schedule more than one telehealth visit at a time?

Because Zoom functionality allows a user to be present in only one visit at a time, WebPT Virtual Visits cannot support the ability to run two visits at the same time for the same therapist. If you are treating a group of patients, host a Group Visit using the same participant link.

Note: We recommend documenting proper patient consent to treat in a group setting when using this method to comply with HIPAA regulations. 
  1. From the Manage Virtual Visit pop-up, manually enter the patient's email address.
  2. Click Send notification.
  3. Repeat steps 1 and 2 for each individual patient. All patients will receive email instructions on how to join the visit; however, only the patient associated with the appointment will receive the notification that the appointment has started.

Zoom Troubleshooting

  • Test Zoom on your device before joining a patient visit.
     
    Note: At this time, members are experiencing issues with Virtual Visits on their iPad due to a Zoom limitation. We do not recommend trying to join the Virtual Visit via your iPad.
  • For a complete breakdown of the meeting controls, click here
  • If you do not have the Zoom application on your device already, take some time to install it now.
  • For video instructions on joining a meeting and establishing audio defaults, click here

Zoom Security Information

You may have heard about instances of people entering into a video session uninvited, like in this FBI warning article. Instances of this occurring appear to be from Zoom or the free version of Zoom (whereas we are using the Zoom for Healthcare product). Like it’s stated in the article, using the included security features could have prevented uninvited guests from showing up in a meeting, such as adding a password.  Zoom for Healthcare uses additional security features and meets HIPAA and PIPEDA/PHIPA compliance with 256-bit AES encryption. The security features are embedded within Virtual Visits making it easy for you and your patient to enter the virtual room—not uninvited guests.