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How to Use Telehealth

Overview

PIMSY’s telehealth integration allows both providers and clients to join secure virtual sessions directly through their web browsers, with no additional software required. The integration includes features like waiting room alerts, in-session tools, and automated client reminders with embedded portal links. This browser-based solution streamlines virtual care delivery while maintaining HIPAA-compliant standards.

 

Required Permissions and Prerequisites 

  • This article is in reference to our Desktop application

  • Please assign the Create, Modify, View, and Delete permissions for the following rule(s):

    • Telehealth Open and Use

  • Settings:

    • Setting -350 SAL APPOINTMENT EMAIL (SENDGRID) - From Email

  • PIMSY offers telehealth (JaaS) as an integrated telehealth solution for both Desktop and Web Portals. JaaS is a browser based telehealth software solution that requires no special software to be installed and is supported in most browsers and operating systems. For best results, please follow the requirements listed below:

    • Device with a fast and stable internet connection absolute minimum is 2mbps up/down. 15mbps down and 5mbps up (or faster) is recommended

    • Chrome or Edge browser is recommended
    • Camera and Microphone with allowed access from the browser
    • 4GB Ram minimum with 8GB recommended.
    • Close other software that may interfere with JaaS camera and microphone access, i.e. Zoom.

 

 

Step-by-Step Instructions

 

 

Step 1: How to Setup a User and Client for Telehealth 

Each user needs an email address and phone number in their User Personnel Folder in PIMSY.
Users will also need to make sure they have a phone number set up on the Default Location under Administration > Organization Management > Location.

Additionally, the profile rule Telehealth Open and Use must to be assigned to the user's profile.

A test client needs to be setup with a valid email address for testing purposes (real clients will need a valid email address to receive the telehealth session details). Once a test client has been established, schedule an appointment between the test client and the provider.

Then, follow the steps below to begin testing the telehealth session and confirm that all features (such as joining the session, video/audio functionality, and waiting room alerts) are working as expected.

 

 

Step 2: Marking an Appointment as Telehealth 

When scheduling a telehealth appointment, check the Telehealth checkbox indicator on the Edit SAL screen. Be sure to save the appointment to generate the SAL #.

Once the telehealth appointment is scheduled, automated reminders are sent to the client (text or email depending on the client's messaging preferences):

  • When the appointment is scheduled
  • Day prior to the appointment
  • 15 minutes before the appointment

 

 

Step 3: Provider Instructions

At the time of the telehealth appointment, the provider can join the session by opening the SAL appointment and clicking the “Click to Join Session” link.

This will open the Join Meeting screen in the provider’s web browser. When prompted, be sure to click Allow to grant the necessary microphone and/or camera permissions for the session.

The Join Meeting screen has a few customizable options:

  • Turn microphone or Camera On/Off
  • Invite additional participants to the session: Click the Invite People button and copy to Send Via Email
        
    *Note: Additional participants can only be invited at the time of the session
     

Click the blue Join Meeting button to enter the session room. Once the client clicks Join Meeting on their end, the provider will receive an alert that the client is in the waiting room and ready to begin the session.

When the client enters the waiting room, the provider will be prompted to take action by selecting one of the following options:

  • Admit
  • Chat
  • Reject

Once in the session, the provider has several tools and options available on the meeting screen for managing the appointment.

*Note: Backgrounds cannot be used on an iPad

 

 

Step 4: Client Instructions

Clients will receive a series of reminder messages that include a link to the Client Portal.

*Note: Clients must log into the Client Portal to join their telehealth session.

At the time of the appointment, the client should log into the Client Portal. Appointment cards are displayed at the bottom of the screen; simply click Join Meeting on the appropriate appointment card to enter the session.

After clicking the Join Meeting link, a new window will open that is similar to the provider’s. The client then selects Join Meeting to enter the virtual waiting room, which notifies the provider that they are ready for the session.
 

 

Step 5: Client Instructions

If the client or provider denies the microphone or video permissions at the beginning of the meeting, it disables those permissions for future sessions as well. Here are the steps to fix those permissions:

Click the Lock Icon in the address bar of your web browser.

From the list of options, toggle the audio and video permissions to the "on" position.

Select the reload option that appears after closing the lock window.


 

 

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