The document outlines the protocol and process for scheduling televideo appointments between patients and doctors. It involves sending and receiving application forms, checking doctor and facility schedules, booking appointments in a database, emailing confirmations, and receiving post-appointment surveys. Maintaining accurate records in a database and clear communication between all parties is important for coordinating virtual appointments across locations.

1. Scheduling

2. Operation Protocol
• Send an application form to patients
• Receive the returned application form from patients
• Check doctor’s schedule
• Check appointment with on site coordinator
• Set up appointment time to use the televideo room
• Book the appointment information into database
• Email confirmation to all participants
• Receive survey from on site coordinator

3. Operation Process
• Send a form packet to the patient
 Packet will be sent by mail, email, or fax
• Receive the returned packet from the patient
 The packet can be received by fax, email, or by mail

4. Operation Process
• Check the doctor’s schedule
 Call and email to arrange the appointment with doctor or
his/her staff
• Check the appointment with on site coordinator
 Call and email to arrange the appointment with remote
site
• Set up appointment time to use the televideo room
 Book the televideo room for the appointment

5. Operation Process
• Book the appointment information into the database
 There should be a televideo database to collect
appointment information. When scheduling a televideo
appointment, all meeting information, including
participants, appointment date and time, location,
duration, etc. should be put into the database for later
tracking

6. Operation Process
• Email confirmation to all participants
 Once the appointment is scheduled, send a confirmation
email to all participants as a reminder. On site coordinators
will put this meeting into their calendar if they have a
different system
 Remind all participants to contact your scheduler prior the
appointment if the schedule needs to be changed or
canceled

7. Operation Process
• Receive the survey result from the on site coordinator
after finishing the appointment
 You might want to provide a survey to collect information
like patient satisfaction, recommendations, concerns,
perceptions
 Ask the remote site to fax or email the client survey results
once the meeting is done
 Input the survey result into the database for tracking and
research analysis

8. Important Notes
1. Because of different provider licensing regulations in each
state, telemedicine and telehealth services are usually
provided in-state only. If you wish to provide out of state
services, you must be licensed in the state the patient is seen
2. Make sure to have a point of contact for emergency calls or
cancellations at each site
3. Watch for emails and phone calls about appointment change
requests. You don’t want someone to miss their appointment