IntakeQ Telehealth

This article will go over how the Telehealth feature works with your IntakeQ account.

This feature is fully HIPAA compliant.

Enabling the Telehealth Module

Telehealth is enabled and billed on a per-practitioner basis, and the current price is $10/month per practitioner.

To enable Telehealth in your account, log in as the account administrator, navigate to "More > Settings > Features", scroll down to the Telehealth section and click on "Manage Practitioners". Then select the practitioners who perform Telehealth sessions in your practice.

Browser Compatibility

Currently, IntakeQ's Telehealth is supported on most modern browsers. Use the table below to see which browsers and platforms are supported:

Chrome Firefox Safari** Edge (ORTC & Chromium)
macOS -
Windows - -
Android - -
iOS * * -
Linux - -

* Chrome and Firefox for iOS do not support video calls, unlike Safari for iOS.
** Support in Safari started with Safari version 11.

To make sure your device and browser are supported, and to assess the speed of your network, you can run the test on this page: https://intakeq.com/videocall/test

Creating a Telehealth Service

To set a specific service as a Telehealth service, navigate to "Bookings > Booking Settings > Services", and click "Edit" beside the service. Go to the "Advanced" tab and you'll see a button labelled "Enable Telehealth", click on the button to indicate that this is a Telehealth appointment type.  When this button is clicked, a video meeting will be automatically created for every appointment of this type.

Telehealth Appointment Reminder

The URL to join a Telehealth session is automatically included in email confirmations and email reminders that your clients receive (not SMS reminders), but you are also able to create an additional email reminder template for this specific appointment type and set it to be sent at a specific time (e.g. 20 minutes before appointment).

To create a Telehealth session reminder, navigate to "Bookings > Booking Settings > Emails", click "Add Email" and select the "Create a Telehealth Appointment Reminder template" option. You will notice that a few placeholders are available in the template, including the Telehealth Join URL and the full invitation:

Additionally, if you use SMS reminders and expect your clients to join using their phones, you can include the telehealth session link in your SMS reminders by customizing the message for your telehealth services. See more information here: https://support.intakeq.com/article/384-sms-appointment-reminders#per-service

Launching a Telehealth Session

To launch a Telehealth session from IntakeQ, open the appointment dialog (from your IntakeQ calendar or from the client profile) and click on the "Start Video Call" link.

You will then see the preview screen, where you can adjust your camera, microphone and speaker settings to make sure everything is working correctly. You can also email the invitation to your client or copy it to the clipboard. 

Note: We do not support group telehealth sessions, the video call will be with the main client who the appointment is scheduled with only.

Instant Sessions via the Client Portal

You can host a Video Call via the Secure Client Portal. To create an instant video session, open the client's chat room in the secure portal and click on "... > Start Video Call".

Client Authentication

To keep your Telehealth session secure, we support 2 types of authentication: 

1. If your client doesn't have a portal account, an Invitation Code will be sent along with the appointment confirmation and reminder emails.

2. When your client already has a Client Portal account, no invitation code is sent; instead the client will be directed to your portal login page in order to join the Telehealth session. 

Other than the methods above, you can always start an instant video call on demand in the Client Portal, as mentioned in the previous section. This method would also rely on the client being authenticated via the Client Portal.

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