ViTel Health

Create Welcome Appointment for Patient in Google Calendar as an Enrollment Specialist

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This article shows you which Google Calendar Accounts you need to use/view for making appointments, how to find time slot and how to create the first welcome appointment.

A. Find Time In Calendar

Note: Use "Appts for HC by Enrollment Calendar" to create and manage patient's appointments.

  1. Go to calendar.google.com
  2. Go to My Calendars and uncheck your name
  3. Check box next to Appts for HC by Enrollment
  1. Go to Meet with...Search for people and type the name of Health Coach assigned for the patient's client.
  2. Find an available time for the meeting
    • Duration: 1 hour time slot for new patients or 1.5 hour time slot when scheduling 2 patients at the same time (like a husband and wife)
    • Health Coach Work hours: Available times between their morning checks and end of day documentation
    • Time zones: Your personal time zone is displayed however your patient may be in a different time zone
    • Always communicate in your patient’s time zone

6.  Click on an available time in the calendar to create an appointment

B. Create Appointment

  1. Go to Title and name the appointment
    1. Standard Appt: First name Initial.Last Name Welcome CCM/RPM Time Patient's Time Zone (Ex: Z.White Welcome CCM/RPM 2pm PST)
    2. If CCM Only:First name Initial.Last Name Welcome CCM Time Patient's Time Zone (Ex: Z.White Welcome CCM 2pm PST)
    3. If RPM Only:First name Initial.Last Name Welcome RPM Time Patient's Time Zone (Ex: Z.White Welcome RPM 2pm PST)

Important: Time Zone written in the title is always the Patient's Time Zone

  1. Go to appointment time, and select
    • 1 hour for 1 patient
    • 1.5 hour for couple
  1. Go to add description
    1. If patient agreed to email confirmation of the appointment, add a welcome message with the Patient's name, name of Health Coach and Health Coach telephone number. Follow Step C
    2. If patient did not want email confirmation, add relevant notes for Health Coach. Go to Step D

C. Add Patient Email (if Patient Agreed to Email Confirmation)

  1. Login to Zoho
  2. Click Sign in using Google

2. Click your ViTel Health Email

  1. Click Patients

4. Go to Search records and type patient's name

5. Click on patient name

  1. Go to Email and copy patient's email address (highlight and ctrl C)
  2. Click checkmark
  1. Go back to Google Calendar
  2. Go to add guests, paste patient's email address (ctrl V)

10. Click patient's email

D. Review and Save Appointment

  1. Review guests
    1. If you see your own name, hover mouse over your name and click X that appears
    2. If not, proceed to next step

2. Click Save

3. New appointment will appear in Appts for HC by Enrollment Team and Health Coach's calendars

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