Getting Started with eVisit – Provider Guide – eVisit

In this guide, providers will learn how to navigate the eVisit virtual care platform. As a provider, you can accomplish many things, like manage your virtual waiting room, schedule patient visits, and coordinate patient intake and post-visit instructions.

Inside this guide, learn how to:

Navigate the eVisit Menus
Set Up Your Account Preferences
Manage Your Availability
Manage Notification Preferences

Navigate the eVisit Platform

There are various elements, filters, and information available to you in eVisit. The two most important areas are the navigation bar across the top and the user account menu in the right-hand corner. Below is a brief description of each and a list of the options within them.

The Navigation Bar

Identify the page you’re on by looking at the top navigation bar. The current page is highlighted, and the default upon logging in is the waiting room. The other tabs are gray. The example above indicates the Waiting Room tab is open, and one patient is in the waiting room.

Review the table below for a description of what you can see and do in each tab.

Tabs	Displays
Waiting Room	Patients who are waiting and have an upcoming visit to see you along with the details of their visit.
Patients	A list of all patients associated within the practice.
Visit History	A list of all previous visits conducted in the practice.
Scheduling	A list of all currently scheduled visits. From here, you can also schedule new visits, create new patient profiles, and search upcoming visits.

Waiting Room Tab

The Waiting Room is the first tab you’ll see after you log in to eVisit. The image and table below show and describe what you will experience.

ID	Item	Displays
A	Waiting Room Subtab	Patients who are in the virtual waiting room and waiting for their visit to start, are already in a visit, and upcoming scheduled visits.
B	Patient Details	Patient’s name, gender, and age
C	Patient Status	Arrived: The patient has joined the visit and is waiting for the provider. It also displays when a patient is requeued and placed on hold in a user's waiting room. In Visit: Indicates that both patient and provider have connected and are actively in the visit. This status will only show if a provider also has a visit manager role based on their practice workflow Ready: Appears when a patient’s been reassigned to another team member or has been manually assigned the Ready status.
D	Visit Details	Details showing visit type, provider name, and how long the patient has been waiting. Red indicates the patient wait time has surpassed the minimum allowed. (Minimum wait-times vary by organization)
E	Actions	Buttons that allow you to reassign the patient to another provider, start the visit with the patient, cancel the visit, and open the visit side-panel to view additional information.
F	Search field	Search for and find specific patients.

Patients Tab

The Patients tab displays a list of all the patients associated with the practice along with the ability to filter by status and activity.

ID	Item	Description
A	Patient Status filter	Filter the patient list by Pending or Registered. Allows you to identify which patients have not completed their registration and which ones have.
B	Patient Activity filter	Filter the patient list by Recently Registered or Recently Seen.
C	Patient Status	Displays the patient’s status (as Pending or Registered) listed within the patient's profile row.
D	Create Visit button	Allows you to create a visit with the patient without requiring them to request a visit. Access to this feature depends on your organization’s preferences.
E	More button	Opens the patient's profile sidebar.
F	Search field	Search for and find a specific patient.

Visit History Tab

The Visit History tab displays a list of all visits within your practice. Visits are displayed in reverse chronological order, starting with the most recent visit at the top.

ID	Item	Description
A	Visit Status filter	Displays all complete visits by default with the ability to filter complete, cancel visits, or both.
B	Visit Kind filter	Displays all visits, on-demand, scheduled, or both.
C	Provider filter	Display visits by provider.
D	Date Range filter	Show visits in a specific date range. Default view includes the last seven days.
E	Payment indicator	Identifies the visit as being successfully charged.
F	Attention indicator	Identifies that something in the visit needs attention such as billing needs to be completed or the chart notes need to be signed.

Note: The Download button initiates a download of the Visit Summary in PDF format. The More button opens the patient/visit side-panel.

Scheduling Tab

The Scheduling tab has a few more options available to you. There are sections where you can view, sort, filter, and create scheduled visits.

ID	Item	Description
A	Visit Scheduler	Search for or create a patient, select visit type, provider, date, and time to schedule a visit.
B	Visit View Switch	Switch your view from a list of scheduled visits to a calendar view.
C	Scheduled visits row	Displays upcoming visits. You can cancel visits from here and use the More button to open the patient/visit sidebar to see details about the upcoming visit. It also displays the patient’s name, visit type, and provider.

User Menu

The User Menu provides you access to specific options depending on your role in eVisit. In the top-right corner of the screen, click your name to open the user menu. Refer to the table below for a list of options that may be available to you depending on your role in eVisit.

Menu Option	Use to
My Account	Update contact details, set your availability for seeing patients, select notification preferences for you and your patients, change your password and more.
Admin	Manage your practice’s users and visits, run reports, and more. Note that your organization’s settings will determine the specific features you have access to.
eAnalyze	Access the eAnalyze dashboard to gain valuable insight into how eVisit is being used by your organization.
Equipment Test	Test your device’s connectivity, and video and audio quality prior to a visit.
Help	Review user guides and knowledgebase articles or request technical support from eVisit.
Logout	Sign out of eVisit.

Set Up Your Account Preferences

In My Account, edit your personal details, choose when and how you and your patients get notified about key events in eVisit, and manage your availability for seeing patients.

Add and Edit Personal Details

If you need to make any changes to your personal details, you can do so in the My Account page.

In the top-right corner of the page, select your name to open the user menu
Click My Account
From the menu on the left, click Personal Info

Note: Depending on your role in eVisit, you may not see all the options shown here.

In the main body of the page, you will see options for editing personal details such as:

Name
Address
Mobile Phone Number
Time Zone

If desired, upload a profile picture of yourself to your account. Click the upload icon and follow the on-screen instructions. For best results, make sure your picture is less than 15 MB and is formatted as a PNG, JPG, or GIF file.

Note: If you want to change your image after you upload it, click the Edit icon.

Manage Your Availability

You will set your availability using time-blocks. Availability time-blocks specify the kind of visit you will accept during a specific period of time. For example, you can make yourself available for scheduled visits only every Tuesday and Wednesday morning from 8:30AM-11:00AM and both scheduled and See Now, or on-call visits, the rest of the day.

Note: Some organizations have schedulers and administrators manage their provider’s availability. Check with your organization to confirm if you can modify your own availability and schedule.

Before you begin creating your availability time-blocks, consider the kinds of visits you will be available for. In eVisit, there are four kinds of visits: Scheduled, See Now (on-call), ExpressVisit, and Quick Entry Visits.

Scheduled visits are standard appointments that are scheduled in advance by either the patient or the practice.

See Now visits are on-demand visits are similar to a walk-in, where patients request a visit without scheduling an appointment in advance.

Express Visits are similar to See Now visits in that they are not scheduled in advance. A provider or clinical staff member sends a link directly to a patient, even if they have never registered with eVisit. It is simply a secure video connection.

Quick Entry Visits allow you to create a visit from your side very quickly, but you will have the waiting room tools and full functionality of eVisit available to you. This is best used for current patients who are in your system, or new patients you just created.

Set Up Availability

Create a specific time-block and choose to be available for schedulable and see now visits. You can choose from three availability options:

Schedulable – Patients can only schedule a visit with you during this time
Available – Patients can request an On-Call/See Now visit with you
Schedulable & Available – Patient can either schedule or request a see now visit during this time block

To begin, open your user menu.

Click My Account
From the menu on the left, choose Availability

The Set Availability calendar will display.
Inside the calendar, click in the column of the day you want create an availability time-block
In the Availability window, adjust the start and end time in the Time field

In this example, we have created an availability time block of 8:30AM to 11:00AM. We have also selected the availability option on-call only.

Availability options:

Put me on call – Select to enable patients to request a See Now visit
Allow scheduled visits – Select to enable either the patient or staff to schedule a visit with you during this time
Select both options to make yourself available for both kinds of visits

Select Repeat weekly to repeat this availability time block every week.

Note: You can create availability time blocks throughout the day/week for schedulable visits, on-call visits, or both. In the example below:

The calendar is color coded:
A) Monday shows Schedulable and On Call from 7:15 AM– 11:00 AM
B) The blue line represents the current time of the current day
C) Tuesday shows Available (on-call) only from 8:30 AM – 11:00 AM
D) Wednesday shows Schedulable only from 8:15 AM – 11:30 AM and Schedulable/Available
from 11::30 AM – 5:15 PM
E) Thursday shows Schedulable only from 9:30 AM – 12:15 PM, and Schedulable/Available
from 12:15 PM – 5:30 PM

5. Create more availability time blocks as needed

6. Click Save after you add each availability time block

To edit or remove an availability block, click inside the block, make the necessary changes, and then save your changes.

Enabling Ad-Hoc On Call Availability

You can also manage your on-call (See Now) visit availability by using the toggle button located next to your user menu.

To enable availability for See Now visits, click the toggle so it turns to green and displays the words ON CALL. Toggle it when you want to be immediately available to patients for See Now visits. You will not have to create an availability block for it. To disable this availability, click the toggle so it turns to red and displays the word UNAVAILABLE.

Note: If you have an availability block with the “Put me on call” option enabled, toggling the ON CALL button to UNAVAILABLE will override that setting in the availability block and your patients will not be able to see you for See Now visits.

Manage Notification Preferences

The Notifications section is where you will choose how you will receive eVisit notifications, and where you will enable/disable system audio alerts.

Select Notification Methods

You can choose to receive eVisit notifications via email, text message (SMS), or phone call. You may wish to enable multiple notification methods to ensure you don’t miss any important alerts.

Note: eVisit is highly configurable, so some options shown here may not be active in your practice.

To enable a notification method:

In the menu on the left of the My Account page, click Notifications
Enter or update your email and/or phone number
Click the toggle button to the left of a notification method to enable it
At the bottom of the page, click Save Changes

ID	Item	Description
A	Email Notification	Notifications selected will appear in your Email.
B	Phone (Voice) Notification	An automated call will be sent to your phone to alert you when your selected notification are triggered.
C	Text (SMS) Notification	A text message will be sent to alert you when your selected notification are triggered.
D	Add Notification	Use this option to add another notification (such as having a colleague or other staff member receive notifications as well).

Choose Specific Notifications

Below your notification methods, there are two columns. In the left column, select the notifications that will be sent to you and/or additional staff member. In the right column, choose the notifications that will be sent to your patients.

By default, all notifications are enabled. A best practice is to prioritize notifications otherwise you and your patients will receive many notifications.

To disable individual notifications, uncheck the box to its left. Then, at the bottom of the page, click Save Changes.

Enable Audio Alerts

In addition to email, text message (SMS) and phone call, eVisit provides several audio alerts that notify you of key events.

You can enable or disable the following audio alerts:

When you have a patient in your waiting room
When eVisit logged you out due to inactivity
When you receive a chat message from your patient
When someone joins or leaves a multiparty visit

To enable or disable an alert, click the toggle button next to the name of the alert. Then click Save Changes.

Still Have Questions?

We’re here to help! Please contact eVisit Technical Support at (928) 297-2294 or email us at support@evisit.com.