(For Providers) How to Prepare for a Video Consultation on Coviu

This article provides a step-by-step guide to executing a successful video consultation.

Last Updated: April 2024

On this page:

1. Why it is important to prepare for your call
2. Seven steps to prepare for a telehealth call
3. More support options

Why it is important to prepare for your call

Here at Coviu, we understand that embracing video consultations for your practice can be daunting. That's why we provide you with easy-to-use telehealth software, where no downloads are required and entry into your virtual consultation room is just a click away for you and your patients.

Video consultations offer unparalleled flexibility, as they can be hosted after hours and from the comfort of your own home. However, there are a few important things you must do to prepare for a telehealth call with a client or patient.

But do not worry; we have created this simple, step-by-step guide to ensure you get the most out of your new telehealth practice.

Before we start, we will briefly discuss some suggested roles to be implemented in your practice before offering a telehealth service. Certain people in your practice need to feel responsible for these roles to make it work.

The Owner or Administrator is responsible for signing up for a Coviu account and configuring its features (e.g. client or patient payments and actual payments for the Coviu service).

They may get help from an IT Coordinator to deal with more difficult software concerns, such as integrating Coviu with your existing practice management system, setting up custom branding for the Coviu rooms and adding a branded booking button to your website.

Finally, the Telehealth Coordinator manages incoming clients or patients and their bookings, sends them to the appropriate provider and deals with any basic software or hardware issues that may arise.

Depending on the size of your practice, these roles may be created for separate people or they may all be undertaken by a single employee.

Seven steps to prepare for a telehealth call

1. Once the above roles have been assigned and general setup has occurred, your role as a provider begins by being invited to Coviu by the Administrator, setting up your password and receiving the link to your video consultation room.
2. The next step is to ensure you have the basic hardware requirements of a video consultation. These include a good-quality camera, microphone and speaker. Most modern desktop computers and laptops come with these three elements built-in. Yet, affordable external hardware attachments generally have higher quality features, which can increase the professional appeal of your telehealth service. Check out this blog for more detailed information and suggestions for purchasing hardware items.
3. Ensure you have the latest update for your web browser, whether it is Google Chrome, Microsoft Edge, Apple Safari or something else. Whilst Coviu works on all modern web browsers (except for Internet Explorer), older browser versions have security holes and are not conducive to a safe Coviu call. We suggest running Coviu on Google Chrome as suggested here. Incidentally, Coviu works on all modern computers, laptops, Android and iOS devices.
4. Test your internet connection; you need a minimum of 350 Kbps bandwidth per video stream. You can use this website to check if you have enough bandwidth. Above is an example of a result with sufficient bandwidth for a Coviu video call.
5. Test call, test call, test call! We cannot stress this enough. Use Coviu’s Tools page to run a Pre-call Test to ensure everything is ok, then do a test call with a friend or colleague before you decide to host an official session with a client or patient. The Coviu Pre-call Test will check your network connectivity and device setup. You will be prompted to troubleshoot the relevant parts if issues are detected.
   Above is Coviu's Helpful Tools page with diagnostic and debugging tools.
6. Once everything is working well for you, we suggest attending a webinar. That way, you will learn first-hand how Coviu’s clinical tools and features can be utilised in your video consultation. You will be briefed on the Apps & Tools+ button which allows you to start a screen-share, access the whiteboard, share documents and images, annotate forms or images and much more. You will also be guided through how the Waiting Room and call transfer work to understand the workflow design better. This is your opportunity to ask any questions you may have about telehealth and Coviu’s platform. If you do not necessarily need a webinar, you can hold a practice call with a team member who can serve as a mock client or patient.
   Above is Coviu's Apps & Tools drawer that is accessible during a video call.
   
7. Before you begin hosting consultations with real clients or patients, ensure your telehealth setup is professional, quiet and private. Think about what your clients or patients will see in their version of the video call. You should be in a well-lit room where your face is visible and facing the client or patient on the screen without any shadows. Your telehealth setup should be located in a private area, free from background noise and distractions. A white wall or a plain, purchased backdrop is ideal. In addition, try to avoid wearing anything too busy, as patterns can use up bandwidth. Finally, ensure your necessary client or patient notes and files are within reach or accessible online to reduce the need for walking around during the session.

Above is an example of Karen Finnin's (Physiotherapist) telehealth setup.

More support options

You have completed another Coviu help article. You now know how to prepare for a video consultation on Coviu.

If this is not what you were looking for, explore our knowledge base and search for another article from here.

If you still require any assistance, please do not hesitate to get in touch with our friendly Customer Success team using any of the contact methods available here.