As a clinic administrator, you have access to configure your clinic to suit your needs. This includes adding and managing team members and setting the clinic waiting area hours. On the left-hand side there is a dark-grey panel with Menu items, such at Dashboard and Waiting Area. Clinic Administrators will see Reports, Apps and Configure, whereas other team members will not have access to these options. When you click on Configure you will access the menu headings for configuration options across the top of the page – Clinic, Team Members, Call Quality, Waiting Experience, Joining A Call, Call Interface, Waiting Area and Reporting Configuration.

It is not essential that you set up all these sections before your clinic team members start using Video Call. In case you’re in a hurry we have categorised these as:

• Essential configuration tabs – clinic, team members, waiting area
• Optional configuration tabs – call interface, call quality, waiting experience, joining a call, reporting configuration

Essential configuration tasks for Clinic Administrators:

Watch the video to see how to quickly configure the main elements of your clinic.

Clinic tab

The ‘Clinic name’ and ‘Unique domain’ are already pre-populated when your clinic is created and they rarely need to be changed. Your unique domain is part of the web link that you will send to patients so they can have a Video Call consultation, so you shouldn't change this after you have started making Video Call appointments and sending out the clinic link. If you do change anything make sure you click on the ‘Save’ button at the bottom of the page.

You can add your logo, if desired, so that it appears in the waiting screen for patients, or you can do this later.

It is advisable to add a support contact (this may be your admin staff/receptionist or telehealth manager) so that your team members know who to contact if they have any questions regarding Video Call. These support details will appear in the clinic waiting area in the right hand side column. 

See step-by-step instructions (with screenshots) for how to Configure the clinic waiting area.

Team members

This is where you add the health service providers and any other staff working in your clinic, so they can access Video Call. Permissions are pre-selected for waiting areas and meeting rooms (see information about room types) when adding members and admin staff. We suggest you keep User Rooms deselected (which is the default) as these are not necessary to consult with a patient or client.

Health service providers should be set up as ‘team members’. Don’t forget to set up at least one other person as an ‘administrator’ in case you are on leave. 

See step-by-step instructions (with screenshots) for how to configure team members.

After you have invited your team members, make sure each person logs in, sets their 13-character password and can access the clinic waiting area. They can edit their profile at any time to include a photo or change their name, username or password.

Waiting area 

See step-by-step instructions (with screenshots) for how to configure all sections of your waiting area. 

General configuration – make sure you select the correct ‘Time zone’ – scroll down the dropdown list to ‘Australia’ and select the timezone that matches where you are located.

Waiting area hours – don’t put your usual clinic hours in the waiting area hours, before considering when Video Call will be used. If health service providers are likely to use Video Call after hours or on the weekend then it is best to set the waiting area hours as 24/7 access (to do this make every day start at 00 00 and finish at 24 00). If the waiting area is closed, your patients, clients and any other callers cannot access it for a consultation. If your clinic closes at 5pm but clinicians regularly work until 6 or 7pm, then it is best to have your Video Call waiting area close at 7pm or later to accommodate any consultations that go over time.

Entry fields – these are fields that patients will be asked to complete when they come into a Video Call consultation. Video Call always asks patients for their first name and last name (so you don’t need to configure this). In this section you add other fields for patients to complete. A field for phone number is already set up but you can remove it if it is not required. Click here for more detailed information.

Automated messages – can be sent to patients/clients after they enter the Video Call waiting area. You don’t have to include any automated messages but consider a welcome message or a message after 10 minutes (600 seconds) apologising for the delay. You can also send your own personalised notifications to waiting callers from the waiting area dashboard.

You can now start holding healthdirect Video Calls or continue configuring the ‘Optional configuration tasks’. If you want to start making calls, go to Step 3: Getting your patients started with Video Call and Step 4: Conduct a healthdirect Video Call.

Optional configuration tasks

Apps

There are a range of pre-installed apps that provide powerful features and extensions to Video Call. See step-by-step instructions (with screenshots) for how to customise apps.

Call interface

You can configure Video Call to reflect your corporate branding with colours and a logo. See step-by-step instructions (with screenshots) for how to configure your call interface.

Call quality

You only need to configure the call quality if you are noticing issues with your call quality. See step-by-step instructions (with screenshots) for how to configure your call quality.

Waiting Experience

Clinic Administrators can configure the waiting experience for callers to their clinics, including options to add custom waiting content or play waiting music and add audio announcements. Custom Waiting Experience gives each clinic options to provide waiting content that suits the needs of the patients or clients accessing the clinic waiting area. Please note, there is a Healthdirect content option available in all clinics and this is available by default for all clinics that do not have audio announcements already configured in the clinic.

Customised Images, videos, audio recordings and announcements (mp3 files) can be added to your clinic waiting area custom waiting experience. Click here for more information.

Joining a call

In this section you can specify whether a photo is required for guests when joining a call in a meeting room (photos are not necessary for waiting area consultations). You can also make the last name field for patients mandatory and give patients/clients the option to mute their microphone and/or camera while waiting. See more information and steps for configuring the joining a call section.

Waiting area 

Share waiting area – there are different ways to provide your patients with entry to your waiting area – you can send them a weblink or send them to your website where they click on a button.

Supporting information for callers – information that your patients will see when they are about to start the Video Call (such as your privacy policy or terms of service). Some of these fields default to healthdirect Video Call policies so check that these align to your own policies or change or delete the links.