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Virtual Visits

Overview​

The CareLaunch Platform now supports virtual visits (telemedicine) through integrated video conferencing capabilities. This feature allows healthcare providers to conduct secure, HIPAA-compliant video consultations with patients directly through the platform.

Key Features​

  • On-Demand Scheduling: Schedule virtual visits as part of regular appointment booking
  • Automated Email Invitations: Patients receive professional email invitations with join links
  • Calendar Integration: Downloadable calendar invites (.ics files) for easy scheduling
  • Secure Video Conferencing: Built on AWS Chime SDK for reliable, secure video calls
  • Multi-Participant Support: Providers and patients can join from any supported device
  • Session Management: Automatic cleanup of expired sessions

Prerequisites​

Before using virtual visits, ensure:

  • Your organization has the enableCalling setting enabled
  • Email service is properly configured for patient notifications
  • Patients have valid email addresses in their profiles
  • Users have modern web browsers with camera/microphone access

Creating a Virtual Visit​

For Providers/Admins​

  1. Create an Appointment

    • Navigate to the patient's profile
    • Click "Add Appointment" or open the appointments section
    • Fill in appointment details as usual
    • Save the appointment

  2. Add Virtual Visit Capability

    • After saving the appointment, locate the "Add Video Call" button
    • Click the button to create a virtual visit session
    • Wait for the success message: "Virtual visit created successfully! Email invitation sent to patient."
    • The button will change to "Join" once the virtual visit is ready

  3. Email Notification

    • The patient automatically receives an email invitation containing:
      • Appointment date and time
      • Provider information
      • Direct join link for the virtual visit
      • Technical requirements and instructions
      • Calendar invite attachment

For Patients​

  1. Receiving the Invitation

    • Check your email for the virtual visit invitation
    • The email will contain all appointment details and a prominent "Join Virtual Visit" button

  2. Joining the Visit

    • Click the join link in the email at the scheduled time
    • You may need to log in to the patient portal first
    • Grant camera and microphone permissions when prompted
    • Test your audio/video before the provider joins

During the Virtual Visit​

Available Controls​

  • Camera Toggle: Turn your video on/off
  • Microphone Mute: Mute/unmute your audio
  • Device Selection: Switch between different cameras or microphones
  • Participant List: View who's in the meeting
  • End Call: Leave the virtual visit

Best Practices​

  • Join 5 minutes early to test your connection
  • Use a quiet, well-lit location
  • Ensure stable internet connection
  • Use headphones to reduce echo
  • Close unnecessary applications to improve performance

Technical Requirements​

Supported Browsers​

  • Google Chrome (recommended)
  • Mozilla Firefox
  • Safari (macOS/iOS)
  • Microsoft Edge

Device Requirements​

  • Camera (built-in or external)
  • Microphone (built-in or external)
  • Speakers or headphones
  • Stable internet connection (minimum 1 Mbps)

Mobile Support​

  • iOS devices (iPhone/iPad) with Safari
  • Android devices with Chrome

Calendar Integration​

Virtual visits automatically generate calendar invites that include:

  • Appointment title and description
  • Start and end times
  • Virtual visit URL in the location field
  • 15-minute reminder before the appointment
  • Compatible with major calendar applications (Outlook, Google Calendar, Apple Calendar)

To download a calendar invite:

  1. Navigate to the appointment details
  2. Look for the calendar download option
  3. Save the .ics file and open with your calendar application

Troubleshooting​

Common Issues​

"Virtual visit session has expired"

  • This occurs when a meeting session is no longer valid
  • The provider can create a new virtual visit session
  • Previous join links will no longer work

Camera/Microphone Not Working

  • Check browser permissions (look for camera icon in address bar)
  • Ensure no other application is using the camera/microphone
  • Try refreshing the page
  • Test with a different browser

Poor Video/Audio Quality

  • Check internet connection stability
  • Close unnecessary applications and browser tabs
  • Move closer to your WiFi router
  • Consider using ethernet connection if available

Cannot Join Meeting

  • Verify you're using a supported browser
  • Clear browser cache and cookies
  • Disable browser extensions that might interfere
  • Check if popup blockers are preventing the window from opening

Getting Help​

If you experience issues:

  1. Check the technical requirements above
  2. Try the troubleshooting steps
  3. Contact your healthcare provider's support team
  4. Include details about your device, browser, and the specific error

Security and Privacy​

Virtual visits on the CareLaunch Platform are:

  • HIPAA Compliant: All video sessions are encrypted and secure
  • Private: Only authorized participants can join
  • Not Recorded: Sessions are not recorded by default
  • Secure Links: Meeting URLs are unique and time-limited

API Documentation​

For developers integrating with virtual visits:

Endpoints​

  • POST /api/VirtualVisit/create - Create a new virtual visit
  • GET /api/VirtualVisit/appointment/{appointmentId} - Get virtual visit details
  • POST /api/VirtualVisit/join - Join a virtual visit
  • DELETE /api/VirtualVisit/{meetingId} - End a virtual visit
  • GET /api/VirtualVisit/calendar/{appointmentId} - Download calendar invite

FHIR Extensions​

Virtual visits add the following extensions to Appointment resources:

  • isVirtualVisit (boolean) - Indicates if appointment has virtual visit
  • meetingId (string) - AWS Chime meeting identifier
  • virtualVisitUrl (string) - Join URL for the virtual visit
  • meetingRegion (string) - AWS region for the meeting

Future Enhancements​

Planned improvements include:

  • Waiting room functionality
  • Screen sharing capabilities
  • Recording options (with consent)
  • Integration with electronic health records
  • Multi-language support
  • Virtual background options