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Video appointment

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Patients and visitors

Video appointment

Video appointments are a way to deliver healthcare without requiring a patient to travel to hospital.

These involve a remote video call between a Waikato DHB specialist and patient who are in different locations. The platform we use is called Microsoft Teams which is similar to Skype or Zoom.

Video appointments come under the umbrella term of 'Telehealth' which can also include consults by phone.

It is important to note that patients who take part in video appointments will receive the same level of care and professionalism as they would during an in-person consultation - the only difference is the specialist and patient are in different locations.

This service is currently an option for outpatient appointments at:

  • Thames Hospital
  • Speech Language Therapy

Alternatively, your clinician or booking clerk will advise you when a video appointment may be appropriate for you.

Here is everything you need to know if you've been booked for a video appointment:

Once a video appointment has been confirmed as a suitable option for you there are a few things that need to be checked to ensure everything is working properly.

  • On your mobile device, make sure you have installed the Microsoft Teams app.
  • If you are using a desktop/laptop, you will not need to install the Microsoft Teams app as it will use your web browser instead.

If you have not had a video appointment in the last 3 months someone from the hospital will be in contact to organise a Tech Check. This is to make sure your device is capable of hosting a video call. The check will be organised by a phone call to arrange a suitable time and could take up to 20 minutes to complete.

If the Tech Check is successful, your appointment will proceed via video. If the Tech Check is not successful, another method will be discussed with you which could include in-person or by phone.

After your appointment is confirmed, you will receive an email with the link to access your video appointment. 

There are a few things you can do to get ready ahead of your appointment. Your whānau may be able to help you with these if you're unsure: 

  • Write down the questions you want to ask your clinician/health provider
  • You also need to make sure you know how to use your device and that the camera (for video) and microphone/speakers (for sound) are working
  • Make sure you log in 5 minutes before your video appointment to test the connection. If you are having trouble connecting to the appointment, please contact us on 07 839 8899 and ask to talk to the service you have the appointment with. 

Note: there may be delays in the clinic schedule, so please allow 15 minutes for the clinician to begin your appointment. 

Please have the following with you on the day of your appointment:

  • a list of current medicines you take or have them with you
  • a pen and paper to write down any advice or other information
  • any letters relating to your condition and details of any ACC claim (if your appointment is injury related)
  • a support person (if you would like one)
  • your glasses (if you wear them).
  • Open the email message from the hospital, click on 'Join Video Appointment' link (if you have not received the appointment invite in your email, remember to also check in your Junk/Spam folder
  • Enter your date of birth and tick the 'I'm not a robot' box then click the 'Start appointment'
  • If you are not logged into Teams using your own credentials, click on 'Join as a guest' button, when you are prompted enter your name and click on 'Join Meeting' button
  • Microsoft Teams may prompt for permissions to use the audio and video on your device, click 'Allow'
  • From here, you will enter the lobby for the appointment until the clinician joins the meeting

If you have problems connecting you can call 07 839 8899 and ask to talk to the service you have the appointment with. They will organise another method of contact.

To leave the appointment, click or tap on the red hang up icon. When you have finished the appointment, there is a link to a feedback form at the bottom of the email invite. Your input is valued and will help improve our services for you and other users. 

  • Open the email message from the hospital, click on 'Join Video Appointment' link (if you have not received the appointment invite in your email, remember to also check in your Junk/Spam folder)
  • Enter your date of birth and tick the 'I'm not a robot' box then click the 'Start appointment'
  • This will launch a new browser window, and a pop up will display, click on 'Open Microsoft Teams'
  • You will then be prompted to make sure your video and audio is turned on, then click the 'Join now'
  • From here, you will enter the lobby for the appointment until the clinician joins the meeting
  • Open the email message from the hospital, click on 'Join Video Appointment' link (if you have not received the appointment invite in your email, remember to also check in your Junk/Spam folder)
  • Enter your date of birth and tick the 'I'm not a robot' box then click the 'Start appointment'
  • This will launch a new browser window, click 'Continue on this browser'
  • You will then be prompted to make sure your video and audio is turned on, then click the 'Join now'
  • From here, you will enter the lobby for the appointment until the clinician joins the meeting

If you have problems connecting you can call 07 839 8899 and ask to talk to the service you have the appointment with. They will organise another method of contact.

To leave the appointment, click or tap on the red hang up icon. When you have finished the appointment, there is a link to a feedback form at the bottom of the email invite. Your input is valued and will help improve our services for you and other users. 

You will need the Microsoft Teams app installed on your Android device and iPhone/iPad to take part in a Video Appointment with Waikato DHB clinicians. 

Below is a guide on how to install Microsoft Teams:  

    1. If you have an iPhone or iPad open the App Store OR if you're using an Android device open Google Play.
    2. Search for 'Microsoft Teams' and then tap the install button.

      App Store (iPhone, iPad)

      Google Play (Android)
    3. Once the Microsoft Teams app has finished installing on your device, you're ready for your Video Appointment.

FAQs

Yes, it is. The same levels of patient privacy and security apply to telephone and video appointments as they normally would for in-person appointments.

As telephone and video appointments take place using your mobile device or a desktop/laptop, you play a key role in keeping yourself safe online. If possible, close any other applications or windows on your device before and during the appointment to avoid performance and security issues.

Patients will still have the option to choose an in-person appointment over a video appointment. The benefits of video appointments for patients include:  

  • Saving time by not having to travel
  • Not requiring you or your whānau to take time off work
  • Saving money on travel expenses and the hassle of parking
  • Whānau can join your appointment from the comfort of your own home

Devices including smartphones, tablets, desktop computer or a laptop can be used to access video appointments. 

The service you have a video appointment booked with will organise a phone call with you to do a Tech Check to make sure your device meets the proper requirements and that you are comfortable using your device.

If your device can't be used for a video appointment, another method will be discussed with you, which could include in-person or over the phone.

If you have a technical problem before or during your appointment, you can phone 07 839 8899 and ask to speak to the service you have the appointment with. They will assist you by either changing your appointment to an in-person or telephone appointment.

Yes, you can leave feedback and we encourage you to do so. Your appointment invite will have a link you can click on which directs you to a feedback form. Your input will help us make the service better for you and other users.