Content Comparison

Employee Instructions (as of April 2020)

You will need:

1. A computer with a webcam, microphone, speakers/headphones, and high-speed internet. See system requirements.
2. Google Chrome browser. Providers can only use a laptop or desktop to perform visits (Clients can use laptop, desktop, smartphone, or tablet).

Medeo Setup:

1. You will receive a Join [Department Name] – University of Waterloo invite from noreply@medeohealth.com. Click activate your account now to get started.
2. Once you click the link:
   1. Create a New Medeo Account.
   2. Be sure to enter a strong password.
   3. Enter an office phone number.
   4. Enter your time zone as GMT-05:00-Canada\Eastern.
3. As a Medeo user, you MUST set up 2-Step Verification for your login. Use of Medeo for you as a clinician is not permitted without this feature being turned on.
   1. Once logged in, click your name in the top-right corner and choose Update phone verification.
   2. In 2-Step Verification, click Start Setup.
   3. Enter your cell phone number using ‘+1 [cell number].
   4. Enter a 4-digit PIN Code (it will be sent to your cell phone).
   5. Turned ON and green shows you are done.
   6. Remember to have your phone with you so you can login to Medeo using 2-Step Verification. Otherwise, you won't be able to use it!
4. Test your equipment
   1. At the home screen in the right corner, click your name and choose Profile Settings.
   2. Select Audio/Video test.
   3. In your Chrome browser, you will see vca.medeohealth.com wants to use your microphone. Click Allow.  Repeat this for your camera – Click Allow.
   4. Confirm your video, audio and sound are working.
5. Log out and go to provider.medeohealth.com — bookmark this website!
6. Test your 2-Step Verification setup and see if you can login again. You can ‘trust this computer’ so that you do not need to enter the 4-digit PIN Code every time.
7. Setup a ‘Medeo Temporary Transfer’ Folder in your N: drive. If you are using Medeo as a standalone product (not yet integrated with Accuro), you will need to create a temp folder for taking any documents you need to send through Medeo secure messaging. When you upload to Medeo, it will be easier to find those specific documents with a temp folder. Also, you can more easily manage the documents containing personal health information (you don’t want to keep copies of those around on your computer!).

FYI - Inviting Clients to Medeo

1. Clients get an invite to setup an account on Medeo once the first appointment or secure message is sent to their @uwaterloo.ca email address from Medeo (only use @uwaterloo.ca email addresses). No personal email addresses are permitted.
2. New clients must fill out Ocean e-forms (e.g., privacy/consent and new client registration forms) and are not eligible for Medeo use until this step is complete.

Other Important Info

1. Medeo integrates with Accuro. Since we are using Medeo as a standalone product before we go live with Accuro, your secure messaging interactions will be uploaded to Accuro at a later date.
2. Do not invite any other Campus Wellness staff to create a Medeo account – we will include your colleagues at the appropriate time!
3. Do not use your email address to create an account to play with as a client or other reasons. Your email address can only be used once (as a provider). 

Medeo Provider - Getting started guide

1. Learn to use Medeo

• Video 1 - See an overview - go to the interactive walkthrough.

Notes on this walkthrough:

• This is a paid service managed centrally. Do not invite other staff members to Medeo.
• Registering new clients with an appointment invite may require previous business process steps. Only invite clients that are signed up for service and informed of Medeo use.

• You must always use ‘@uwaterloo.ca’ emails.  No other type of email is permitted (e.g. gmail, hotmail).

• Video 2 - See a detailed view - go to the webinar – click here

• Start the video at 11:50 minutes in (skip the intro)
• Jump over section 14:30-18:00 (skip the polls)

1. Promote the virtual clinic to clients

• Help clients have a successful video conference
• Provide the Medeo Video Conferencing sheet
• Include an email explaining your availability for virtual visits

I am happy to announce that you can now video visit with me online through Medeo, a secure video-conferencing technology that connects practitioners with clients for virtual care purposes. You can conduct a video visit with me using a computer (with webcam), tablet, or smartphone.

To get started, contact me to book an appointment (just like any other visit) and indicate that you would like to see me for a video visit online. Once I’ve determined that your visit is suitable for virtual care, I will arrange an appointment time with you and you will receive an email invitation which will guide you through the sign-up process.

1. Connecting with clients online

• Clients who want to use Medeo begin by directly contacting your office and scheduling an appointment in CIS (per normal process).  DO NOT direct clients to sign up at medeo.ca.  Clients MUST schedule their appointments by directly contacting your office first. 
• Once you've scheduled an appointment or sent a secure message for them via the Medeo dashboard, an email invitation is automatically sent out to the patient.
• Using that email invitation, patients can now sign up for Medeo and begin their online consultation.
• Do not invite new clients who have not yet filled out paperwork through the Ocean platform (e.g. privacy/consent forms, demographic intake form).
• Ensure to provide time for the client to setup their account on a desktop or download the Medeo app on a tablet or phone.

1. For Your Information: What devices can Medeo be used on?
   
   

Clients can access Medeo using their computer, smartphone, or tablet. 

• When using Medeo on their smartphone or tablet, clients need to download the Medeo app from the App Store (iOS devices) or Google Play (Android devices)
• When using Medeo on their computer, clients do not need to download any apps, but they'll need to download and use the Google Chrome browser. 

Using Medeo via Smartphone/Tablet
Clients MUST download the Medeo app before they can use their mobile device for virtual visits. The Medeo app is available for their iOS and Android devices at no cost. 

Android Devices
ex. Samsung, LG, Nexus, etc.

Clients can download the Medeo app on Google Play. Click here for general instructions on how to download an app from Google Play.

iOS Devices
ex. Apple iPhone and iPad

Clients can download the Medeo app from the App Store. Click here for general instructions on how to download an app from the App Store.

Computer
Clients do not need to download the Medeo app when using Medeo on their computer. However, when using Medeo on a computer, clients will need to use the Google Chrome browser. 

1. Audit Log in Medeo (Managing clinician/client privacy)

When a Medeo user (clinician) clicks on the ‘patient’ in the appointment list to view the client secure messages/notes, a record stamp is logged in the audit log. 

Appointment List

Audit Log

10 Tips for Successful Medeo Setup

Use Google Chrome

Medeo works best if used in Google Chrome, please download it if you do not already have it: Download Google Chrome

Bookmark Medeo in Chrome

1. Open Medeo in Chrome (provider.medeohealth.com)
2. Click the star beside the address bar 
3. Select where you'd like to bookmark the page, best to save it to the Bookmarks bar as shown below
4. Click Done

Split your screen or Use 2 Monitors

For Windows the easiest way to split your screen is to use Snap Assist.

1. Open two or more windows and/or applications
2. Place your mouse on an empty area at the top of one of the windows, hold down the left mouse button, and drag the window to either sides of the screen, as far as you can go to until your mouse won't move anymore
3. Let go of the mouse to snap that window to the left/ride side of the screen. It should now fill half the screen, or the corner if you managed to drag it there.
4. Select any of the other windows that are now open on the right side to instantly snap it to the right side of the screen.
5. Now that the two screens are beside each other, you can drag the dividing line that separates them to resize both windows simultaneously. This is helpful if you need to see more of one and can manage a smaller view for the other.

Stable Internet Connection

Connect your computer to the internet with and Ethernet cable to avoid intermittent connection.
If you cannot connect your computer to the internet with an Ethernet cable, be mindful of the WiFi usage - let any others around you using the WiFi know that you are doing a virtual appointment.

Get a Webcam and/or a Headset

Webcams that are built into your laptop are acceptable, earbud headphones with mics work as a headset.

Virtual Appointment Backdrop

Be mindful of what is going on around you, choose a location with very low noise to avoid distractions. 

Good vs Bad Lighting

Avoid light coming in from behind or beside you, face a window if possible. Before your appointment Medeo also allows you to test and adjust the settings of your webcam. 

Position your Webcam for the Best Views

Position your webcam where you can easily and comfortably make eye contact with the webcam when speaking in the appointment. 

Do a Test Run  

Get your co-workers to create a patient account & invite them to a test appointment; it is a great way to perfect the above settings and use real life scenarios. 

Medeo doesn’t allow duplicate accounts so when they do create a patient account it needs to be with a different email address.

Coach your Patients

It may be a learning curve for the clients using this new technology. Take the time to answer any of their questions and help them get used to it.