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• Clients who want to use Medeo must begin by registering through intake and must complete the registration forms and review the confidentiality form. DO NOT direct clients to sign up at medeo.ca.
• Once the client has done the above and indicated that they would like video counselling (instead of phone), please do the following:
  1. Send email to student (username@uwaterloo.ca NOT username@edu.uwaterloo.ca) with reminder of confidentiality (link) and also remind them they will receive email directly from Medeo with further instructions.
  2. Record the appointment in your CIS calendar and be sure to select drop-down option of “video appt _/6”.
  3. Create the appointment in Medeo and be sure when selecting the appointment time to pay attention to am/pm. Once you've scheduled an appointment in Medeo or sent a secure message to the client via the Medeo dashboard, an email invitation is automatically sent out to the client.
  4. If there is any email correspondence about the appointment between you and the client, be sure to copy/paste that from Medeo into their chart in CIS.
  5. Ensure Be sure to provide enough time for the client to set up their account on a desktop or download the Medeo app on a tablet or phone before the start of the appointment.
  6. Before the appointment, you can view upcoming appointments and check if the client has confirmed their appointment or not. If client’s name is in blue, they have confirmed their appointment; if their name is grey, they haven’t.

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What devices can Medeo be used on?

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

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

Conducting the Medeo Appointment

1. Go to Medeo and sign in to your account.

At first video appt: -Sign into account

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1. Start the appointment by clicking the “start conference” button or click on

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1. the client’s name in red (in “waiting room”).

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1. Before starting, you will get a chance to double-check

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1. your video and audio.
2. Review confidentiality; ask if any questions or concerns.

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1. Confirm

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1. client’s location at time of call

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1. Let student know that session will not be recorded but that chat during session will become part of their chart
2. At end of appointment, discuss process of using Medeo—inquire about how process was for them, any questions/concerns, ask about video and sound quality.

Tips for a Successful Medeo Appointment

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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.

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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.

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