The following information will help you get set up to use Medeo and includes instructions for conducting Medeo appointments. It can also be used as a troubleshooting reference after you start using Medeo.
- Get set up to use Medeo
- Technical Requirements
- Create your Medeo Account
- Set up 2-Step Verification
- Test your Equipment
- Set up a folder to temporarily store your Medeo documents until we launch Accuro
- Promote Medeo to Clients
- Learn to use Medeo
- Video 1
- Video 2
- Connect with Clients through Medeo
- Tips for a Successful Medeo visit
Employee Instructions (as of April 2020)
Technical Requirements
You will need:
- A computer with a webcam, microphone, speakers/headphones, and high-speed internet. See system requirements.
- Google Chrome browser. Providers can only use a laptop or desktop to perform visits (Clients can use laptop, desktop, smartphone, or tablet).
Create your Medeo Account
You will receive a Join [Department Name] – University of Waterloo invite from noreply@medeohealth.com. Click activate your account now and then:
- Create a New Medeo Account.
- Be sure to enter a strong password.
- Enter an office phone number.
- Enter your time zone as GMT-05:00-Canada\Eastern.
Set up 2-Step Verification
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.
- Once logged into Medeo, click your name in the top-right corner and choose Update phone verification.
- In 2-Step Verification, click Start Setup.
- Enter your cell phone number using ‘+1 [cell number].
- Enter a 4-digit PIN Code (it will be sent to your cell phone).
- Turned ON and green shows you are done.
- 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!
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- At the home screen in the right corner, click your name and choose Profile Settings.
- Select Audio/Video test.
- In your Chrome browser, you will see vca.medeohealth.com wants to use your microphone. Click Allow. Repeat this for your camera – Click Allow.
- Confirm your video, audio, and sound are working.
- Log out and go to provider.medeohealth.com — bookmark this website!
- 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.
Setup a ‘Medeo Temporary Transfer’ Folder in your N: drive
Since we are using Medeo as a standalone product (not yet integrated with Accuro), you will need to create a temporary folder to store any documents you need to send through Medeo secure messaging. When you upload them to Medeo, it will be easier to find those specific documents with a temp folder. Please create one in your N: drive named Medeo Temporary Transfer so you can easily find. 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
- 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.
- 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
- 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.
- Do not invite any other Campus Wellness staff to create a Medeo account – we will include your colleagues at the appropriate time!
- 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).
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This article presumes you have completed theGet Set up to Use Medeoinstructions. If not, please complete them first. |
Creating a Medeo Appointment
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:
Send email to student (username@uwaterloo.ca NOT username@edu.uwaterloo.ca) with a reminder about confidentiality and that they will receive email directly from Medeo with further instructions.
Record the appointment in your Accuro schedule and select Appointment-Video as the type.
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
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client.
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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 Accuro.
Be sure to provide enough time for the client to
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set up their account on a desktop or download the Medeo app on a tablet or phone
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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.
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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
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before the start of the appointment.
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.
Conducting the Medeo Appointment
Go to Medeo and sign in to your account.
Start the appointment by clicking the “Start Conference” button or click on the client’s name in red (in “waiting room”).
Before the appointment begins, you will get a chance to double-check your video and audio settings.
Review confidentiality; ask if any questions or concerns.
Confirm client’s location.
Let client know that session will not be recorded but that any chat during session will become part of their chart.
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
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
Open Medeo in Chrome (provider.medeohealth.com).
Click the star beside the address
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bar.
Select where you'd like to bookmark the page, best to save it to the Bookmarks bar
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.
Click Done.
Split your screen or Use 2 Monitors
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In Windows, the easiest way to split your screen is to use Snap Assist.
Open two or more windows and/or applications.
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.
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.
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.
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
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Wi-
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Fi usage—let any others around you using the
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Wi-Fi 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.
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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.
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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.
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Do a Test Run
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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.
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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.
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For Your InformationWhat devices can Medeo be used on? Clients can access Medeo using their computer, smartphone, or tablet.
Audit Log 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. |
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