Scheduling Telehealth or Virtual Appointments

You may want to schedule telehealth or virtual appointments. For all your appointments, you would use a common meeting link. When setting up your meeting in your choice of video conferencing software (e.g., Google Meet, Zoom, or Microsoft Teams), you would need to enable the Waiting Room feature. This way, you can use the same meeting link.

Steps to Schedule Telehealth Appointments

1. Create an appropriate Service so Patients know it is a virtual appointment (for example, Virtual Training).
2. Click on the Gear icon in the top right header.
3. Click on Templates.
4. Click on Notifications.
5. You will want to update the New Appointment and the Appointment Reminder emails.
6. Add a line to the notifications where to click for the link to the ZOOM meeting (for example, If this is a virtual appointment, please click here to join the meeting.)
7. Highlight the word "click here," click on the link icon in the formatting tools and add your common meeting link.

Practitioners with Different Virtual Appointment Links

The above solution works if the clinic has a common link. However, we recommend a different approach if each Practitioner has a different virtual appointment link. Below are instructions to setup a dynamic link in your Notification Templates so each appointment can link to a specific Practitioner virtual appointment URL.

Creating Tiny URL Redirects for Each Practitioner with a Virtual Appointment Link

You can go to tinyurl.com and create a shortened URL of the Practitioner's virtual appointment link. The end of the URL contains the Practitioner's first name, and it's not case-sensitive. For the alias, we recommend something like noterro-bob, where "bob" is the practitioner's first name.

Once you've created a TinyURL for each Practitioner, update your appointment notifications in Noterro to contain the following URL + Practitioner First Name Variable.

1. Login as the Admin.
2. Click Settings (gear top right).
3. Click Templates.
4. Under Notification Templates, click the Appointment template you want the link to appear in.
5. In the Body of the message, type something like "If this is a virtual appointment, click the link below to join." The link would be https://tinyurl.com/noterro-[Practitioner's First Name]. It should look like this:
   

Important Note: The Patient's email should automatically render this as a link, including the Practitioner's name in the URL. The TinyURL redirect will send them to the respective Practitioner's virtual appointment link.