Managing Telehealth Group Sessions
- Oliver Nielsen (Unlicensed)
Scheduled Group Sessions will be configured in advance by the Sunwave Implementation Team. Each Scheduled Group Session will be assigned a Group Facilitator.
This document provides and overview of the following topics:
View Schedule Group Sessions Assigned to Group Facilitator
If a Sunwave User is assigned as a Group Facilitator, that Scheduled Group Session will automatically appear on their User Calendar.
To view Schedule Group Sessions assigned to a Group Facilitator:
Go to Calendars.
Click User in the banner at the top:
Click Change User, search for and select the Group Facilitator user name, then click Add:
Scheduled Group Sessions where the selected user is assigned as Group Facilitator will be displayed on the calendar:
Add or Remove Patient from Scheduled Group Sessions
To add or remove a patient from a Scheduled Group Session:
From Search Patients, open the patient chart.
Go to Demographics > Outpatient Group Schedule:
The patient’s calendar will be displayed:
Scheduled Group Sessions the patient is already assigned to appear in full color.
Scheduled Group Sessions the patient is NOT assigned to appear greyed out.
To add a patient to a Scheduled Group Session:
Click on the Scheduled Group Session you want to add them to.
For example, clicking on the ‘Denver IOP Day: Deb’ session on Monday at 1:00pm in the screenshot above would add the patient and display in full color on the calendar:
NOTE: Since a patient cannot be in two Scheduled Group Sessions at the same time, it automatically removed them from the ‘Denver IOP Day: Bree’.
To remove a patient from a Scheduled Group Session:
Click on the highlighted Scheduled Group Session.
For example, clicking on the ‘Denver IOP Day: Deb’ session on Monday at 1:00pm from the previous example will now remove the patient from the Scheduled Group Session:
Configuring Email Settings
For a Sunwave Users such as the Group Facilitator to send email notifications to patients, they will need to first configure their email settings under their User Profile:
Click the dropdown next to the User Profile icon in the top-right, then select User Profile:
Under User Email Authentication Setup, select the appropriate Email Service Authentication type:
For customers using Gmail or Microsoft Outlook, it is highly recommended to use the OAuth2 authentication type.
After selecting the appropriate OAuth2 type, click Log In.
Upon successfully logging in, you will see a message indicating the user is logged in:
Optionally, you can enter an email address and click the Send Test Email button to confirm your connection is properly configured.
If using the Login and Password authentication type, enter your Email, Email Password, and the Email SMTP Server.
After configuring email, click the Update button to save your changes.
Sending Calendar Notifications with Telehealth Links (Zoom)
To send email notifications to all or some patients assigned to a Scheduled Group Session:
Click to Calendars using the left menu.
Click User, then Change User.
Search for and select the Group Facilitator user name, then click Add.
Click on the Scheduled Group Session you wish to send email notifications.
Scheduled Group Sessions where the selected user is assigned as Group Facilitator will be displayed on the calendar:
Click Send Email to Patients:
By default, all patients assigned to the Scheduled Group Session will be included in the bulk email.
To send email notifications to a subset of patients, click the Remove button next to any patients you wish to exclude from the bulk email.
Fill out the body of the email including a Zoom link for patients to join, then click Send Email.
NOTE: Each patient will receive an individual email, no patients will see the email addresses of other patients attending the Scheduled Group Session.