Virtual visits allow employees to conduct their visits with clients over a video session rather than in person. To qualify as a virtual visit, the visit must be scheduled for a service that has a service code configured to allow virtual visits. A video session for a virtual visit can be initiated from either the web or mobile app.
For more supporting material for caregivers, check out the attached handout Conducting a Virtual Visit with a Client on Mobile.
When you log into the mobile app, any virtual visits you have planned will have the icon in your schedule.
Sending the invite to the client and creating the virtual session
After opening a virtual visit from your schedule, you will see a button to Send invite to client. Click this button to send an email to the client's email address with a link to join the video call. This action will create the virtual session for the visit.
If the client does not have an email address entered on their profile, you will receive the following error: Client has no email.
Note that you can send the invite to the client either before or after clocking in to the visit. However, you must clock into the visit before you can join the video session.
Joining the video session with the client
Once you have sent the link to the client and clocked into the visit, tap Join video session.
Select Resend invite to client if you wish to send the link to the client's email again. Note that you will need to resend the invite to the client if the time of the visit was changed.
After clicking Join video session, the dialogue box for the video call will open as another window. Make sure to tap Allow to enable your microphone and camera when prompted.
If the client has not yet clicked the link to join the call, you will see the following message: The client has not joined the session yet. The last invite was sent at [HH:MM]. Tap Resend invite to resend the link for the session to the client.
Once the client joins the call and enables their camera and microphone, you should be able to see and hear them. You will be able to see how you appear to the client in the bottom right corner of the screen.
During the virtual visit
Once the video session has started, you can proceed to document the visit as usual in the AlayaCare app.
You can use the buttons on the video screen to perform the following actions:
- Press to hang up and end the call.
- Press to switch the direction of the camera.
- Press to turn your video camera on or off during the call.
- Press to mute your microphone.
If the client hangs up during the call, you will receive the following message: The client has hung up. If the session is not supposed to be over, please reach out to the client.
Ending the video session for the visit
Once you have finished your visit, you can tap the button to hang up.
After you hang up, the screen will display the following message: Your session with the client is over. You can now close the page.
Note that you will still need to clock out after ending the video session.
If you clock out before ending the video session, you will receive the following warning: The video session with your client is still active. Clocking out will not close the video session so make sure you hang up on the video session as well. Would you like to clock out anyway?
Tap OK to continue.
After ending the video session, you will not be able to open another virtual session for the visit. This will not apply if the client hangs up accidentally at any point during the call. The session must be terminated by the caregiver to be considered over.
Closing the browser or tab will not terminate the virtual session. If you close out of the call accidentally, you can rejoin the call as needed by selecting Join video session again.
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