OutSmart Meet Tele-Medicine Quick-Start Guide

OutSmart Meet is a highly secure, very simple and easy to use telemedicine system. It is compliant with PIPEDA, PHIPA, HIPAA, and GDPR guidelines, and fully integrated with OutSmart EMR, a multi-discipliary EMR/EHR for all health care professions.

Follow this guide and you’ll have your account setup and ready for online meetings within 10 minutes. There will be no charge for using OutSmart Meet during this COVID-19 crisis, until clinics re-open.

Step 1: Create Your Account

Go to https://app.outsmartemr.com/register.php to register for a free OutSmart account.

Step 2: Create your office

Once your account is registered, you will automatically be taken to the office creation page, where you can crate your new office / clinic. If you are working from home, you can create an office under your own name, or call it “Home Office” or “Online Office”. For the address, you can enter your actual clinic address, or you can simple enter “online only” or something to that effect.

Step 3: Create your Event Types

Once your office is created, you will end up on the OutSmart EMR dashboard. Ignore the dashboard for now, and go straight to the calendar to create your event types.

• Click on the Calendar icon at the top right of your screen. This will open the calendar.
• Click on the ‘gear’ icon at the top right of the calendar, and click on “Event Manager”. This will take you to the Event Management interface.

• Click on the New Event Type button to open the Event Type creation panel, so that you can create your first event type.

• Add a title and duration for your new event type, then scroll to the bottom and click on “save” to save it. This will create the new event type and add it to your list.
• Next click on the “back” button to go back to your calendar.

Step 4: Book an Appointment

Now that you have an Event Type set up, you can book in an appointment with a client.

• Click on the current day in the calendar in order to start booking an appointment. This will open up a panel with booking details.
• Create a new patient during the booking process if you have not done so already, and then book them in for the Event Type you created.
• Scroll down, and click on save to save the event.

Step 5: Start Your OutSmart Meet Tele-Medicine Session

Now that you have a booking for today, you can start the session.

• Click on the OutSmart Logo at the top left of the interface to go back to the Dashboard.

Starting an OutSmart Meet session

On the dashboard, look for the Daily Schedule dashboard card. (You can learn more about dashboard cards here). You will see the appointment you just booked listed in this card. Look to the right of the row representing that appointment booking and you will see a purple video button.

Click on the video button to see 2 options “Send OutSmart Meet Link”, and “Start OutSmart Meet”.

Send OutSmart Meet Link

Selecting this option will send an email to your client which will include a link they can click on to join the meeting. You should do this a few minutes prior to your session to ensure your client has the time to view the e-mail and click on the link to join.

The link that is sent out is a unique link per patient-to-practitioner relationship. This means that your link with Patient A will always be the same regardless of the appointment date or time; but it will always be different from your link with Patient B. So if Patient A joins their appointment ahead of time, it will not interrupt your visit with Patient B. And when you are ready and join the meeting with Patient A, they will be there waiting for you.

Start OutSmart Meet

Selecting this option will open up a panel with the option of automatically sending a link to your client and starting the session, or just starting the session without sending a link. If you’ve already just sent the link, then you can just start the session without sending another one. Within a few minutes, you client should be able to join the meeting.

Difficulties?

Your client is not receiving the e-mail with the link

If your patient is not receiving the email with the link, or they cannot find it, you can also manually send them the link by clicking on the “i” icon in the video session, and copying the share link from there. You can then paste that into an e-mail and manually send them the link.

If your patient has unsubscribed from e-mails from OutSmart, that may be a reason they are not getting the email with the link. It may also have gone to their spam.

You or your client are unable to connect to the session

Ensure that they are using either Google Chrome, or Firefox to connect to the session, on a laptop or desktop computer. Our system does not yet support connections via mobile devices, but we are working on that and provide support for mobile devices very soon.

The other common issue is your cache. Sometimes the browser’s permissions to access audio and video on your computer can become corrupted. Clearing your cache can reset this, and when you restart the session, the browser will again ask to get permission to access audio and video. If you grant permission, it should load up the session immediately.

Your client’s video is not coming through

Depending on their browser security settings, they may need to give permission for OutSmart Meet to use their camera. This will usually show up as a red icon at the top right of their browser, in the address bar. If they click on that video icon, it will give them the option to turn on their camera, and you will be able to see them. Same goes for your own camera.

Also note that if you do not have cookies turned on in your browser, the video portion of the meeting will not function.