Managing Zoom BYO Telehealth Sessions

Connect with your own Zoom account to conduct telehealth calls from within your Zanda account.

In this article:

• Key Features of Zoom BYO Telehealth
• Enabling Zoom Telehealth BYO For a Practitioner
  • Option 1: A Practitioner Has No Access To Their Profile Settings
  • Option 2: A Practitioner Has Access To Their Profile Settings
• How to Disconnect From Your Zoom Account 
• Enabling Zoom Telehealth Calls on Appointments Automatically
• Inviting Participants to a Telehealth Session
• Starting Zoom BYO Telehealth Sessions
  • Running a Test Meeting

• Joining a Zoom Telehealth Session as a Client/Participant
• FAQs
• Related Articles

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Key Features of Zoom BYO Telehealth 

With Zoom BYO Telehealth you will have access to the following advanced features integrated into your Zanda system:

• Connect your own Zoom account: You can connect your existing Zoom account, or create a new account with Zoom, and link this to your practitioner profile to conduct calls through this account.
• Features will be based on your Zoom license: The feature available within the call will be based on the license you have with Zoom. 
• Apply your Zoom account preferences: Use your Zoom preferences in your telehealth calls with clients (e.g. backgrounds, waiting room etc).
• Zoom Flexibility: Use either the Zoom Desktop App or your browser to run Zoom sessions. On most devices, users are not required to download Zoom for this service to function properly. If practitioners wish to host their sessions on their iPhone, they will be required to use the Zoom App as enforced by Zoom. 

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How to Enable Zoom Telehealth For a Practitioner

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Option 1: A Practitioner Has No Access To Their Profile Settings

An account master user, a user with Settings menu access, or a user with access to the Practitioner Profile is required to connect a practitioner profile to their Zoom account.

❇️ Here are the steps:

1. Navigate to Settings > Team > Practitioners.

2. Select the practitioner profile name.

3. Select Telehealth Integration from the menu. 

4. Press Connect to Zoom.

5. The Zoom login page will be loaded. If the practitioner are not yet logged into Zoom in the browser, they will need to enter their login details and click Sign In. (If they are already logged into a Zoom account in the browser they will be authenticated with that Zoom account automatically).

6. The practitioner will review the access Zanda is requesting, and if they accept, they will click Allow.

7. The practitioner profile page will be reloaded, with the option to Disconnect from Zoom.

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Option 2: A Practitioner Has Access To Their Profile Settings

 

A user with access to their practitioner profile can follow these steps to connect to their own Zoom account:

1. Login to your Zanda account and click the account business name at the top-right, select 'Practitioner Profile'
   
2. Your practitioner profile settings will open. 

3.  Select Telehealth Integration from the menu.

4. Press Connect to Zoom.
   
   

5. The Zoom login page will be loaded. If you are not yet logged into Zoom in the browser, you will need to enter your Zoom login details and click Sign In. (If you are already logged into your Zoom account in the browser you will be authenticated with your Zoom account automatically).

6. Review the access Zanda is requesting, and if you accept, click Allow.
   
   
   

7.  Your practitioner profile page will be reloaded, with the option to disconnect from Zoom.

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How to Disable Zoom BYO Telehealth For a Practitioner

An account master user, a user with Settings menu access, or a user with access to the Practitioner Profile is required to disconnect the profile to Zoom. Here are the steps:

Option 1:

1. Navigate to Settings > Team > Practitioners.

2. Select your practitioner profile name.

3. Select Telehealth Integration from the menu. 

4. Press Disconnect from Zoom.

 Option 2:

1. Login to your Zanda account.

2.  Click the account business name at the top-right, select 'Practitioner Profile' 

3. Your practitioner profile settings will open.

4. Select Telehealth Integration from the menu. 

5. Press Disconnect from Zoom.

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Option 3:

You can disconnect from revoking access from within your Zoom account. Here are the steps:

1. Login to your Zoom Account and navigate to the Zoom App Marketplace.
2. Click Manage > Added Apps or search for the "Zanda - BYO License" app.
3. Click the "Zanda - BYO License" app.
4. Click Remove.

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Enabling Zoom Telehealth Calls on Appointments Automatically

You can streamline your administrative tasks by automatically enabling Zoom BYO, Basic and Pro Telehealth Calls for appointments designated for telehealth sessions.

This section of the article will guide you through the setup process.

• First, you will set a special location type for your telehealth appointments:

1. Navigate to Settings > Practice > Locations and create a new location for telehealth appointments, or open your existing one to edit.
2. In the Location Type field, select 'Telehealth Video Call' type. 
3. Enter other location details if necessary and save the changes. 

• Next, ensure that each practitioner who provides telehealth appointments has separate availability set up for their telehealth location. 

1. Navigate to Settings > Team > Availability and click the practitioner name to open their list of availabilities. 
2. Create a new availability for their telehealth location, or open the existing one to edit. 
3. In the Location dropdown, select the Telehealth location. 
4. Set the available days and hours, including the client portal online availability, if needed, and save the changes. 
   

• Once the Telehealth Video Call location and the availability of practitioners for this location are properly configured, all new appointments created by users within the app and by clients through the client portal will automatically include the Telehealth link. This link will be applicable for all types of Zoom Telehealth services offered in Zanda: Basic, Pro and BYO.
• ❗If an appointment was initially set up in a different location type and later moved to a telehealth location, the telehealth link will not be activated automatically. Users can manually enable the link on the appointment panel.
• To send the Telehealth links to clients, prepare communication templates. This is done in Tools > Communication > Templates. Use the {ClientTelehealthUrl} merge field to automatically merge the client telehealth video call links in communication messages. 

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Inviting Participants to a Zoom BYO Telehealth Session

Inviting participants to a Zoom BYO Telehealth session in Zanda is simple. Each telehealth appointment scheduled in your calendar generates a unique Zoom Telehealth link, which you can easily share with participants using Zanda communication tools or your preferred method.

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Using Zanda Communications to Share Telehealth Links

1. Automatically Include Telehealth Links in Messages
   • Go to Tools > Notification > Templates and set up your communication templates to include the {ClientTelehealthUrl} merge field.
   • This merge field automatically merges the appointment unique Telehealth link into messages sent to the client in relation to their appointment.
   • ⚠️ Important: Ensure the Telehealth switch is enabled in the appointment panel to generate the Telehealth link.

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Manually Sharing the Telehealth Link

If you prefer to send the link manually via third party SMS or email, you can copy the link directly from the appointment panel:

1. Locate the Appointment on the Calendar

   • Find the appointment in your calendar view and click on it to open the appointment panel on the right.

2. Enable the Telehealth Switch

   • Ensure the Telehealth switch is turned on in the appointment panel. This will generate the unique Telehealth link.

3. Copy the Link

   • Click the Copy Link button in the appointment panel to copy the Telehealth link to your clipboard.

4. Paste and Share

   • Paste the copied link into your preferred SMS or email platform and send it to the participants.

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Starting Zoom BYO Telehealth Sessions

1. Click the appointment block on the calendar display. 
2. The appointment panel will open on the right side.
3. The Appointment Details section includes the controls to manage Telehealth sessions. 
   Click 'Start' to start the session.
   
   
4. When you clicked the 'Start' button, read the notification pop-up to confirm that you wish to start the Telehealth session. Click 'Open Telehealth Session' to confirm and start the session. 
   
   

5. The Telehealth launch page will open. Here you will be able to start the call.

• You will be able to start it via a browser, or via Zoom Desktop App or Zoom Mobile App
  

• If you wish to start a session as a host on your iPhone, you will only have an option to use the Zoom Mobile App, as enforced by Zoom. 
• The meeting will launch using your own Zoom account, using your own meeting settings and available Zoom Apps. 

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Running a test meeting

Before you start a live session you have the option to run a test meeting to test your internet connection quality, your camera and microphone settings.

1. Click 'Start A Test Meeting' button in your Zanda Telehealth call launch page.
2. The Zoom launch page will open. Click the 'Join' button:
   
3. Click 'Open Zoom Meetings' to open the meeting in the Zoom App. Alternatively, click the 'Launch Meeting' to open the meeting in your browser. 
   
4. The system will prompt you to test your camera, microphone and speakers to ensure they will work in a session. 
   
   
   
5. Once you confirmed that the camera, microphone and speakers are working, click 'End Test'
   

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Joining a Zoom Telehealth Session as a Client/Participant

Your clients will be joining their telehealth sessions via the links you shared with them. They can join sessions on any modern device with a stable internet connection, a camera, a microphone and speakers.

1. They will click their telehealth session link at the appointment start time. 
2. They will have an option to join the meeting in browser or in the Zoom app. 
3. They can start a test meeting to check their internet connection and video and audio quality before joining the live meeting. 
4. We have created this step-by step guide you can share with your clients to help them get ready for telehealth sessions: Joining a Telehealth Session as a Client

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FAQs

• How can I turn on Telehealth links on appointments automatically? 

Appointments created in a Telehealth Video Call location will have Telehealth link on automatically. This will require an initial setup:

1. In Settings > Practice > Locations, create new or edit an existing location to add the Telehealth Location Type to its settings. 
2. Use this location to create Availability for practitioners. Allow for client online bookings, if applicable. 
3. Once the above is set, all new appointments created in these locations, manually or online, will have the Telehealth links on automatically. These links will work for all types of Zoom Telehealth: Basic, Pro and BYO. 

• I want to automatically enable Telehealth links on all my appointments in all or some of my locations. Is this possible? 

Yes, it is. Here is how:

• Navigate to Settings > Practice > Locations and open each location to edit.
• In the Location Type dropdown, select Telehealth Video Call. Save.
• Repeat the above for all or some of your locations.

• Can I customize reminder emails to account for both in-person and Telehealth appointments?

You can currently use a single automatic reminder template for all location types. Here is how you can work around this:

• Use the telehealth link merge field {ClientTelehealthUrl} to include the clients’ session link in the reminders.  If telehealth is not enabled for a specific appointment, the reminder sent to the client will contain a blank space where the link would normally appear. To address this, consider adding explanatory text in your reminder to clarify the situation for your clients.
• Alternatively, you can use pre-appointment automations to send telehealth links. Set automations with communication templates with the {ClientTelehealthUrl} merge field for appointments scheduled at telehealth location types.

• What happens if my own Zoom subscription ends and I haven’t extended it? 

In this case, you can switch to using Zoom Telehealth Basic or Pro options available at Zanda. To do so:

1. Disconnect from your own Zoom account in your practitioner profile > Telehealth Integration and click ‘Disconnect From Zoom’.
2. Once disconnected from your own Zoom account, you will be able to start using Zoom Telehealth Basic calls immediately - just click the Telehealth Start button on an appointment panel. Appointment telehealth links will stay the same.
3. If you wish to use Telehealth Pro sessions, you will have 4 free sessions available with the Basic option each month. Should you need more Telehealth Pro calls each month, you will need to subscribe to Telehealth Pro. This is managed via Settings > Communication > Communication Options menu. If you do not have access to these settings, please reach out to your account administrator. 

• If I use Zoom BYO Telehealth, am I bound by Zanda participant/session limitations or my own Zoom license limitations?

If you use Zoom BYO Telehealth, you are bound by the limitations of your own Zoom license (e.g., 30-hour meeting duration, 100/300 participants), not Zanda Zoom Telehealth Basic or Pro participant/session limitations.

• Do I get access to all features of my own Zoom license tier (e.g., Pro/Business) if I use Zoom BYO Telehealth?

Yes, you can access all the features included in your Zoom license tier (e.g., Pro/Business) as per your subscription with Zoom.

• Can I use the Zoom Apps or AI features with Zoom BYO Telehealth?

Yes, if you connect your Zanda practitioner profile with your own Zoom account, you can use any Zoom Apps, including AI-related features, that are available through your Zoom subscription.

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Related Articles:

• Embracing the Future of Telehealth with Zanda and Zoom
• Telehealth Upgrade: Transitioning from Telehealth Lite to Zoom Telehealth Basic and Zoom Telehealth Pro 
• Upcoming Changes to Telehealth Services In-Detail