Manual Webcamconsult

Here you can add your profile information:

• General information such as name and phone number;
• You can change your password for the online consulting room;
• Upload a profile photo/avatar;
• Assign a department and assign a role.

Enter your company name here and upload your logo, which will be placed at the top left of each screen. Make sure that your logo's image is not too large (ideal size: 180 by 50 pixels). An oversized image will be automatically resized, probably resulting in unreadable text (eg name).

You can indicate whether you want to strictly separate departments (divisions). Strictly separated departments means that treating physicians and Department administrators can see only their own departments (clients, appointments).

Organization Administrators can see everything.

Attention! If you have strictly separated departments then it is automatically possible to make arrangements between clients and departments. This will appear as an option in the form for appointments.
If a client is invited for an appointment with a Department than the link in the invitation e-mail leads directly to a "department waiting room". All consultants that belong to that Department can then pick up
the client for a consult.

Also on this page you can define the form of address of the therapists / consultants in Dutch, English and German.

The Contact Information is the information that appears in the IOS/Androis Apps.

The API Key is only required for connection between webcamconsult and your own system.
It is also possible to anonymize appointments after specific time if required by (patient) information security policy.

If remote support is required, you can grant access to webcamconsult tech support to remotely monitor and access your system.

Advanced settings

These settings are set by the organization administrator, often once and in consultation with Webcamconsult.

Strictly segregated departments. If you select this option, clients are strictly separated between departments. It is therefore possible to make appointments with departments instead of just individual practitioners. NOTE: If a client has not been added to a department, it will no longer appear, except for organization administrators.

Strictly segregated clients. If you select this option, clients are strictly separated between the practitioners. This means that only specific practitioners can see specific clients, only agreements between that practitioner and his 'own' patients are possible.

Consolidate and anonymize appointments:  If you check this option, the client information is removed from all appointments older than the set number of days, so de facto the appointment is 'anonymized', only the time, date and consultant information remains available. OP: If you anonymize and 'consolidate' an appointment, there is no way to retrieve the client information!

Allow remote support access: This option allows the platform administrator, or tech support, to log in as one of the organization's employees. This can be useful if there is a problem with the system, or if it is necessary for the administrator to 'look over their shoulder'.

Use web for ios. When this choice is selected, an app on iPhones is no longer searched, but the consultation is opened directly in the browser.

Use audio alarm: a doorbell sounds when a client/patient enters the digital waiting room.

Delete messages after webcam consultation: All messages will be deleted immediately after the conversation. (note that the chat cannot remain open after the conversation.)
Use new design of consulting rooms. In December 2018 we updated the design of the consultation room for the client and the consultant. Check this option if you want to use the new design

Allow file sharing. File sharing is convenient, but there are some minor risks, especially if the practitioner and client don't know each other. There is a chance that the client or handler is sending malware.

Allow screen sharing. Enabling screen sharing can be very useful, but there are some limited risks especially if clients and consultants don't know each other, there is a chance that wrong or disruptive content will be sent or shown.

Frame video display. If you want to fit the video image into the frame as large as possible during a consultation, without black bars, select 'cover', if you want a clear frame with black bars for the remaining space, choose 'contain'

Notify me if something goes wrong with the mail. This option ensures that a message is sent to the department administrator. If it is not available, a message will be sent to the organization administrator. In the e-mail, the error message is mentioned, and the reason for the refusal, for example. You can then re-enter the appointment with a different client email address.

Force starting appointments: If the client does not appear in the waiting room, an appointment can be 'forced' with this button. The appointment then starts without the client. If the client then clicks on the link or enters the waiting room, it is immediately forwarded to the active consultation room.

Stop the consultation if the webcam does not work: With this option anyone with a problem with the webcam is redirected to another page, where the webcam is checked and turned on again. Only when the webcam works is the user sent back to the consultation

Do not send mails: Disables the invitation mail function. This applies, for example, if you send e-mails with invitations from your own software systems.

ATTENTION: to use the following functions you must first contact This email address is being protected from spambots. You need JavaScript enabled to view it.

Use SMS Services: Sends a reminder via an SMS message, including a hyperlink. For this option, please contact us (This email address is being protected from spambots. You need JavaScript enabled to view it.). There are costs associated with sending SMS messages. To actually use SMS for reminders, it is of course necessary that you have entered the mobile number in client record

Use explanation animation: When this is selected, an animation is shown in the waiting room. A filename of the video and a still frame is specified by Webcamconsult support in consultation

Use evaluation. If the evaluation is selected, an iframe with a survey is shown after the consultation that the client can fill out. The doctor can see this. The questionnaire is entered via google forms or a comparable service.

Use custom iframe: Put a custom iframe on the waiting room page, behind a button for any additional information. X-Frame options must be set to enable embedding.

Use Custom Consultation Room: Add your own embeddable doctor's office, with your own branding, design and configuration. They are separate HTML files that are separate from our main application and can be modified to your liking.

Use questionnaire: If the questionnaire is selected, a questionnaire will be displayed in the waiting room for the client to complete. The doctor can see this. The name of the questionnaire is provided by Webcamconsult support in consultation

Use disclaimer: If this option is selected, a disclaimer will be shown for the waiting room. Not accepting the disclaimer will prevent access to the waiting room. The file name will be specified by Webcamconsult support in consultation.

Online payment settings 

It is possible to activate a payment function for appointments and consultation hours and to set rates for online payment before you can enter the waiting room.

This is a separate item in the "my organization" menu.

Organization administrator activates payment function and sets rates and VAT rules depending on the country and nature (business / private) of the client. Department manager can determine per appointment whether online payment applies and what rate.

For now the global payment providers Paypal and Stripe are supported. Your customers can then pay via their Paypal account or as a guest with a valid credit card. If you do not have a Paypal account yet, you can create one very quickly via https://paypal.com. You then link your own bank account or credit card to the desired e-mail address that you enter under Paypal in the relevant section of battalities.

To use Stripe for consultations you must have an account with Stripe. If you have an account, just enter the 'keys' that you find in your dashboard. If you do not have an account yet, go to https://www.stripe.com

If you need another payment provider for your online business, you can contact us anytime. We can provide integration at reasonable fee.

Set widgets

You can also set widgets via "my package". For an explanation see the part of the manual that is about my organization - my package.

Background pictures

It is possible for practitioners to choose images as background. Webcamconsult provides four standard images and you can add 4 more yourself so that practitioners can choose. They can also load the last selected background setting for each subsequent consultation.

Here you can easily create, edit and delete divisions. Divisions are needed to assign users to which belonging to those divisions/departments.

Here, as an organization administrator, you can add, change, and delete users. If you create an user, he/she will automatically receives an email with an access link, where he/she can create a password. Note this password links are only temporarily active.

If you want to use the option to invite additional participants in addition to your client, you must first create groups under the "Groups" tab. For example, for a medical practice, the groups "Family" and "Caregivers" could apply. In the "External Participants" menu item, you can then enter the external participants and assign them to groups.

Here you will find an overview of the appointments scheduled today. Each division / consultant or therapist is clearly displayed in colors. Also you will see sessions that are not closed yet. If you forgot to close a session you can do that here by pushing the red button. This is necessary if you want to start a new consultation.

In the consulting room you will see the video screen with which you will be able to do the consultation with the client. Upon starting the consultation, you must give permission to use the webcam and microphone (depending on the browser used, you can set your PC to remember this). It is possible to maximize the image.

If you enter the doctor's office, your webcam will start immediately and the settings screen will open.

 This allows you to correctly set the webcam and microphone and, if necessary, change the background of your own video image by blurring (background becomes blurry) or choosing an image. You can also check the network status and view any malfunctions. We automatically give advice on what you can do with every error.

On the right you will see a clock, which also keeps track of how long the consultation with the client is running.

You can then change your background if you wish. There are two options: first, you can blur your background so that you only stay in focus. You also have several ways to improve the image (mask size, mask edge sharpness and degree of blur)

The other choice is to replace your background with an image. By default, Webcamconsult already supplies four backgrounds and your organization manager (application manager) can add four. E.g. photos of your own office, hospital, etc.

You can easily turn your last used background back on by clicking the button “load previous settings”

NB! Unfortunately, adjusting the background does not yet work on all systems.

Network: Use this button you can check the status of your connection live during the session. If you do not have a session, you can go to the test page that you have probably seen before.

Notifications and recommendations: You can click on “Notifications and recommendations” at any time and a popup window will open. This function is intended to assist you should something go wrong.
This message will appear automatically if something goes wrong during the session. You will then see an exclamation mark appear on the settings icon at the bottom left; click on it and view the message(s). This explains in understandable language what might be wrong and what we would recommend to ensure that the session runs without errors.
There is no problem in the image below. (For technical people (administrators) there is also the possibility to look at the log messages of the system for any more specifications)

The screen adapts fully automatically to the amount of participants and offers the possibility to enlarge parts. During the consultation you can reduce the browser screen and in the meantime consult or update your patient file (this is of course also possible after the consultation, if you wish).

At the bottom right we see the clock and the duration of the consultation, as well as any photo and name of your conversation partner. Here you will also see buttons for refresh (to reconnect in case of problems) and end session during the session.

Collaborate

Via the pen icon (bottom left) you have the option to edit shared (large image) documents, for example via Google Docs (you copy the link of shared documents) or AWW Whiteboard, where you can sketch together during a Webcamconsult session.

Chat window

At the bottom left (with desktop view) you will see a button with speech bubble; this opens a chat window. Allows you to exchange messages with the client using your keyboard. Always handy if there is no sound.

Waiting room

You can see which clients are staying in the online waiting room via the right-hand button of the four bottom left. A green corner means the client is on time, a red one that he is late. A yellow corner means that it concerns a visitor of the walk-in consultation hour. You can now click on the desired client (the exact time of the appointment is indicated), after which it will be transferred to the consultation room. The client has to give permission on his/her side for webcam and microphone and then the consultation can start. The client's name is in the name tag at the top left.

Visitors who have not yet clicked on the invite link will be seen in a "grey tile". If your administrator has set this up, you can use the "force start" button. This is useful if your client/patient is having trouble getting into the waiting room.

If someone appears in the waiting room, a 'number of balloons' will appear on the icon and it will open automatically. Clients obviously do not see the waiting room icon.

PS. It is possible to show a video to clients/patients in the waiting room. The organization administrator can set this under "my organization" - "advanced settings".

Functions in the black area at the bottom

You will see a number of tools that you can use during the session. Share screen, share file (via your explorer choose file from your hard drive), add participants to current session. Full screen switching (large view of your conversation partner), and mute functions for microphone and camera (for privacy when needed). On the far right you see the button for walk-in consultation hours, with which you indicate whether or not you are available for the walk-in consultation hours where you are assigned. Your client can only share screen and file, switch to full screen and also has the mute function for microphone and camera.

Share files

It is possible to send files during the online consultation hour. You select the desired file from your hard disk and send it directly (during the session only) or by email to your client.

Please note the files are only available during the consultation. After closing the consultation, they are immediately removed from the server.

Share screen

In addition to file sharing, you can also share your screen with your client. For this it is necessary that you first install a plugin for your (Firefox or Chrome) browser. Look for this under "my package" or under "support". If you click on screen sharing, an extra small video screen will appear on your client's screen, which he can enlarge by clicking on it. This way he can watch what you show on your screen. This can be useful if, as a doctor, you want to show MRI scans, for example, or if you want to explain your client's annual accounts as an accountant.

Add person

It is also possible to add an extra person to the conversation to the current conversation. If you have invited several people in addition to your client, a small image of each present will appear on the video screen, which can be enlarged with a mouse click.

To end

When the consultation has ended, click on “end the consultation” on the client's card, after which you can click on the next client if desired.

After the consultation, the patient will receive a screen with a message where he can go for a follow-up appointment (usually telephone number if indicated by you).

You should always close a session with the red button. If you do not do this, it is not possible to start another appointment. If you forget, you will see immediately after logging in whether a session is still active and you can still close it.

Here is a list of the appointments made in your division. You can also enter new appointments here. If you click on the "New appointment" button, you can select a consultant/therapist, enter a client and appointment by selecting date and time. As a client number, use the number under which the client is registered in your own system (EHR, CRM, etc). Immediately after you save the appointment, an email will be sent to your client containing the access link. On the day of the appointment, a reminder email will be sent to your client. The access link only works for a limited time: from one hour before the appointment up to one hour after the appointment time.

It is also possible to create a group consultation. For this, you need to have created groups and participants under "external participants" in the dashboard. For more explanation: see the relevant items in the manual.

If you have created external participants, you can make an appointment with a client and invite additional participants. It is necessary that the client is present during the online consultation first, otherwise additional participants cannot enter.

If you (or your Organization Administrator in "my organization) have strictly separated departments then it is automatically possible to make arrangements between clients and departments. This will appear as an option in the form for appointments.
If a client is invited for an appointment with a Department than the link in the invitation e-mail leads to a departmental waiting room. All treating consultants who belong to that Department can then pick up the client fo a consult.

PS. since July 16, 2021 it is possible to view the logging of each appointment via the appointments menu. This way you can see directly at the relevant appointment what happened in the entire process from mail sending to connections in the consultation itself, and thus find possible causes for a failed consultation.

Paid consults

For every new appointment you can choose whether it is a paid or free consult. If paid, you can choose between the tariffs that organization administrator has configured for your organization (menu "my organization). The client will receive a mail (you can edit the text yourself) and before he will enter the waiting room he will be asked to pay online.

iCal events in the appointment mails

In the invitation mails to clients there is an option to capture the appointment in his/her agenda (e.g. Google Calendar).

It is possible to meet immediately online with a client or a group using the quick consultation function. Add the participants (suggestions will be presented) or mail-addresses (comma separated) and click enter. Your meeting will start directly in the consulting room and not in the waiting room.

The availability of a practitioner or consultant is entered and monitored here. It works the same as appointments, but here the available time is entered in the diary of the relevant practitioner for two purposes:

1. for walk-in consulting hours.

For example, January 21, 2020 from 3 to 4 pm; or every Monday morning from 9 to 10. The widget uses the entered availability to display the relevant practitioner on the web page (s) where the widget is placed.

2. For bookings by clients or patients

The availability is translated into timeslots. For example, with a consultation duration of 20 minutes and 10 minutes between consultations, 2 hours of availability is converted to 4 time slots, which the visitor to the web page (where the booking widget is placed) can book for an appointment.

In this menu item, you manage contact details of your clients. Only initials, last name, date of birth and e-mail address are required. 

It can be useful to check if a client was previously entered in the system via the Clients functionality. Simply click on the calendar icon behind the name to create a new appointment, so you do not have to fill in your client data again. You can also create a new client here and then press the "Create appointment" button. In all cases, a new appointment will be emailed to the client with an encrypted link. With this link, the client automatically enters your online waiting room, but only within a time range (one hour before (date + time) to one hour after) around the appointment. Outside this period, your patient / client will be notified that they are too early or late.

Via the menu “Clients” you go to the list of the clients/patients registered for your organization. The icons on the right have been expanded and have the following functions (from left to right)

- Start quick consultation, so without an appointment
- Make appointment
- Change data of the relevant client/patient
- Remove client/patient (not possible if an appointment is still booked)

If you want to use group appointments (for example, in addition to your client, family and home care staff can join the online consultation), you can enter the required information here (same as with a client) and assign the persons to a logical group that you previously created via the "Users" tab Groups.

You can set up these notifications after which they appear to in the online waiting room for waiting clients. This is useful e.g. if you are running late 10 minutes, or want to inform clients in the waiting room otherwise. You must not forget to delete the message afterwards.

Your client will receive several notifications before and after the webcamconsult. These can be customized as desired. In this menu item you can change the message "You are on time". In addition, you can use special codes in the text that are converted for your client to useful date and time data. 
"|afspraak_welkom_vanaf|" represents the start time from which your client can wait in the waiting room. This is usually half an hour before the actual appointment.

Your client will receive notifications about appointments by email. Directly as confirmation of the appointment and a reminder on the day of the appointment, the client will receive a direct link that gives him access to the waiting room (from half an hour before the actual appointment). The contents of (standard) messages can be customized per division. You can adjust subject and content of each email, in which you can include useful codes in the text to automatically fill in text depending on the appointment. Examples are shown on the right. Make sure that the codes remain intact so with * | for the code and | * behind the code.

There are some browsers in use that are not suitable for our video streaming standard. Do you have an old version of Internet Explorer (9 or less) and you are not allowed or able to install Chrome or Firefox, we recommend to download the standalone webcamconsult desktop application:
The application can be found here: https://webcamconsult.com/images/downloads/webcamconsult_setup.msi

In this application, you can simply sign in with your Webcamconsult login credentials, after which all the features of the dashboard and consulting room are available, and you can do your webcamconsults.
This application also allows your client to enter a PIN in order to access your online consultation at the right time. In the desktop application, you can click "use pin code" and enter your PIN. If no PIN is used, you can copy the link from the email and paste it into the webcamconsult desktop application. You can include the PIN in the standard email invitation.

Since version 2.0, each appointment has not only a link with an embedded token, but also a PIN, for example 4386. This is by default not included in the default mails; You can include PIN though by including the shortcode *|pincode|* in your custom text. Suggestion: Add the link to the webcamconsult desktop application for your clients: https://webcamconsult.com/images/downloads/webcamconsult_setup.msi

Via the menu in the IOS and Android apps, your client is able to view your contact information. Here you can manage this contact information.

On this page you will find screen sharing extensions for google Chrome and Firefox. It is recommended to install them before doing any consultations. The respective links will bring you to the screen sharing extensions in the extension libraries of Chrome or Firefox.

For users of Microsoft Internet Explorer 10 or higher, the plugin is installed automatically at first use of the hardware test (see link at the upper richt corner of your webcamconsult site.

Safari on Apple Mac computers/laptops doesn't support screen sharing. And unfortunately this feature is also not available on smartphones and tablets.

From here you will be directed to the contact form on our website. Here you can go for sales-related questions or submit a request to receive further information or make an appointment with the webcamconsult staff.

Via this menu item you will be directed to our support ticket system. Here you can, as a webcamconsult subscriber, ask questions about using our service. Regarding malfunctions/bugs or problems: You will be asked to specify as precisely as possible the problem you encountered, for example, what equipment and software you were using, whem the problem occurred. The better the description and information the better we can investigate and provide a solution. You will be automatically informed about our progress through our ticket system.