In the previous version of VSee Clinic, providers used to invite interpreters on the actual call via the dial-out option. However, with the new release of the Dispatch Scheduling feature, providers can now select any language service contractors accredited by the clinic. This process automates the process resulting in an easier experience to join interpreters in a call.
- How to Add an Interpreter to a Scheduled Appointment
- How do Interpreter Companies Respond to an Invite
- What are the Different Statuses of the Interpreter Company in Visit Details
- Scope and Limitations
Adding an Interpreter to a Scheduled Appointment
1. From your Dashboard, click on the Schedule tab.
2. Select your preferred date of visit and click Create New Visit.
3. This will route you to the “Create New Visit” window.
From the Create New Visit Window, fill out all the mandatory fields represented by the *. In the same window, select + Interpreter under More options.
4. Select the available Language from the dropdown arrow.
5. From the Interpreter field, select any of the Interpreter companies accredited by the clinic.
Note: Currently we only support American Sign Language (ASL).
Note: Should you have additional notes or requests for your chosen Interpreter, you can type these in the Notes for Interpreter field.
6. Select Create Visit once all the details are already included in the Create New Visit Window.
7. Once Create Visit is clicked, you will be routed to your appointment details preview.
Select Confirm if the details included in the preview are correct and click on Back if you need to edit some information about the appointment.
Note: Once the invite is created, a Request for ASL Interpreter email will be received by the Interpreter’s Company.
Interpreter Companies' Responses to an Invite
The Dispatch Scheduling feature or Hunt Group simplifies the process of interpreter companies to either accept or decline an appointment request. Once the Provider or Scheduler sent a scheduled appointment, selected Interpreter companies included in the invite will receive a “Request for ASL Interpreter” email. The email includes "Accept" and "Decline" buttons that the companies can choose from to indicate their responses.
Accepting the Request
The Interpreter who first accepts the request will be routed to the page with a message that says: “You have accepted the request to join the meeting”. This window provides the date of the appointment, the meeting link, and the dial-in number with a PIN which the Interpreter can use to access the upcoming appointment as a guest.
Note: As a guest, the interpreter does not need to log in to access the appointment.
When the interpreter receives the message that says: “You have accepted the request to join the meeting”, this is then followed by a Confirmation email that contains the meeting instructions and complete details of the appointment.
Declining the Request
All the hunt groups included in the Scheduled appointment will receive a “Request for Interpreter” email. If the stated schedule in the invitation does not match the Interpreter’s availability, the Interpreter has the option to decline the request by simply clicking the “Decline” button.
Note: The Provider and Scheduler will receive an email if all the included Interpreters in the invite have declined the appointment. A new invite can be sent out to another Interpreter company.
Declining an Accepted Request
There are times when the Interpreter who accepted the request may change his mind. However, VSee does not support changing responses such as Accept to Decline or Decline to Accept yet. If there are changes that have to be made, the Interpreter needs to contact the clinic to cancel/reschedule the appointment. This gives an opportunity for the Provider or Scheduler to edit the appointment and invite another Hunt Group or Interpreter. If there are changes made to the appointment, all the members of the hunt group (including the previously assigned vendor, if it is also a member of that hunt group) will receive new invitation and can respond within 24hrs.
Note: If an Interpreter has accepted the invite, but there is an Interpreter already assigned to the appointment, the Interpreter will be routed to the page with a message that says: “Sorry! The meeting has been assigned to someone else.”
A recurring appointment will have the same Appointment number and link. However, if there are changes to the assigned Interpreter or details of the visit, the meeting link that the Interpreter has previously received would become invalid. If he clicks on the meeting link, he will be directed to an error page that says “Your meeting URL is no longer valid. The meeting may have been rescheduled or canceled”. The selected Interpreter company will receive a new invitation and can respond within 24hrs.
Expired Invite Request
Currently, the appointment requests sent to the Interpreters are valid for 24 hours. This duration can still be configured upon request. Once the Interpreter accepts the request after the maximum time has passed, he will be directed to an error page that says “Your meeting URL is no longer valid. The meeting may have been rescheduled or canceled”. The Provider or Scheduler will receive an email informing that no interpreter has accepted the invite. The appointment can be edited or canceled, and a new Interpreter company can be selected.
Different Statuses of the Interpreter Company in Visit Details
There are three kinds of Interpreter Statuses that can be seen in the following:
When Creating a New Visit
When Editing the Visit
When Viewing the Visit Details
While the Provider or Scheduler is still waiting for the Interpreter or Hunt Group’s response, the status will automatically show as Pending Request.
Once an Interpreter accepted the request, its status will be updated to Accepted.
There are two scenarios on why the Interpreter status will reflect as Not Accepted:
When no one accepts the request within the max-time period
When all the interpreters have declined the request
Scope and Limitations
- The Provider or Scheduler will receive a confirmation email of all the following statuses:
- The interpreter accepts the Request
- All Interpreters decline the request
- Expired Request
- There are three invite statuses: Pending Request, Accepted, Not Accepted.
- When no one accepts the request within the max-time period, the request will be expired. The duration of the invite can be configured upon request.
- An Interpreter who accepted the invite should reach out to the clinic if he will not proceed with the service.
- Please contact Sales or your Account Manager to enable this feature in your Clinic.
If you have any questions, please contact us at firstname.lastname@example.org
Last updated on: 13 October 2022