How to Use the Dispatch Scheduling to Invite Interpreter

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, provider can now select any language service contractors accredited by the clinic. This process automates the process resulting to an easier experience to join interpreters in a call.

Adding an Interpreter to a Scheduled Appointment

1. From your Dashboard, click on Schedule tab.

2. Select your preferred date of visit and click Create New Visit.

3. This will route you in 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 to your chosen Interpreter, you can type these in the Notes for Interpreter’s 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 of 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 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 PIN to 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 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 Group or Interpreter. If there are changes made to the appointment, all the members of the group (including the previously assigned vendor, if it is also a member of that 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.”

Recurring Appointment

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 on the following:

·         When Creating a New Visit

·         When Editing the Visit

·         When Viewing the Visit Details

Pending Response

While the Provider or Scheduler is still waiting for the Interpreter or Group’s response, the status will automatically show as Pending Request.

Accepted

Once an Interpreter accepted the request, its status will be updated to Accepted.

Not 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:

o  Interpreter accepts the Request

o  All Interpreters decline the request

o  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 help@vsee.com

Last updated on: 12 / October / 2022