Telehealth

TABLE OF CONTENTS

• Does Zaya provide a video link for virtual sessions?
• What platforms does Zaya recommend?
• Keeping sessions compliant
• Set up your waiting room
• Adding a default video link
• Scheduling virtual sessions on your calendar
• Preparing for your sessions

Telehealth is a wonderful opportunity to provide meaningful services to clients in the comfort of your home. If you have any questions at all, please don’t hesitate to reach out to support@zayacare.com.

Does Zaya provide a video link for virtual sessions?

Providers are responsible for adding their own HIPAA-compliant video link for virtual appointments. 

What platforms does Zaya recommend?

• Zoom (must use HIPAA compliant version)
• Doxy.me 

Keeping sessions compliant

As part of being a member of the Zaya Network, you signed a BAA stating that you are in agreement to use a telehealth platform that is HIPAA (Health Insurance Portability and Accountability Act) compliant. This is to ensure privacy standards to protect patients’ medical information. 

The video platform you choose must be encrypted and offer a waiting room so you are able to control who enters the call and when. This will guarantee privacy among clients. 

Set up your waiting room

• Zoom
  1. Log into zoom.us and select the Meetings tab
  2. Navigate to Personal Room
  3. Click Edit
  4. Turn on the Waiting Room feature by checking the box
• Doxy.me
  1. The waiting room feature is set up by default on Doxy. 

Adding a default video link

To set a default video link, follow these steps.

1. Navigate to Settings within the portal
2. Under Video Visit, paste the default video link you would like to use for all new appointments and press Save.
   • This will apply to all appointments scheduled from now on. To update the video call link for a specific appointment, edit the appointment details.
3. Within your chosen video calling platform, make sure you have the waiting room feature turned on to prevent clients from overlapping during calls.

Scheduling virtual sessions on your calendar

If you would like to add virtual sessions to your calendar, follow these steps.

1. Go to your calendar within the portal
2. Click on the time slot you want to conduct the virtual session by clicking directly on the calendar or by clicking on the +Add event button in the top right corner.
3. Under Visit type, select Video
4. If you've added a default video link in Settings, it will automatically pre-populate here. If not, paste your HIPAA-compliant video link in the Visit location field. 
5. Complete the remaining information and press Save.  
   

Preparing for your sessions

When preparing for your sessions, these are a few things to consider:

• Have a clean background or consider having a virtual background

• Conduct your sessions in a private space in your house. If you share a space with others and are unable to be alone in your home/apartment, go to a room in which you can be alone and put on earbuds or headphones

•  Make sure that your face is well-lit. Natural lighting, lamps, or ring lights are great options.