Dynamic Link
Our scheduling portal, Foodsmart for Dietitians, and zoom are integrated so that each appointment in your calendar will have the corresponding zoom link embedded in it
FFD sends the zoom link to your member (via their email and text). RDs will initiate their scheduled visits using the appointment link -- RDs must be logged into the zoom desktop application before starting their visit so they are recognized and won't appear as a "guest."
The zoom dynamic link in the appointment will be used to initiate both video and audio visits every time.
Log into Zoom application before managing your scheduled visits
With the launch of dynamic links - you will log into your zoom application from your Okta dashboard at the beginning of your day - every day you are scheduled to see patients - this will ensure you are not showing as a “guest” in your zoom appointments.
Before you start your visits for the day, - set up your systems correctly by
Log into zoom application via Okta
Log into Foodsmart for Dietitians
Open FNN
Initiating a Video Visit from the member appointment
Dynamic Zoom Link Instructions
1. Login to Okta, foodsmart.okta.com
2. Click the Zoom tile (Dynamic Zoom links WILL NOT work if this step is skipped)
3. Click the FFD tile. Click the Zoom link in FFD (Do not got back to your FoodSmart Zoom Tile)
4. Click the Cancel button on pop-up.
5. Click the Join from Browser (After you join for the first time you will only have to click the Join from your Browser button)
You are now in the Zoom Dynamic Meeting
The dynamic link will open a unique zoom meeting room where your member should be waiting and you can begin the visit
Your Zoom Room will open, click Join Audio by Computer
After you initiate your scheduled Zoom meeting, your patient will join you - if the patient arrives first (or on the wrong day) - they will see this message until you join them.
Using the dynamic link to initiate a patient AUDIO VISIT
Initiating a Audio Visit from the member appointment
*If your member is scheduled for an audio call, they will not receive a Zoom link and you must call them to initiate the visit.
Dynamic Zoom Link Audio Instructions
1. Login to Okta, foodsmart.okta.com
2. Click the Zoom tile (Dynamic Zoom links WILL NOT work if this step is skipped)
3. Click the FFD tile. Click the Zoom link in FFD
4. Click the Cancel button.
5. Click the Join from Browser (After you join for the first time you will only have to click the Join from your Browser button)
You are now in the Zoom Dynamic Meeting
To add your member
6. Click the Participants button
7. Click the Invite button
If you select the zoom appointment link before it is scheduled to start, you'll see a message similar to this...
8. Click the Zoom Phone
9. Click on Zoom Phone for dial pad to appear
10. Click the headphones to select manually reconnect to meeting audio (DO NOT SKIP THIS STEP! You will only have to do this step once)
11. Dial member’s phone number (Copy & Paste number from FFD)
12. Click the blue phone icon to initiate the call.
13. After member picks ups, Click complete meeting invite to move call into Zoom meeting (to end the call click the RED phone icon)
To merge another call in the meeting
Click on participant
Click on Invite
Click on Zoom Phone
Dial 2nd phone number (language line)
Click blue phone icon to dial
6. Click on Complete call to merge the call into the Zoom meeting
7. Proceed with appointment.
Conference Calls using zoom
Initiating a Conference Call (used to conduct a three way call to add in Interpreter Services/Language Line)
Watch the video to see these steps in action -
From the Zoom room, click on participants
Click on Invite
Click on Zoom Phone
Dial the member's number
Admit member into meeting
Click on Invite
Dial the second number (language line)
Admit second number from waiting room
Begin your conference call
**Remember to click on the arrow next to the headphone to manually cancel your dial pad after dialing. **
Let's recap those steps so you're clear on this process....
First, dial the member/member's number and click continue
Select Zoom Phone and dial the second phone number (for example, interpreter services) and click continue
Where is the dial pad?
On Island Browser, Please click on the headphones to the right of the dial pad
Select Manually reconnect to meeting audio
The dial pad will stay so you can leave a VM and complete the call
The dial pad will disappear after you click on Complete the call
From the Zoom room, call the language line and select preferred language before you click on complete
How To Send A Reminder Notification?
**The Send reminder notification action will only be available to you in the five minutes prior to the start time of the scheduled appointment**
Send a reminder notification
Click into the patient name and select OPEN
From Actions select Send reminder message
If the reminder notification doesn't prompt your patient to join the zoom room, attempt to contact them by phone at least two times before cancelling the appointment as a NO SHOW.
How long does the Dynamic Link appear in Foodsmart For Dietitians?
As soon as you schedule the patient in Foodsmart For Dietitians the Dynamic link is created
What does a member see while waiting for RD?
What is my zoom phone direct number?
Your Zoom phone direct number
Below the dial pad on the right side of the Zoom Phone app is a phone number with a drop-down arrow.
Please click on that drop-down arrow to reveal your Zoom Phone direct number
In this example, the user's direct number is (650) 409-5830.
What is my zoom number is coming up as Spam Risk?
If your direct number comes through as a SPAM RISK - you may select the Main Company Number to dial from instead. Be sure to give the patient your extension if you leave the main number for a call back.
How to Call the Interpreter using Zoom?
From the Zoom meeting, click on participants
Click on invite
Click on Zoom phone
Dial 1st phone number
Complete meeting invite
Member will merge into Zoom meeting
Click on invite next to participants to call the interpreter
Click on Zoom phone
Dial 2nd phone number
Click the keypad
Click Hide Keypad
Click complete meeting invite
Interpreter will merge into Zoom meeting with RD and member
How to do an On-Demand Visit on Connect Path using Zoom?
If your patient is agreeable to an On Demand visit follow these steps:
Step 1: Call the patient from Connect Path
Step 2: Place the patient on hold and from FFD, schedule the appointment
Step 3: Click on the zoom link from the scheduled appointment to initiate the visit
Step 4: Invite the patient to an audio zoom call - dial the patient's number on the dial pad
Step 5: When the patient answers, select Complete Meeting Invite to admit the patient to the meeting
Step 6: Admit the patient and start the visit
Use verbiage like this to set expectations with the patient -
"Since you're available for a visit now - I'm going to connect our call through our scheduling system so I can complete your chart during our visit."
"I'm going to put you on a brief hold so I can dial you again from our scheduling system - please answer the call you receive, once you answer, I will admit you to our visit."
The patient will hear that they've been placed on hold - once they accept your 2nd call from zoom, they can hang up from the Connect Path call and will be added to the zoom visit.
Common Connectivity Issues and Solutions
Missed Calls and Reconnecting Members
Scenario: A member calls back after missing the initial call, but the call does not connect to the dynamic Zoom link. Solution: Request the member to hang up, and then initiate a call to them directly from the dynamic Zoom room using the dynamic link. This ensures that the appointment is correctly linked and all necessary documentation appears on Zoom for audits and tracking purposes.
Scenario: A patient calls back after missing a Zoom appointment, and merging their call requires ending the current Zoom meeting. Solution: Follow the directions outlined in your organization’s resources, such as the Zoom FNN article, to merge the call effectively. This method ensures the proper linking of the visit.
Best Practices
Always use the dynamic Zoom link to initiate calls to ensure the accuracy of appointment logs and system alignment.
Familiarize yourself with your organization's procedural guidelines, such as the Zoom FNN article, to follow recommended practices.
Regularly check SSO authentication to ensure smooth access to Zoom and related portals.
If you are having issues calling on Zoom email IT@foodsmart.com