Telehealth is fully integrated within the legacy Kipu EMR Calendar and with Scheduler. Providers can seamlessly schedule virtual one-to-one sessions or group sessions and send meeting invitations with session links to all participants via email. Telehealth sessions can be set for a single date and time or a recurring schedule.
Issues with Zoom? If you are having issues with Zoom, please confirm that you have the latest version of the Zoom application installed on your computer. Click here for instructions.
Enable Telehealth
Legacy Calendar
As we are transitioning to Scheduler, telehealth has to be enabled by a Kipu user. For instructions on requesting telehealth enablement, click here.
Scheduler
Telehealth can be enabled by a Super Admin in the Instance Settings.
Telehealth User Permissions
Telehealth sessions follow the same rules as regular Calendar Appointments:
Telehealth FAQs
Is Kipu's integration with Zoom HIPAA Compliant?
Yes! Kipu has entered into a Business Associate Agreement (BAA) with Zoom that establishes a legally-binding relationship to ensure complete protection of PHI. Click here to learn more about how Zoom complies with HIPAA regulations.
What does the Telehealth Feature cost?
As of November 1, 2022, Kipu will begin tracking usage of the Zoom Telehealth feature in the EMR and charge 2 cents per minute of usage for each participant. These charges will be paid for actual usage in arrears, meaning, for example, they will see charges for November’s usage on their December invoice.
I think I could probably get a better price if I use Zoom directly or another video conferencing software outside of the Kipu EMR.
While you are free to use any third-party products outside of the Kipu EMR, the workflow of having telehealth integrated within the EMR and we urge you to consider the following points:
- You don’t have to spin up or down licenses as your telehealth demand changes using the integrated model.
- You don’t need to sign any contract or BAA (business associate agreement) or have any minimums with Zoom and you’ll have the ability to turn the feature on or off as needed using the integrated model.
- You don’t need to ensure that you have a certain number of licenses to be able to run meetings simultaneously using the integrated model.
- You’ll lose insight into the meeting data with patients where we have a simple report to view in the EMR of all usage.
- You won’t be able to automate creating a link with a single click when creating an appointment, getting that link to the patient automatically through an email or text.
- If you ever have issues, Kipu remains the single point of contact for everything versus having multiple vendors to reach out to.
I have Zoom now. Can you just integrate that into your product?
Due to how Zoom has the integrated program model set up, we contractually cannot integrate individual Zoom accounts into the Kipu EMR.
Can I turn telehealth on or off as I want?
Yes, if you are using Scheduler. Simply go to the Instance Settings in the Kipu EMR.
How can I track my usage?
The Telehealth Usage report is now available in the EMR.
If a host starts a session but no one else joins, is there a charge?
No; that session will not be charged.
How much does it cost?
2 cents per minute, per attendee.
When will charges begin incurring?
We will start tracking minutes starting November 1, 2022, with charges being realized beginning on December invoices.
What if my facility wants to use telehealth with a different video conferencing software?
We strongly recommend using the Zoom integration through Kipu for a seamless client experience, enhanced reporting capabilities, and robust security. However, if your facility chooses to use a different video conferencing platform, click here to learn more.
Manage Telehealth Sessions in the Calendar
How to Create:
- Create a new appointment or edit existing
- Cannot be in the past
- For recurring appointments:
- Cannot be "Until Discharge"
- Cannot have more than 50 occurrences in the series.
- Check off "Use Telehealth"
- Select Host:
- Participants will receive an invitation with the host's contact details
- Cannot be Contact with the Provider type
- Save changes
- All participants need a valid email address
How to Notify:
Patient
- Meeting created email
- Meeting updated email
- Meeting canceled email
- Manual SMS or Email remainder
How to Start
- Open Kipu Calendar
- Click on appointment
- Start Meeting
- 15 minutes before the meeting's Start Time
- Can be restarted multiple times before the End Time
- Can be started by multiple hosts
- Any user who can edit this appointment can start the Telehealth session
How to Cancel
- Delete Meeting to cancel without deleting calendar appointment
- Delete Appointment
Zoom Integration Benefits in Kipu
Utilize Kipu’s Zoom integration to streamline telehealth sessions and enhance operational efficiency. Kipu’s Zoom integration ensures seamless telehealth delivery, enhances patient engagement, and optimizes provider efficiency within a secure, HIPAA-compliant environment.
- Eliminate manual license adjustments: Kipu automatically manages telehealth demand without requiring facilities to scale Zoom licenses up or down.
- Avoid additional contracts: Kipu has already established a Business Associate Agreement (BAA) with Zoom, ensuring full HIPAA compliance and PHI protection, eliminating the need for a separate agreement. Click here to learn more.
- Enable user-controlled activation: Authorized users can turn the Zoom feature on or off as needed.
- Conduct simultaneous meetings without license limitations: Zoom operates without restrictions on the number of concurrent sessions.
- Access usage reports effortlessly—Kipu generates reports for meeting insights directly within the Electronic Medical Record (EMR) system.
- Schedule and share meeting links with one click—The system automatically creates a Zoom link when scheduling an appointment and sends it via email or text.
- Simplify support and troubleshooting—Kipu serves as the single point of contact for all Zoom-related issues, eliminating the need for multiple vendor interactions.
Zoom Meeting Features
- Waiting Room Control: Participants enter a waiting room, and the Provider (host) controls access to the session.
- Multi-Modal Communication: Supports audio, video, and text messaging within the session.
- Enhanced Collaboration Tools: Enables whiteboard and screen-sharing functionality for interactive discussions.
- Flexible Recording Options: Records sessions locally or in the cloud, with cloud recordings emailed to the Provider.
- Customizable Virtual Backgrounds: Allows users to set a virtual background for privacy and professionalism.
- Session Invitations: Allow additional participants (e.g., guardian for adolescent sessions).
- Breakout Room Functionality: Enables smaller group discussions within the session.
- Participant Name Display: Displays First Name and Last Initial in group settings for confidentiality.
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