Video consultations

The Video Consultations module lets your clinic see clients over video instead of in person. It's gated by its own module — enable it under Administration → Modules if you don't see it yet.

Turning it on

1. Open Modules from the Administration section of the sidebar.
2. Find the Video Consultations card and switch the toggle on.
3. Read the confirmation dialog — it explains the per-minute pricing (below) before you confirm.
4. Click Enable.

Within a few seconds, video calling becomes available on every virtual appointment across your clinic — no per-doctor setup needed.

Heads up. Until this module is on, "virtual" appointments still work the old way: whoever booked the appointment pastes in a link from whatever video tool your clinic already uses (Zoom, Google Meet, …), and that link is what shows on the appointment. Turning the module on doesn't touch appointments booked that way — only appointments booked (or edited) after it's on get an automatic room.

Booking a virtual appointment

Nothing changes about how you book. On the appointment form, set Type (or the delivery mode field, depending on how your admin has labeled it) to Virtual instead of In person, and save as usual.

The moment that appointment is saved, MediSync automatically:

• Creates a private video room for that one appointment.
• Shows a video call panel on the appointment's detail page — this is where everyone involved joins from.

You don't need to create, copy, or configure anything yourself. If you change your mind and flip the appointment back to In person, the room is retired automatically; flipping it back to Virtual later creates a fresh one.

Starting the call — who can host

Only two kinds of people can start (host) a consultation:

• Anyone assigned to that appointment — its doctor, and also a nurse or second clinician listed under Assignments on the appointment, or
• Anyone your clinic has explicitly given the Host any video consultation permission, whether or not they are on that appointment.

This is deliberate. A receptionist who manages appointments every day — booking, rescheduling, cancelling — cannot join as a host by default, even though they can see that a room exists and copy its link. Hosting means joining as the moderator who can see and hear the whole consultation, and that's reserved for clinical staff who are actually part of the visit. If a non-doctor genuinely needs to host (a nurse running triage calls for visits she is not assigned to, for example), your Owner can grant them the permission explicitly from Roles & Permissions.

Everyone who can see the appointment — including reception — can still see whether a room exists and copy the patient's link to send it. "Viewing" and "hosting" are different permissions on purpose.

Sharing the link — and what the lobby means

On the appointment's detail page, the video panel has a Copy patient link button. Copy it and send it to the client however your clinic normally reaches them — SMS, email, WhatsApp, whatever channel you already use. MediSync does not send this link automatically; sharing it is still a manual step.

The link is safe to send ahead of time, even hours or days before the appointment. Opening it doesn't put the patient straight into the consultation — it puts them in a lobby, a waiting room where they can see they've arrived at the right place but cannot see or hear anything from inside the call. They only enter the actual consultation once the doctor admits them from inside the call. If the patient opens the link early, or a stranger somehow gets hold of it, the worst case is someone sitting in an empty waiting room — never someone dropping into a live consultation uninvited.

The doctor's own link is different from the patient's: it's a private, time-limited link that identifies them as the host. Never forward the doctor's link to a patient — always use Copy patient link, which is the one meant to be shared.

Cancelling or rescheduling

• Cancelling a virtual appointment (single or as part of a recurring series) immediately retires its video room. The link stops working right away — nobody can join a cancelled visit's call, even if they still have the link from before.
• Rescheduling keeps the same room; the appointment simply moves to a new time and the existing link keeps working for the new slot.
• Flipping a virtual appointment to In person retires its room the same way a cancellation does; flipping it back to Virtual creates a new one — treat it as a fresh room, not a resumed one.

Billing: metered per minute

Video Consultations is priced per minute actually spent in a call, not a flat monthly add-on:

• The first 60 minutes each month are free.
• After that, minutes are billed per-minute up to a volume threshold, then at a lower per-minute rate beyond it.
• Only time actually spent in the call counts. A room that's created but never joined, or an appointment that's cancelled before the call starts, doesn't use any minutes.

If a doctor's tab closes or their connection drops mid-call and nobody explicitly ends it, MediSync automatically closes the session on its own within a day so it doesn't sit open — and does not bill for time nobody was actually present. You'll see telehealth usage on your organization's usage & billing page alongside your other metered modules.

Related

• Modules — turning modules on and off in general.
• Staff roles & permissions — granting the Host any video consultation permission to someone who isn't on the appointment.
• Book an appointment — the booking form this module plugs into.