Virtual Care Resources

• Checklist for practice review and action planning

• Worksheet to help add video visits to your schedule

Informed verbal consent was obtained from this patient to communicate and provide care using virtual and other telecommunications tools. This patient has been explained the risks related to unauthorized disclosure or interception of personal health information and steps they can take to help protect their information. We have discussed that care provided through video or audio communication cannot replace the need for physical examination or an in-person visit for some disorders or urgent problems and patient understands the need to seek urgent care in an Emergency Department as necessary.

Dear [Patient Name],

Your health care is important to us. In order to provide you with the best possible care, we occasionally send electronic communications to our patients.

The cell phone number and email associated with your patient files at [Practice Name] is below:

[(888) 888-8888]
[email]

You are currently set to receive messages for [message types to be sent by practice in the future], but you will not receive messages for [example of what is excluded if applicable].

If you wish to change your preferences in order to receive electronic communications or if you wish to decline receiving all messages from [Practice Name], [click here or email to unsubscribe]. This will not affect your ability to receive care.

Our goal is to provide you with relevant and useful information about your health care and the services we offer.

This email address is used for general inquires only and is monitored during clinic hours by administrative staff. We will reply to your message within X business days.

Unless directed to do so, please do not send forms, photos, or documents to this address. We will request these items if needed or your physician may ask for them during your appointment.

If you would like to book an appointment, please call our office at [phone number] or visit our website at [website address].

Our clinic’s hours of operation are:
Monday to Friday - x am to x pm.

***DO NOT REPLY TO THIS EMAIL*** This email address is not monitored and your message will not be seen by clinic physicians or staff.

If this is an emergency, seek immediate medical attention by calling 9-1-1 or visiting the nearest Emergency Room.

If you would like to book an appointment, please call our office at [phone number] or visit our website at [website address].

Our clinic’s hours of operation are:
Monday to Friday - x am to x pm.

Autoreply for monitored email inbox

This email address is used for general inquires only and is monitored during clinic hours by administrative staff. We will reply to your message within X business days.

Unless directed to do so, please do not send forms, photos, or documents to this address. We will request these items if needed or your physician may ask for them during your appointment.

If you would like to book an appointment, please call our office at [phone number] or visit our website at [website address].

Our clinic’s hours of operation are:
Monday to Friday - x am to x pm.

This e-mail and any attachment(s) is/are for authorized use by the intended recipient(s) only and must not be read, distributed, disclosed, used, or copied by anyone else. If you are not the intended recipient, please notify the sender immediately, disconnect and delete any attachment(s).

Please keep in mind that communications via email over the internet present a risk, although unlikely, that information you include in an email can be intercepted and read by other parties besides the person to whom it is addressed. Please do not include personal identifying information such as your birth date, or personal medical information in any emails you send to us. Diagnosis or detailed medical advice are generally not suitable for email or other written communications and cannot replace the relationship you have with a physician or another healthcare practitioner.

In order to expand our services and availability to patients, our clinic will be introducing virtual care visits as of [date]. Patients will now be able to connect with their family physician remotely, using their smartphone or computer.

To sign up for a virtual care visit, refer to our [online booking or attached handout] for appointment availability and clinic hours. For questions or assistance with troubleshooting, please contact the clinic at [clinic phone] or [email].

Note: Patients may be re-directed to the clinic for an in-person visit at any time if the appointment type is deemed not appropriate for virtual care.

Family physicians, nurse practitioners, and specialists can access Zoom licences free of charge. Our team works in partnership with the Provincial Health Services Authority (PHSA) to provide free Zoom for Healthcare licences.

• To request a licence, please complete this short application form.
• For support with requesting, activating, or using your PHSA Zoom for Healthcare licence, please email OVHZoomSupport@phsa.ca.
• Patients can access Zoom technical support by calling the Patient Virtual health care Tech Support line at 1-844-442-4433. Support is available Monday to Friday from 7:00 a.m. – 5:00 p.m.

To learn more about how to use Zoom for Healthcare for virtual visits, watch these short video tutorials on the DTO YouTube channel.

To prepare for your first virtual visit, please review this short video to introduce yourself to the virtual care experience. For tips and privacy & security considerations, review Seeing your doctor with Zoom. 

It is good practice to check your audio and video prior to your first visit. You can also test the Zoom platform before you first visit: https://zoom.us/test.

For patient support for Zoom virtual health visits, please call 1-844-442-4433 (toll-free), Monday to Friday, 7 a.m. to 5 p.m.

If you’ve already signed up for a Zoom account and downloaded the Zoom application on your computer or mobile device, simply click the meeting link above to start your appointment automatically. You will be placed in the virtual waiting room until Dr. [Name] is ready to see you.

Thank you for booking your virtual visit with Dr. [Name]. To start your Zoom for Healthcare visit on [date & time of visit], click on the meeting link below:

• [Copy & Paste Dr’s Personal Meeting ID & link]
• Phone details are optional (Please write down the meeting password for quick reference).

Preparing for Your Zoom for Healthcare Visit

To prepare for your first virtual visit, please review this short video to introduce yourself to the virtual care experience. For tips and privacy and security considerations, review Seeing your doctor with Zoom.

It is good practice to check your audio and video prior to your first visit. You can also test the Zoom platform before you first visit: https://zoom.us/test.

For patient support for Zoom virtual health visits, please call 1-844-442-4433 (toll-free), Monday to Friday, 7 a.m. to 5 p.m.

Thank you for booking your virtual visit with Dr. [Name].

To start your visit on [date & time of visit], click on the meeting link below:

[link]

To prepare for your virtual visit:

• Choose a well-lit, distraction-free, private location
• Have a pen and paper ready to take notes.
• Write down the name and address of the pharmacy where you typically pick up prescriptions
• Have the clinic’s phone number available to assist with troubleshooting
• For inquiries related to your appointment booking, please contact the clinic at [phone] or [email].

To prepare for your first virtual visit, please review this short video and this list of tips. Please ensure you read the Notification of risks and any attachments accompanying this email, as they contain important information regarding your virtual visit.

Need to cancel or change your appointment date?

Please respond to this email or contact the clinic at [phone number] with at least [xx] business hours advance notice to avoid missed appointment fees.

• Choose a well-lit, distraction-free, private location.
• Ensure that your Zoom profile name or the name you entered via the web browser is recognizable to your doctor.
• Have a pen and paper ready to take notes.
• Write down the name and address of the pharmacy where you typically pick up prescriptions.
• Have the clinic’s phone number available to assist with troubleshooting.
• For inquiries related to your appointment booking, please contact the clinic at [phone] or [email].

Simply copy and paste the meeting link listed above into any web browser. Select ‘Join from your browser’ at the bottom of the screen and enter your name to access the virtual waiting room. (NOTE: Please enter a name that your doctor will recognize. Use the Chrome web browser for optimal performance.)