How to enroll a Patient into a Program?

In order for Patients/Member to experience the Program you have setup, they first have to be enrolled into the Program. To enroll a Patient/Member into the Program, you need to ensure the following:

• The Patient record exists in Videoreach

• The Patient’s consent status is set to Active

• The Patient does have a Visit coming up with the Visit Type, that the Program is setup with.

To enroll a Patient/Member into a Program, follow these steps. Steps 1-5 are ONLY required if you are not already in the Program, where you want to enroll the Patient/Member. If you are already viewing the Program record, where you want to enroll the Patient/Member, jump directly to Step 6.

1. Login to your Videoreach account by going to www.videoreach.run.

2. Once logged in, click on the Program menu item on the top right.

3. Search for the Program record first to ensure you or any other users have not created the record already. You can search by the Program Name. You can also use the status filter to narrow your search.

4. Click on the row with the Program record.

5. You will be taken to the Program details page.

6. Click on the Enrolled Patients tab.

7. Scan the list of Patients/Members (if any) to ensure the Patient/Member you want to enroll hasn’t already been enrolled. You can also search for the Patient using their first name, last name.

8. If the Patient/Member has NOT been enrolled, then click on the Enroll Patient(s) button.

9. The next screen will allow you to find and enroll one or more Patients/Members together into this Program.

10. You can search for the Patients you want to enroll by typing in the first and last name and then selecting them by clicking the checkboxes next to them.

11. The next screen allows you to view/enter the Visit Datetime for the Patient/Member. Note that this Visit Datetime is for the Visit Type associated with the Program (as found in the Program details). Here, it is important to understand the Program Min. Date concept.
    1. If the Patient/Member already has an upcoming Visit (≥ to the Program Minimum Date) for the Visit Type, then the screen will display the date and time value and will allow you to change it. If you change this value, it will add a new visit to the Patient/Member record as well. Use the calendar icon and the clock icon to change these values.

    2. If the Patient/Member does not have an upcoming Visit for the Visit Type, and you want to enroll this Patient/Member then you can add the date and time value for the Visit, enroll the Patient into the Program and also add the new Visit to the Patient/Member record at the same time. Use the calendar icon and the clock icon to change these values.

    3. If the Patient/Member does not have an upcoming Visit for the Visit Type that is ≥ the Program Min Date, and you want to enroll this Patient/Member then you can add a new date and time value for the Visit, enroll the Patient/Member into the Program and also add the new Visit to the Patient/Member record at the same time. Use the calendar icon and the clock icon to change these values.

    4. If the Patient/Member has multiple upcoming Visits for the Visit Type, then the most recently upcoming Visit date and time value is displayed on this screen.

12. Once you have confirmed/added the right Visit date and time value, then click on the Confirm button.

13. A confirmation message will appear in the bottom left.

14. The Enrolled Patients list will get refreshed with your Patient/Member.

15. That’s it!! 🙂 You have successfully enrolled the Patient(s)/Member(s) into the Program.

16. The Patient/Member will now receive the interactions (flows) based on the Program schedule WRT the Patient Visit(s).