Telehealth via Google Meet
ApexMentum runs telehealth on Google Meet. We chose Meet because it's HIPAA-eligible through Google Workspace, it works in every modern browser without a download, and the link generation is automatic — there's nothing for you or the patient to set up beyond clicking Join.
How it works
When you create an appointment marked as Telehealth:
- ApexMentum generates a unique Google Meet link for that appointment.
- The link is attached to the appointment record.
- The patient sees a Join button in their portal, in their confirmation email, and in their reminder email.
- You see the same link on your appointment card in the Schedule.
At appointment time, both sides click Join and you're in a Meet room together. Each appointment gets its own room — they don't carry over between patients.
Marking an appointment as telehealth
When booking (either as a patient via the portal, or as staff from the Schedule page), the appointment type determines whether telehealth is on. To mark a type as telehealth:
- Open Clinic Setup → Appointment types.
- Edit the type.
- Toggle Telehealth on.
Save. Going forward, every appointment booked under that type gets its own Meet link.
What the patient experiences
In the patient portal, telehealth appointments show:
- A Join visit button (active 5 minutes before through 30 minutes after the scheduled time)
- A reminder email with the link 24 hours and 1 hour before
- A short pre-visit check ("Test your camera and microphone")
Patients don't need a Google account — Meet supports guest entry from a browser link.
What you experience
When you click Join from an appointment card, ApexMentum opens Meet in a new tab. You're admitted to the room as the host. You can:
- Mute/unmute, turn video on/off
- Share your screen (great for reviewing labs or imaging)
- Use the in-Meet chat for typing things like supplement names
After the visit, close the tab. Either you can end the call for everyone, or just leave — the room stays open until the second person leaves.
Privacy
- Each appointment's Meet link is unique and not guessable.
- Links expire shortly after the appointment ends.
- We do not record visits by default. If you need recording (and your jurisdiction allows it), use Meet's record-in-call control with the patient's verbal consent.
Troubleshooting
Patient can't join. Make sure they're using a modern browser (Chrome, Safari, Edge, Firefox — current versions). Mobile browsers work too.
The Join button is greyed out. It activates 5 minutes before the scheduled start. Earlier than that, the link exists but isn't usable yet.
Audio or video issues mid-call. This is almost always a network or device issue on the patient side. Have them refresh, then re-Join.