Run a supervision meeting

A supervision meeting is a video meeting for up to 16 people: your colleagues, and supervisees who do not work in your clinic. Everyone who attends is counted toward the supervisee’s hours log, and the meeting can be transcribed and summarised.

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What you’re looking at

Supervision is a tab on the Telehealth page. It has Meetings and Supervisees and hours. Meetings are listed live first, then upcoming, past and cancelled; use the list above the table to show just one of them. Open a meeting by selecting its row (or Open menu > Open meeting). Each supervisee has an Open menu with Hours log and, if you manage supervision, Edit. If you are a supervisee who works in your clinic, a third tab, My supervision log, shows your own hours.

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Schedule a meeting

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Start it and let guests in

Open the meeting and select Start the meeting. Guests open their link, type their e-mail address and enter the code you e-mail them, and then wait in the lobby until you admit them. Only people on your supervisee list can get a code. A guest never sees anything about your clinic except its name and logo, the meeting title and the date. The first time someone records, every person is asked to agree, the same as in a video visit. Because supervisees join from outside the clinic, you also confirm once that you have told them the meeting may be recorded.

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Name a co-host

Open a meeting that has not ended and choose someone under Co-host (from your practice staff). A co-host can open the room, let guests in, run breakout rooms and start the recording (everyone is still asked to agree). They can remove a guest from the meeting, but not you or practice staff, and they cannot end the meeting for everyone. Only you sign the hours. You can change or remove the co-host at any time, including during the meeting.

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If you are late, or the plan changes

If the meeting is more than 15 minutes past its start and you have not opened it, people waiting on the guest page see “The host hasn’t started this meeting. You can keep waiting.” You and the co-host get a notice in the bell. No hours are recorded for a meeting nobody opened. To move one meeting, open it and select Change time. To cancel, select Cancel. In both cases the supervisees on your list get an e-mail with an updated calendar file, and the entry on your connected Google or Outlook calendar moves or goes. When you cancel the last meeting of a series, the old guest link stops working.

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Your calendar

A meeting you schedule appears on your own connected Google or Outlook calendar as a busy entry called Supervision meeting, with no names and no link. If you have not connected a calendar, nothing is sent. Connect one under Settings, then Calendar integrations.

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How long a meeting can run

A meeting runs to its scheduled length plus 30 minutes. Then you are asked Keep going? Say yes to carry on for another 30 minutes. If nobody answers within 10 minutes the meeting ends, any recording stops cleanly and the hours are worked out for you at that moment, counted to when it ended. You do not need to come back and press anything; you can still check and confirm each entry in the hours log. No meeting runs longer than four hours.

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Breakout rooms and room settings

Select Rooms and settings during the meeting (host or co-host). Under In this session you choose who can share a screen (Everyone, Host and co-host only or Nobody), and whether chat and private messages are on. Changes apply at once. Chat is not kept after the meeting. To split the meeting, choose how many rooms (up to 8) and how many minutes, split people randomly or place each person (on a tablet or computer), and select Open the rooms. Every room needs at least 2 people unless you allow a room of one. You can rename rooms, let people choose, send a message to every room, Visit a room (everyone in it is told you joined) and Add 5 minutes. Select Bring everyone back for a 60-second countdown, after which everyone returns to the main room. People in a room can select Ask for help; you see which room asked. Recording and the transcript stay in the main room only. To plan the rooms ahead, open a meeting that has not ended and select Plan breakout rooms. Name the rooms and drag each supervisee into one (colleagues you invited to the meeting are listed too, marked (staff)); the plan is reused for every meeting in the series. During the meeting, select Rooms and settings, then Use the saved plan: supervisees who are not there are left out. Scratchpad keeps your own notes from the rooms, and Keep this chat saves a chat into it; only you and a co-host can see it, and it is deleted after 7 days. Private messages lets you write to one person without the others seeing.

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If a connection is weak

If your connection stays weak, ClinikEHR offers Audio only. You stay in the meeting, and your time keeps counting while you are connected by audio.

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After the meeting

When the meeting ends, each supervisee who was there gets an unconfirmed entry in their hours log, worked out from when they were in the call. If you recorded it, a transcript and a draft summary appear. The summary is a draft, and it is made without names. Read it, change what needs changing and approve it; only then can its text be copied into a supervisee’s log entry. The recording is deleted automatically 30 days after you approve the summary (90 days if you never approve it), or sooner if you delete it yourself. The transcript, the summary and the hours log stay.

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Who can do this

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Common issues