Category: Tips

Managing Client Forms in Clocktree

You can use Clocktree to deliver and store client forms in a secure and HIPAA compliant way.

  • The first step is to create your forms in a Word doc or a fillable PDF file. This will make it easy for your clients to complete the forms on their computer or device without having to print them.
  • Send a secure message to your client within Clocktree, attaching the blank forms and instructions for returning the completed forms. Your client will receive a notification with a link to access your message.
Click the Send Message button from your client’s profile.
  • There are three options for clients to return the forms:
    1. Clients can reply to your secure message in Clocktree, attaching their completed forms.  When they do this, you will receive a notification and there will be new message indicator next to that client’s name on your client list.
    2. Clients can upload their completed forms in the Documents tab on their own Clocktree profile.  You or other colleagues within your Clocktree practice will be able to access the completed forms from the client’s profile at any time.
    3. Clients can upload the completed forms into the video appointment room by clicking the paperclip in the bottom right corner and attaching the file.  Once the document appears, both parties can click “shared view” to enlarge the document and go through it during the appointment. The file will be securely stored and accessible afterwards in the Appointment History.

If either you or the client needs to download and/or print the documents, simply hover the cursor over the image and a download arrow will appear.

Client forms and any other data stored in your Clocktree account will remain available to you, even if you no longer have an active Clocktree subscription. It’s a simple and secure way to manage client forms.

Add an extra level of security to your Clocktree account with MFA

You can choose to enable Multi-Factor Authentication (MFA) to your Clocktree account. This is an option for all Clocktree accounts, whether you are a provider or a client.

Here are steps to enable MFA on your Clocktree account through an authenticator app such as Google Authenticator or Authy:

  1. Click the user icon in the upper right
  2. Select My Account
  3. Click the MFA tab
  4. Enter your Clocktree password and click Continue
  5. Click Add Authenticator App
  6. On your mobile device, download and open an authenticator app
  7. Scan the QR code on your Clocktree screen when prompted
  8. Enter the 6 digit code (token) generated by the app
  9. Enter a description name for your authenticator app
  10. Click Add Authenticator App

Here are steps to enable MFA on your Clocktree account through a Security Key such as FIDO, YubiKey or Titan:

  1. Click the user icon in the upper right
  2. Select My Account
  3. Click the MFA tab
  4. Enter your Clocktree password and click Continue
  5. Click Add Security Key
  6. Plug the Security Key into your computer and click the button when prompted to complete setup

This security option is controlled by each individual user. If you are a practice Admin and would like to make MFA a requirement for all providers in your practice, please contact Clocktree Customer Care for assistance.

Tips to improve internet speed

Tips to improve internet speed

Our friends at Porch.com have compiled some very helpful tips for increasing your available internet speed. https://porch.com/advice/simple-wifi-tips-improve-internet-speed-lockdown

Clocktree recommends that providers and clients have a minimum internet speed of 5 Mbps for a reliable video and audio connection. You can test your internet speed at www.speedtest.net.

In addition to the tips from Porch.com, here are some top troubleshooting tips for successful Clocktree calls:

  1. Restart your computer or mobile device just prior to the session and don’t open up other browser tabs or apps
  2. Reduce the number of people using the WiFi network, so all available bandwidth goes to the Clocktree call. Others on the same network should avoid streaming videos during the Clocktree call.
  3. If possible, connect the computer via ethernet cable instead of WiFi
  4. If using WiFi, go to a room where WiFi reception is good 
  5. If on a mobile phone, switch between WiFi signal and data signal (4G, LTE) to see which is better. WiFi is usually stronger but not always.

Screen Sharing on Clocktree calls

In addition to uploading documents during a Clocktree appointment, clients and providers can also share their entire screen, a browser tab, or an application. 

Supported Devices and Browsers
Screen sharing is supported on desktop and laptop computers. It is not available on mobile devices. Supported browsers are Chrome, Firefox, Edge and Safari. We recommend using Google Chrome browser.

Setup for Mac Users
If you are using a MacBook or iMac, please make sure Chrome browser has screen recording permission. 
Click on the Apple icon in the upper left. 
Select System Preferences –> Security & Privacy –> Screen Recording. 
Add a checkmark next to Google Chrome. 
For this change to take effect, please close and restart your Chrome browser. You only have to change this setting once.

How to Screen Share
To share your screen during an appointment, start by clicking the Screen Share icon at the bottom of the appointment room. 

If using Chrome browser, you will then be asked if you’d like to share your entire screen, an application window, or a browser tab. Highlight your selection and click Share.

You will be able to click, scroll or interact with the screen that you shared and the people on the other end of the call will able to view your screen movements in real time.  

When you are done sharing your screen, click the Stop button or click the Screen Share icon again.  This will not end the video appointment, just the screen sharing element.

Streaming Audio
If you are sharing a video or audio clip, please make sure your sound is turned up and you aren’t using headphones, so the sound from the video can be shared as well. 

As always, if you have any questions or feedback, please contact our Customer Care team at 302-990-8935 or support@clocktree.com.