Zoom Integration Guide

1. Overview

SmartMed.ai uses Zoom to support virtual consultations between authorised healthcare professionals and patients.

After a healthcare organisation connects its Zoom account, authorised Zoom users can be assigned to doctors in SmartMed.ai. When a virtual consultation is started, SmartMed.ai uses the connected Zoom account to support the meeting workflow.

2. Prerequisites

Before connecting Zoom to SmartMed.ai, make sure your organisation has:

• an active SmartMed.ai healthcare organisation account;
• administrator access to the SmartMed.ai organisation;
• an organisational Zoom account;
• a Zoom administrator who is authorised to approve the integration;
• Zoom users for doctors who will host virtual consultations;
• appropriate Zoom licences for the organisation's expected meeting usage.

3. Add and Connect the Zoom Integration

The Zoom integration should be connected by an authorised SmartMed.ai administrator using an appropriate Zoom administrator account.

1. Sign in to SmartMed.ai using an administrator account.
2. Open the Zoom integration or virtual consultation configuration page.
3. Click Connect Zoom.
4. You will be redirected to Zoom.
5. Sign in using the Zoom administrator account for your organisation.
6. Review the permissions requested by SmartMed.ai.
7. Approve the requested permissions if they are acceptable to your organisation.
8. Zoom will redirect you back to SmartMed.ai after authorisation.
9. SmartMed.ai will display the Zoom connection status after the connection is completed successfully.

If your Zoom administrator has restricted third-party applications, additional Zoom account approval may be required before the connection can be completed.

4. Zoom Permissions

During the connection process, Zoom displays the permissions requested by SmartMed.ai. Administrators should review the Zoom authorisation screen before approving the integration.

SmartMed.ai uses authorised Zoom access only for functionality required by the configured integration, such as obtaining information required to manage the connected Zoom users and support virtual consultation workflows.

5. Assign Zoom Users to Doctors

After Zoom has been connected, assign an appropriate Zoom user to each doctor who will provide virtual consultations.

1. Open Doctors from the SmartMed.ai Management menu.
2. Select the doctor you want to configure.
3. Edit the doctor's profile.
4. Open the Virtual Consultation Settings section.
5. Select the appropriate Zoom user.
6. Save the doctor configuration.

6. Using Zoom for a Virtual Consultation

After a doctor has been assigned a Zoom user, SmartMed.ai can use the connection during eligible virtual appointments.

1. Create or open a virtual consultation appointment for the configured doctor.
2. Open the doctor's appointment queue.
3. Start the virtual consultation from SmartMed.ai.
4. SmartMed.ai prepares the meeting information required for the consultation.
5. The doctor joins or starts the consultation through the SmartMed.ai workflow.
6. The patient uses the consultation joining link provided for the appointment.
7. The doctor and patient can leave and rejoin the meeting where supported by the active consultation.

Meeting behaviour may also depend on the Zoom account, licence and settings configured by the healthcare organisation.

7. Consultation and Appointment Status

The healthcare professional should complete the required clinical documentation and update the appointment status in SmartMed.ai according to the organisation's workflow.

8. Test the Integration

We recommend testing the integration after the initial connection and doctor assignment.

1. Create a test virtual appointment for a configured doctor.
2. Start the consultation from the doctor's appointment queue.
3. Open the patient's joining link on a different browser or device.
4. Confirm that both participants can join successfully.
5. Test leaving and rejoining the meeting.
6. End the meeting.
7. Confirm that SmartMed.ai continues to allow the healthcare professional to complete the clinical workflow and update the appointment status.

9. Remove the SmartMed.ai App from Zoom

A Zoom administrator can remove the SmartMed.ai integration from the organisation's Zoom account through the Zoom App Marketplace.

1. Sign in to the Zoom App Marketplace using the Zoom administrator account.
2. Open Manage.
3. Open Added Apps.
4. Locate the SmartMed.ai application.
5. Open the SmartMed.ai application details.
6. Click Remove.
7. Select a reason for removal if Zoom requests one.
8. Confirm the removal.

After the Zoom app is removed, SmartMed.ai will no longer be authorised to use the removed Zoom account for new Zoom-based virtual consultation functionality.

10. What Happens After Removing the Integration

Removing SmartMed.ai from Zoom disables the Zoom authorisation used by the integration. Virtual consultation features that depend on the removed Zoom connection may stop working until a Zoom account is connected again.

Doctors previously associated with Zoom users may require configuration again if the integration is reconnected.

Removing the Zoom integration does not automatically delete unrelated SmartMed.ai healthcare records, appointments or clinical records that the healthcare organisation is required or authorised to retain.

Information associated specifically with the Zoom integration is handled in accordance with the SmartMed.ai Privacy Policy, applicable customer agreements and relevant retention requirements.

11. Reconnecting Zoom

If the integration has been removed or the authorisation has expired or been revoked, an authorised SmartMed.ai administrator can reconnect Zoom by returning to the Zoom configuration page and completing the connection process again.

Doctor-to-Zoom-user assignments should be reviewed after reconnecting.

12. Troubleshooting

Connect Zoom button does not complete successfully

• Confirm that you are using an authorised Zoom administrator account.
• Check whether your Zoom account requires administrator approval for third-party applications.
• Confirm that the SmartMed.ai session has not expired.
• Retry the connection after signing in to the correct Zoom account.

Zoom user does not appear for doctor assignment

• Confirm that the Zoom account is currently connected.
• Verify that the expected Zoom user exists in the connected Zoom organisation.
• Check whether that Zoom user has already been assigned to another doctor.
• Refresh the configuration after changes are made in Zoom.

Doctor cannot start a virtual consultation

• Confirm that the doctor has an assigned Zoom user.
• Confirm that the Zoom integration is still connected.
• Verify that the appointment is configured as a virtual consultation.
• Check the Zoom user's account and licence configuration.

Patient cannot join the consultation

• Confirm that the patient is using the correct consultation link.
• Check that the appointment is still active.
• Confirm internet connectivity on the patient's device.
• Try opening the link in a supported browser or another device.

13. Frequently Asked Questions

Does each doctor need a separate Zoom account?

Doctors who need to host consultations concurrently should generally be assigned separate Zoom host users. Your Zoom licensing and organisational configuration determine the available meeting capabilities.

Can we use our hospital's existing Zoom account?

Yes. An organisation can connect an appropriate existing Zoom organisational account, provided the administrator is authorised to approve the SmartMed.ai integration and the account configuration is suitable for the organisation's consultation workflow.

Does removing the Zoom app delete patient records?

Removing the Zoom integration disables the Zoom connection. It does not by itself delete SmartMed.ai patient records or clinical documentation that is maintained independently of the Zoom integration.

Can Zoom be connected again later?

Yes. An authorised administrator can reconnect the integration by completing the Zoom authorisation process again.

14. Contact Support

If you need assistance connecting, configuring, using or removing the Zoom integration, contact SmartMed.ai Support.