How to Prepare for a Telehealth Visit in Tebra

Telehealth has become a cornerstone of modern healthcare. It enables patients and providers to connect from anywhere. But while teleconsultations save time and reduce no-shows, they also require correct preparation. Without setting up, patients may experience connectivity issues, missed instructions, or privacy risks.

From completing intake forms to verifying secure connections, patients and clinics share responsibility. A structured telehealth preparation checklist can prevent last-minute delays and boost patient satisfaction.

This article provides a complete guide on how to prepare for a telehealth visit in Tebra. You’ll learn step-by-step preparation tips, common pitfalls to avoid, and real-world examples.

By the end, you’ll have a real plan to ensure every virtual visit is secure, reliable, and patient-centered.

Why Preparation Matters for Telehealth Visits

In our definitive telehealth guide for Tebra clinics, we tackled what the best HIPAA-compliant telehealth platforms should offer. However, without preparation on the side of patients and staff, even the best offerings would fall short. Here's why setting up before every virtual consult is important.

Reduces Technical Issues and Delays

Unstable internet, outdated devices, or software incompatibility are some of the most common causes of failed telehealth visits. Preparing ahead ensures that patients test their setup before the appointment. Clinics that remind patients to run test calls or check their devices report up to 40% fewer technical disruptions. Preparation saves valuable time for both providers and patients.

Ensures Patients Provide Complete Information

Pre-visit forms and digital questionnaires ensure providers have all necessary health information before the virtual visit begins. Patients who complete intake forms through Tebra can securely upload their insurance, ID, and medical details in advance. This reduces data collection time during the session and allows clinicians to focus on diagnosis and care.

Improves Care Outcomes and Visit Efficiency

When both sides are prepared, telehealth visits run more smoothly and produce better outcomes. Providers can review patient data early, minimizing errors and ensuring personalized advice. Well-prepared visits are also shorter, saving clinics up to 15 minutes per session and improving scheduling efficiency. Preparation is the foundation for a professional, patient-focused telehealth experience.

How Patients Should Prepare for Telehealth Visits

Test Device, Internet, Camera, and Microphone

Before your appointment, ensure your smartphone, tablet, or computer has a stable internet connection and functional camera and microphone. Conduct a quick test video call to confirm quality. This small step prevents delays and ensures clear communication during your virtual consultation.

Access Secure Link From Clinic

Tebra clinics send secure telehealth links through HIPAA-compliant systems like Curogram. Always access these links from trusted devices and never share them with others. Avoid using consumer-grade video apps like Zoom or FaceTime for medical consultations, as they may not meet healthcare privacy standards.

Complete Intake Forms Before Appointment

Pre-visit forms allow your provider to review your health information in advance. Completing them through Tebra ensures accuracy and compliance. Include updates to medications, allergies, and insurance details so your provider can make informed care decisions.

Gather Medications, Records, and Questions

Prepare your current medications and any recent lab results for easy reference. Write down key symptoms and questions you want to address during your visit. This preparation helps your provider focus on solutions instead of data collection.

Choose Quiet, Well-Lit Environment

Find a private, well-lit space for your telehealth session. Avoid public areas and background noise that may compromise communication or confidentiality. A calm, distraction-free setting allows better focus and ensures a more productive visit.

How Clinics Should Help Patients Prepare

Send Automated Reminders With Telehealth Links

Automated reminders helps ensure patients don’t forget their appointments or struggle to find connection details. Tebra users can automate reminders that include telehealth links, visit times, and preparation instructions. Clinics using automated SMS or email reminders reduce no-shows by up to 30%, improving attendance rates and efficiency.

Provide Simple Connection Instructions

Patients often need step-by-step guidance on joining a telehealth session. A simple checklist with visuals or short explainer videos makes joining easy even for less tech-savvy patients. The best practices for telehealth visits include sending test links or pre-appointment setup guides. Clear communication minimizes patient frustration and ensures on-time starts.

Offer Tech Support or Test Call Options

Clinics can designate staff or automated systems to help patients test their video connections before the visit. Offering optional test calls or a support line reassures patients and avoids technical difficulties during the actual consultation. Many Tebra clinics find this simple step increases patient satisfaction scores by 20%.

Educate Patients on Privacy and Consent Policies

HIPAA-compliant telehealth setup requires that patients understand privacy and data-sharing policies. Clinics should explain that sessions are encrypted, recorded (if applicable), and stored securely. Providing a clear privacy statement builds trust and ensures compliance. Patients who feel safe and informed are more likely to engage fully during virtual visits.

Common Pitfalls to Avoid in Telehealth Preparation

Using Consumer Video Apps That Aren’t HIPAA-Compliant

Using free consumer apps can lead to privacy breaches and noncompliance with healthcare laws. Clinics should only use secure, HIPAA-compliant telehealth platforms like Curogram integrated with Tebra. These tools encrypt all communications and maintain full audit trails.

Failing to Verify Patient Identity

Identity verification is crucial for compliance and patient safety. Before starting the visit, staff should confirm the patient’s full name, date of birth, and photo ID when applicable. This step prevents mix-ups and ensures documentation accuracy.

No Backup Plan for Technical Failures

Every clinic should have a backup plan in case of internet or platform outages. This may include rescheduling options or switching to a phone consultation temporarily. Communicating these options in advance helps maintain patient trust even during disruptions.

Real-World Examples of Preparation Success

Family Practice Reducing No-Shows With Prep Reminders

One family clinic integrated automated reminders through Tebra, reducing telehealth no-shows by 25%. Patients appreciated clear, concise messages with direct telehealth links and preparation tips. The clinic also saved hours each week previously spent manually confirming visits.

Specialty Clinic Improving Patient Satisfaction With Clear Instructions

A specialty clinic implemented pre-visit checklists for all telehealth appointments. Patients reported smoother connections and fewer issues, resulting in a 30% improvement in satisfaction scores. Staff members found fewer tech-related calls and better time management overall.

Multi-Provider Group Saving Staff Time With Digital Intake

A multi-provider organization used Tebra’s online patient forms to collect intake data automatically. This reduced administrative burden by 10 hours per week and ensured that providers entered visits fully informed. Automated workflows improved accuracy and consistency across departments.

Conclusion

Preparing for telehealth visits in Tebra ensures every virtual appointment runs effectively. With the proper setup, clinics reduce delays while patients enjoy stress-free experiences. Preparation is the difference between a successful session and a missed opportunity.

For clinics, implementing structured workflows helps standardize quality across providers. For patients, testing tech, completing forms, and reviewing instructions ensures productive conversations. To make telehealth easy for patients and staff, all you need is the right integration partner.

Ready to enhance your telehealth experience? Get a quick demo and see how Curogram connects with Tebra to deliver secure and simple virtual care.

Frequently Asked Questions