6 Steps to Start Online Medical Consultation with Medesk

If you're a doctor looking to expand your practice and begin offering online consultations, you're likely wondering where to start. Finding the right telemedicine platform can be overwhelming with so many options available. You have no time to choose and learn new software! After all, patients don't stop getting sick, reports pile up, and colleagues' advice differs from one another.

To make informed decisions, trust the statistics. The top trend in online doctor consultations is EHR-embedded telehealth, used by 84% of physicians. It means a one-stop solution that covers the basics of daily routine and automates the online consultation business. These are the platforms with integrated features for better data interoperability and the quality of healthcare services.

Don't waste time googling: one such platform is Medesk, designed specifically for medical professionals to manage both in-person and virtual consultations.

Are you ready to bring your practice online? In this guide, we will show you how to start online medical consultation using Medesk and how it can help you offer telemedicine services with ease. We will walk you through the steps of setting up your online consultation platform using Medesk, guiding you through the process with actionable tips and clear steps.

You will learn how to:

• create and set your account;
• schedule consultations;
• manage patient information during video conferencing;
• charge patients;
• analyse your performance;
• and meet all legal requirements to provide secure implementation of telehealth.

This is especially crucial for US healthcare providers exploring virtual care software and aiming for seamless telehealth reimbursement.

The following guide outlines the step-by-step process to start offering online consultations via Medesk. These steps ensure that your practice is well-prepared for a seamless transition into online healthcare consultations.

Before You Start: What You Need to Know About Online Medical Consultations

Learning how to start online medical consultation involves more than picking the right software. Before you configure a single setting, it helps to understand the landscape you are entering so you can make confident decisions from day one.

Legal and licensing requirements. Telehealth regulations vary by country and, in some cases, by region within a country. Most jurisdictions require you to hold a valid medical licence in the location where your patient is based at the time of the consultation. Check your local medical board guidance and review relevant privacy laws such as GDPR in Europe or HIPAA in the United States before your first video call.

Technical baseline. A stable broadband connection (minimum 10 Mbps upload), a good-quality webcam, and a headset with a microphone are the practical minimum. A neutral, well-lit background helps patients feel confident about the professionalism of the encounter.

Informed consent. Most regulatory bodies require you to obtain and document informed consent before conducting a telehealth visit. Medesk supports this through its customisable intake forms, which you can configure to include a consent declaration that patients complete before their appointment.

Scope of practice. Not every condition is suitable for a virtual consultation. Establish clear criteria for which cases can be handled online and which need an in-person referral. Documenting this policy protects both your patients and your practice.

Getting these foundations in place before you go live means fewer interruptions once patients start booking.

1. Set up your practice profile and customisable schedule (Platform Setup)

To get started with the platform, register at https://www.medesk.net/en/. You will have immediate access to 20+ modules of the platform, a permanent Free plan, and a 7-day free trial of the Pro features to test everything you need.

The first step is to set up your profile, configure your services, and establish your availability in your Medesk personal account. Your time zone and currency will be defined automatically. If you want to change the time zone, appointment times and schedules will be updated accordingly.

Next, add a description of your services, which will be displayed during online booking. Think of your profile as your digital clinic—it needs to reflect your expertise, specialisation, and professionalism.

Studies show that providers with complete profiles have a 30% higher chance of being chosen by patients compared to those with incomplete profiles. Add your bank details for invoicing and click Save.

You also need to configure your schedule to accommodate online consultations. This involves setting your working hours, consultation types, and appointment duration. Go to Settings → Schedule. A calendar with dates will appear opposite the specialist's name. Click on it to add or change working hours:

To block specific time slots in your schedule, click on the first time slot to be affected by your block. Instead of proceeding with the booking process, click the button at the top entitled Block this time?

Finally, choose appropriate consultation lengths based on your expertise. For example, a standard online consultation might last 30 minutes, while a detailed review may require an hour. To set the duration, go to Settings → Online Booking → Items:

You can change the default settings and add your service by clicking on Group in the top right corner of the page.

2. Manage patients hassle-free with Medesk patient profiles

One of the advantages of Medesk is its seamless integration with electronic health records. This ensures that you have all relevant information at your fingertips during a consultation.

Before a consultation begins, you can review a patient's entire medical history, previous treatments, and any uploaded documents like test results or scans.

To create a patient record, choose Patients on the side bar, click the + button, and fill in the information:

While Medesk handles data storage seamlessly, the front-end work, like gathering missing patient details, verifying insurance, and following up on incomplete forms, still needs a human touch. Remote intake coordinators from HIPAA-compliant providers like Remote CoWorker can handle these calls and update records directly in Medesk, ensuring profiles are consultation-ready without pulling your clinical team away from patient care.

3. Let your patients book appointments by themselves and free up your workflow

While you can always manually book an online consultation for a patient by selecting a time slot in your calendar, doing this at scale wastes valuable administrative time. The real value of modern telehealth software comes from automating this process through the Online Booking and Patient Portal modules.

Online booking module is automatically connected in your trial version and is available after its termination in Pro Plan.

With the patient portal, your clients can choose their own time and book consultations themselves, even outside your working hours. You can configure the module by going to Settings → Online Appointment Booking. General Settings allows you to configure authorisation for patients. Choose how patients will confirm appointment bookings (SMS, email) and what information to include in the appointment form:

You can select specific countries for which online consultation booking is available. To do this, move the slider next to Limitation by country and select allowed countries. This feature allows you to minimise fraudulent activity and attempts by competitors to book all available appointment windows.

On the same page, you can select the earliest and the latest time for online booking to be made available.

Along with the appointment notification, patients can receive an email or SMS with a link to an appointment form before their appointment. In Settings → Online Booking → Form Settings, choose which form link your patients will receive. You can choose from ready-made forms such as Initial Questionnaire or Registration Forms. Or you can create your own form using the platform's inbuilt form builder.

Customise your intake forms to request specific information depending on the consultation type. For example, telepsychiatry appointments may require detailed questionnaires about mental health history.

The forms can be customised for different roles, i.e., doctor specialties, and for different users:

To protect yourself from loss of revenue, set up prepayments for online consultations. Medesk supports integration with Stripe, which can be activated in Integrations Settings:

To configure minimum prepayment and time allowed for prepayments, go to Settings → Online Booking → Prepayment Settings:

Initially, two automatically generated links are available in Online Booking:

• Booking options
• Patient portal.

With the Link Builder tool, you can create special links associated with your chosen acquisition channel. These links will send patients to the exact step of the booking process that you specify. You can create links for individual practitioners and services, amongst other things.

To create a special link, go to Online Booking → Link Builder. In a separate window, select the booking channel and start page, and your link will be generated automatically. Use links on your website, aggregators, SEO articles, or social media to attract a target audience.

If you create a separate link for booking online consultations, only services and specialists for whom this type of appointment is available will be displayed on the appointment page and in the patient portal.

This is what the booking portal looks like for your patients in Medesk:

With the Branding module connected, you can change the look of your booking portal and the interface of the software as a whole.

4. Spend less time on charting with the Medesk platform

With everything set up, you're ready to start your first consultation. Medesk uses a built-in video consultation platform, eliminating the need for third-party software.

When the appointment time arrives, simply click the Begin Appointment and Connect buttons in your calendar. The first button will lead you to the patient and appointment details, the second to the video call itself.

You can send your patients a one-off SMS to help them connect to the call. Use the same appointment pop-up window from the calendar:

Check the message content and then send it. But to save time and speed up the process, you can adjust the automated appointment reminders for all of your appointments.

Patients can use their video link via the web browser on their computer. Alternatively, they can use the Medesk Meet mobile app for Android or iOS on their smartphone or tablet.

Both the video consultations and patient data are encrypted end-to-end, ensuring that sensitive information is protected. Medesk provides tools to help you maintain compliance with national and international telemedicine regulations like GDPR.

During the call, you can take notes directly in Medesk and even prescribe medications or issue lab test requests. You can switch between different tabs of the platform. To open your consultation notes while on a video call, all you need to do is go to the next browser tab:

Medesk includes more than 60 ready-made forms and templates for 24 medical specialities with built-in BNF and ICD-10 databases. During an online consultation, you can create treatment plans, add patient data, and upload images to the patient record. The auto-fill function helps to halve the time spent on filling out documents: you don't need to fill out routine patient information as it gets added to your notes automatically.

To create or edit a consultation note, go to Settings → Consultation Notes Templates and Forms and click +. This will open the Select from library and Manual template creation pages where you can choose a ready-made option or create your own.

Note editor allows you to create a template for individual roles, or multiple roles. Click on Add Group to set the notes questions. You can now add items and subgroups to the group you have just created. To do so, click the appropriate buttons:

To add any of the created or existing templates to an intake and start filling it out, start the intake, and then from the intake card, go to Forms and Surveys → +, choose a template, and click Fill Out:

Fill out the form, click Save, and the data will automatically load into the appointment card in your calendar and patient profile.

In the rare case of a connection failure, Medesk allows you to reschedule or reconnect without losing any data from the session.

5. Post-Consultation Steps: E-Prescribing and Lab Orders

Closing the loop on a virtual visit requires clear next steps for both you and your patient. Handling prescriptions and lab orders efficiently ensures your telehealth service is comprehensive.

Medesk supports e-prescribing, allowing you to generate and send digital prescriptions directly through the platform. During or immediately after your video call, you can select the necessary medications from the built-in drug database and transmit the prescription securely to the patient's preferred pharmacy. This eliminates the need for paper records and speeds up the patient's access to treatment.

For diagnostic follow-up, you can easily issue lab test requests. Navigate to the patient's file, select the required tests, and send the lab order directly to an integrated laboratory or print the requisition for the patient. The results are then uploaded automatically to the patient's profile once available, allowing you to review them without leaving the platform.

6. Keep your finances under control with medical billing and payment

We've learnt how to charge patients for online consultations with Stripe payment gateway integrated within Medesk and avoid no-shows. Now let's look at how you can manage the broader billing workflow.

The easiest way to issue an invoice is to open the appointment cards in the schedule and click +Invoice. If you have already completed the consultation, you will see information about the services rendered. To issue an invoice for these services, click Add Items to Invoice.

The process of recording payment looks simple. Go to the invoice and check the boxes next to the items you want to mark as paid. Then, click Record Payment and confirm the details in the window that pops up.

The Record Payment button opens a new window that contains payment information. Select the required payment type and click Save.

If a patient has an unpaid invoice remaining, then Medesk will automatically ask whether you want to add any new charges to this pre-existing invoice or make a new one.

Clear, prompt billing is critical for clinic profitability. Medesk helps you track patient balances, issue invoices from the appointment card, and take card payments at the time of service through Stripe. Medesk is built for self-pay and private practice rather than US insurance claims, so it does not verify insurance eligibility or submit claims to payers — but it makes sure every self-pay visit is captured and invoiced cleanly.

You can also set up a Xero integration. Xero is an accounting software system that helps you see your cash flow in real-time with online accounting and banking. Medesk will send all invoices that are added or modified on the platform to your Xero account. To connect the integration, go to Settings → Payments and Accounting → Xero and click Connect:

Medesk's built-in payment and billing solutions can save practices up to 20% on administrative costs by automating much of the billing and scheduling process.

Common Mistakes to Avoid When Starting Online Medical Consultations

Even with the right platform in place, certain missteps can slow down your launch or undermine patient trust. Here are the most frequent issues doctors encounter when they first go online, and how to avoid them.

Skipping a test consultation. Before seeing your first patient online, run a full end-to-end test with a colleague or staff member. Check audio, video, screen sharing, and note-taking. Problems that seem minor in testing can feel significant to a patient during a real appointment.

Inconsistent availability windows. Patients who visit your booking portal and find no available slots will not wait around. Set realistic recurring availability from the start, even if it is only a few hours per week, and keep it updated. Medesk's scheduling tools make it straightforward to block or open time in advance.

Neglecting post-consultation follow-up. The consultation itself is only part of the patient experience. Sending a follow-up message with a treatment summary, next steps, or a link to re-book builds trust and improves retention. Medesk's Medical CRM module lets you automate this communication so nothing falls through the gaps.

Under-communicating the technical requirements to patients. Many patients joining their first video consultation do not know what to expect. Include a short checklist in your appointment confirmation email: stable internet connection, a quiet space, a charged device, and the Medesk Meet app downloaded in advance if they prefer mobile.

Not setting a cancellation policy. Without a clear policy, last-minute cancellations will cost you both time and revenue. Use Medesk's prepayment settings to require a deposit at booking, and state your cancellation terms in the intake form so patients acknowledge them before their appointment.

Why Medesk is the Ultimate Choice for Your Online Business Growth

Medesk is not just a telehealth implementation tool. It's a complete practice management solution that integrates all aspects of your practice, from scheduling to billing to patient communication.

The possibilities of the platform do not end with invoicing. After receiving payment from a patient, you can analyse your financial status and optimise your marketing strategies with the Reports and Analytics module.

If you are not a solo healthcare provider, but a clinic owner, the Payroll module automates payroll, calculates working hours, and helps you set different bonus percentages depending on the specific services and products sold. Medesk makes the payroll process transparent to your staff, reducing the possibility of litigation.

Interaction with patients does not end at the reception. Maintaining a trusting relationship and improving the patient experience must be continuous. The Medical CRM module gives access to automated pre- and post-treatment communication: offer discounts and birthday bonuses, make newsletters with new services, and discover how your patients find your practice with special tags.

Medesk gives you 20+ modules, a permanent Free plan, and affordable Pro plans billed by appointment volume rather than per user. You pay for actual visits and not for the number of users, like in user-based subscription plans. This pricing plan is much more favourable because the user is not only a doctor who brings profit to the practice but also a registrar, a technical staff member. They will not use the platform on a regular basis, and you will have to pay for them. With Medesk, you only pay for the features that you choose.

Here is what our customers have to say about Medesk:

Check other customers reviews on Software Advice or read how we simplified document management at a clinic in Scotland.

Frequently Asked Questions About Starting Online Medical Consultations

Do I need special equipment to start online medical consultations?

You do not need expensive specialist hardware to get started. A reliable broadband connection, a good-quality webcam, and a headset with a clear microphone are sufficient for most video consultations. Patients can join through a browser or the Medesk Meet app on any modern smartphone or tablet.

How do I ensure patient data stays private during a video consultation?

Use a platform that offers end-to-end encryption for both video and stored records. Medesk encrypts all video consultations and patient data, and it supports compliance with GDPR and other national regulations. Avoid conducting consultations over general-purpose video tools that are not designed for healthcare.

Do I need to be licensed in the state where the patient is located?

Yes, in most cases. Medical licensing is regulated at the state level, meaning you generally must be licensed in the state where the patient is physically located at the time of the consultation. Always verify your specific state's medical board requirements and any interstate medical licensure compacts before treating out-of-state patients.

Is telehealth reimbursable by Medicare and Medicaid?

Coverage varies, and reimbursement policies are subject to specific geographic, originating-site, and coding restrictions. Note that Medesk is built for self-pay and private practice: it does not submit insurance claims or verify payer eligibility, so any Medicare or Medicaid reimbursement is something your practice handles directly with the payer. Always check current federal and state guidelines to confirm whether your virtual services qualify.

Can I charge patients for online consultations the same way I charge for in-person visits?

Yes. Medesk lets you issue invoices directly from the appointment card and supports Stripe for card payments at the time of booking. You can also set up prepayment requirements to reduce no-shows, and all transactions sync automatically with Xero if you use that for accounting.

What happens if the internet connection drops during a consultation?

Medesk saves all notes and data entered during a session, so nothing is lost if the connection fails. You can reconnect to the same appointment or reschedule from the calendar without having to re-enter patient information. Sending patients a one-off SMS link before the call gives them a quick way to rejoin if needed.

How long does it take to set up Medesk and see the first patient online?

Most practices complete their initial setup, including profile, schedule, and booking configuration, within a few hours. The 15-day free trial gives you enough time to test all modules before committing. If you run into any issues, Medesk's support team can guide you through the process.

The earlier you incorporate telemedicine into your practice, the more potential clients who can't come to you in person you will attract to your business. Don't miss out on the opportunity to join the thousands of satisfied doctors and extend your reach to patients who need you. Sign up for a free trial today and start seeing results, even if you're just exploring your options!