How to book a videoconference

Transcription

1 How to book a videoconference The RCH software to run videoconsultations is called GoToMeeting. A license is available for non- clinical use this can be shared between users but must be booked in advance. If you do not use this booking system, you risk having a meeting clash with someone else this means you will join their meeting and/or someone else will join yours. Important note: This is NOT for clinical consultations. Please contact Susan Jury if you wish to run a telehealth videoconsultation. How to book use of the software 1. Use the Outlook Calendar room booking system the same way as if you were booking a room. Instructions are on the next page if you re not familiar with Outlook calendar. 2. Select MRVideoConference Telehealth 3. Please allow an extra 15 minutes on either side of your meeting to allow for setup and meeting closure. You can also view the calendar to see if the software is booked after you. If it is, you will need to close your meeting on time. 4. Please include a mobile number/pager in the subject line in case issues such as above arise. 5. Get log on information and password from Susan Jury. 6. Information for participants is on the last page of this guide. Accessing the meeting All participants will need a computer (or ipad/tablet etc) with internet connection, plus ideally a webcam. Everyone who is joining the call should go to: The software is very simple to use but some simple training in advance and a test run before your meeting is a good idea. Please also take a look at the Trouble shooting page and How to stepby step guide on the website. Everyone who joins the meeting will need to know the password. Contact For a lesson on using the software and to get the password please contact: Susan Jury Telehealth Program Manager t (03) / p5139 e susan.jury@rch.org.au w Last updated: January 3 rd 2013 scj

2 How to use Outlook to book a videoconference meeting a) Book software b) Get password and logon information c) Share information with participants A) BOOK SOFTWARE 1) Go to your own Outlook calendar and doubleclick on the time you want to book the v/c software. 2) Add a Subject for your meeting Start with VC to remind yourself and other participants it s a videoconference Include your name and contact number/pager number

3 3) Click on Scheduling Assistant 4) Click on Add Rooms and type MRV Select MRVideoConference TeleHealth and OK

4 5) Check availability, add physical room, invite others You can add another physical room if you need to You can add other meeting participants to the booking as well. This will simply add the meeting to their calendar, including details of the physical meeting room for those attending in person. You ll still need to contact participants who are joining by video separately with information on how to log on to the videoconference. 6) Select Appointment again to add instructions for participants and send Include instructions for the conference call or other information (see sample text on next page) by clicking on Appointment again to get the screen below. Click Send

5 B) GET LOGON DETAILS AND PASSWORD Finally, If this is your first time to use this system, don t forget to contact Susan Jury for the logon details and meeting password. Susan Jury, Telehealth Program Manager t (03) , p5139 or e susan.jury@rch.org.au C) Optional instructions for participants You may wish to include some instructions for participants when booking your meeting: To join the meeting by phone or video please go to: The software used is called GoToMeeting. There s a quick stepbystep guide on the website to using the software and what equipment you need to join the videoconference. Click on the Meet now link 510 minutes before the meeting is due to start to allow time to install the software and test your computer setup. It s important to be ready to start on time, however please do not join more than 15 minutes before the meeting, as another meeting could be in progress. If you are joining by phone only, not video, you will see a freedial number to call once you have logged on. The password and my mobile number will be on the meeting agenda. If you have any troubles on the day, please give me a call. All others see you in room 3:054. Please RSVP by tomorrow 3pm. Kind regards.