NHS Wales Audio Conferencing USER GUIDE

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1 USER GUIDE Audio Conference Dial-in number: Welsh Health Telephone Network (WHTN) dial-in number from a telephone: Welsh Health Telephone Network (WHTN) dial-in number from Video Conferencing unit: see page 3 of this guide Joining a meeting: First agree a start time and advise participants of the dial-in telephone Number and Meeting Room Number. Dial the Audio Conference telephone number. When prompted enter the Meeting Room Number followed by #. At the next prompt the Chairperson needs to dial #, and then enter the Chairperson Passcode and press #. Other participants wait. Record your name and you will be introduced into the meeting. Wait for the audio conference to start. Controls available in the meeting: Securing a meeting room (to prevent other callers from joining) (Chairperson only) Dial *71 Unsecuring a meeting room (Chairperson only) Dial #71 Play roll call of participants (Chairperson only) Dial *33 Stop playing roll call (Chairperson only) Dial #33 Increase the listening volume Dial *76 Decreasing the listening volume Dial #76 Mute telephone Dial *6 Unmute telephone Dial #6 Tip: Muting your microphone is especially useful if you are on a noisy connection such as on a mobile phone or in an open office environment. Please note: Some callers using the BSC Alcatel telephone exchange will need to use a button on their telephones to generate tones. If this is not done the callers may get through to the Audio conference and then be unable to enter the meeting room. They will probably receive the message please replace the handset and try again.

2 Security notes for meeting Chairpersons: The chairperson s passcode prevents other participants from using your meeting room without your presence. It also allows you to control entry to the meeting by using the secure command. The meeting will not start until you join the meeting. When you leave the meeting, the conference will terminate after 40 seconds. You should not give out your chairperson passcode to other participants. You can check the participants in the meeting by playing the roll call (dialling *33). This will play the names recorded by other participants. If there is a long silence in the roll call this could indicate someone has joined and does not want to be identified. If you are unsure if the correct participants are in the meeting, hang-up your phone to close the meeting. The other participants will be disconnected. Re-arrange the meeting with the participants for a different time. Once all the participants are in the meeting, other callers can be prevented from entering the meeting by securing the meeting room (dialling *71). If you need any help with the audio conferencing service, please call the Health Solutions Wales service desk on (WHTN ).

3 Adding a Video Conference Unit to the Audio meeting room A Video Conference Unit can be connected to an audio meeting room. The dial in numbers are: WHVS connected unit: ISDN dial in: Once connected, you will need to dial the meeting room number, followed by #, and if the chair, the chair passcode. To do this you need to generate tones on the Video Conference Unit. Below are instructions for the Polycom ipower, VSX and HDX units. ipower Click on the icon on the screen, this will bring up the options menu. Click on Generate Tones. Alternatively press the Alt key and, keeping the Alt key depressed, the J key. A Tone pad will appear on the screen. Numbers can be dialled either by clicking on the Tone Pad using the trackerball / mouse, or by using the numeric keys on the keyboard.

4 VSX Press the * button on the keypad. You can then dial numbers using the keypad.

5 HDX Press the # button on the keypad. You can then dial numbers using the keypad.

6 Ad-hoc audio meeting rooms If you require an audio conference meeting room for a one-off conference, you can create one using the WHAS Online Booking Service (also known as WebCommander). Open an Internet browser, and go to the address Log in with Name audio and Password audio. This is what you should see: Click on the button. The following window will appear:

7 Set the date and time for the conference room to be available and the duration of the meeting. Leave the other fields blank. Click on the button. The meeting room will be reserved on the audio conference system. The following window will appear displaying the conference number and password. In this example the meeting room number is , and the chair passcode is Click on and you are asked if you want to the participants with details of the meeting. Clicking on brings up the mail form. Enter the participants addresses in the To: field and your address in the From: field. After sending the click on the button to logout of WebCommander. At the meeting start time you will be able to dial into the room. Once the meeting has finished the room is removed and the room number becomes inactive.

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