NORTH OF SCOTLAND PLANNING GROUP. Attending a Review Clinic Appointment by Video Conference

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Stephanie Stevenson
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1 NORTH OF SCOTLAND PLANNING GROUP Attending a Review Clinic Appointment by Video Conference 1

2 CONTENTS Page no. Why a video conference rather than a face to face consultation? 4 What is Video Conferencing? 5 Your contact details on the day 6 What to take with you to the video conference 6 What will happen before the consultation starts? 7 What does the video conference equipment look like? 8 During the video conference Consultation 10 2

5 Your contact details on the day 6 What to take with you to the video conference 6

3 ATTENDING A REVIEW CLINIC APPOINTMENT BY VIDEO CONFERENCE GUIDE FOR FAMILIES This guide is to help you when attending a video conference for a review or return clinic appointment with a specialist doctor or nurse by using a video camera and sound. The nurse or doctor will be at a different hospital or health centre location but you will be able to speak to them and to see them on a TV screen in either Aberdeen, Dundee or Inverness. The following information is a description of what to expect when you go along to a consultation by video conference. 3

The nurse or doctor will be at a different hospital or health centre location but you will be able to speak to them and to see them on a

4 Why a video conference rather than a face to face consultation? You may already have met your doctor and/or nurse at previous appointments in a hospital/clinic setting. If you live a long distance away from one of the main hospitals, video conferencing is a very good way of you being able to speak and to see the specialist doctor or nurse without having to travel far from home. With a video conference appointment you will be able to attend your appointment at a location known to you and as close to your home as possible, which will hopefully mean that there will be less interruption to your daily lives and will help you to feel more relaxed. You will always have a choice to be seen in person by the specialist doctor or nurse if you do not wish to use video conferencing. You may have concerns that the specialist doctor will not be able to examine you during your video conference consultation. Prior to this consultation, if the specialist doctor feels this will be required, he/she will organise with your local doctor or relevant health professional to do this before 4

5 hand or ask your doctor or health professional to be present during your video consultation so that they can examine you on their behalf. What is Video Conferencing? Video conferencing is a secure connection between people in separate locations for the purpose of communicating. This uses both sound and television pictures. Video conferencing can take a few minutes to set up. The TV and camera will need to be switched on so that you can be contacted this should be done by the clinic or health centre staff. If not, could you please ask the staff to switch the equipment on and to check that it is ready to be used. You should not need to touch the equipment to connect the video call. The video conference call will be booked by the specialist nurse or doctor, with help from the clinic or health centre staff where you will video conference from. 5

Video conferencing can take a few minutes to set up. The TV and camera will need to be switched on so that you can be contacted this should be done by the clinic or health centre staff.

6 The nurses and doctors should have the telephone contact number of your location in case there is a problem with connecting to you. The video conference system is a secure and private connection. Your contact details on the day If you have not already given the specialist nurse or doctor your mobile phone number, this could be helpful when trying to contact you prior to or during the video conference call). If you agree, please contact your specialist nurse or doctor to give them your phone number. What to take with you to the video conference Please write down the names of the medicines that you or your child are taking or have taken previously. Please also bring your medicine or the medicine boxes to the video conference with you. This is so that the doctor can confirm the medicines you are currently taking. 6

conference call). If you agree, please contact your specialist nurse or doctor to give them your phone number.

7 What will happen before the consultation starts? Before the nurse or doctor speaks to you by video conference, you will need to have your weight and height measured by the local clinical staff. Can you please ensure that you have these details taken on the day of the video consultation and have this to hand before the call starts. If you have any questions you want to ask the doctor or nurse, please also bring these with you. You may wish to see a small example of a video conference, there is a short video clip of an adult video conference call for you to view. To see a doctor speaking to a lady about her condition please go to Internet address: 7

Can you please ensure that you have these details taken on the day of the video consultation and have this to hand before the call starts.

8 What does the video conference equipment look like? Here is a photographic example of what the video conference unit (TV screen and video conference camera) might look like This is an example of a handset that is used with the unit. 8

conference unit (TV screen and video conference camera)

9 Sound/Volume you may need to turn up the volume on the handset to be heard by the staff at the other end. The Adjust Volume arrow below points at the key that you might need to press to make the sound louder. NB: If you cannot hear the person at the other end of the video conference, press the yellow button (shown above) on the handset as the microphone may be turned off. If you cannot hear the doctor or nurse, ask them if they have their microphone switched off or use the Adjust Volume button on the + side to turn up the volume. A box will appear in the right hand corner of the screen if the microphone is on mute/off. It has a 9

NB: If you cannot hear the person at the other end of the video conference, press the yellow button (shown above) on the handset as the microphone may be

10 red outlined box with a picture of a microphone in the box that has a red diagonal line across it. The box is not present when the microphone is on. During the video conference consultation Once the TV and camera is switched on, the specialist nurse or doctor will be able to connect with you (if there are technical difficulties, this is when your mobile phone will be useful as they will be able to contact you immediately to update you on any technical problems). When you have connected to them successfully, could you please ensure your mobile phone is switched off. The doctor and/or nurse will introduce themselves and explain what is going to happen during the call. They will check to see if you can see and hear clearly. They will check you are the correct person and they will also ask you if you have any questions before the consultation commences. 10

mobile phone will be useful as they will be able to contact you immediately to update you on any technical problems).

11 Please make sure you face the camera at all times throughout the video consultation and try to speak as clearly as possible. The sound on a video conference is not the same as a mobile phone, as you will be unable to hear each other if you both talk at the same time. Please make sure you wait until the person at the other end has finished speaking before you start to speak. This will mean that you won t miss what they say. At any time during the consultation you will be able to ask questions. If you are having problems understanding or hearing, please let the doctor or nurse know immediately. At the end of the consultation, you will be told that the call is now finished and the doctor or nurse will disconnect the call. On leaving the room, can you please let the local staff know that your call has finished so that they can ensure the equipment is switched off. 11

Please make sure you wait until the person at the other end has finished speaking before you start to speak. This will mean that you won t miss what they say.

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