Polycom HDX 8000 series Manuel utilisateur

OTN Training Reference Manual

Education and Administration e-Training

Course:

Polycom HDX 8000 Reference Manual

About this Guide

This guide includes all of the printable PDFs from the Education

and Administration e-Training course for the Polycom HDX

videoconferencing system.

Learning Objectives:

•Demonstrate an understanding of the mission, services

and impact of the Ontario Telemedicine Network

•Identify and explain basic terms and concepts associated

with educational and administrative telemedicine delivery

•Acquire knowledge and skill in utilizing the Polycom HDX

telemedicine equipment for educational and

administrative purposes

•Demonstrate an understanding of OTN web based

applications including webcasting and Ncompass

•Be able to effectively participate and host an educational

and administrative event via videoconference

Table of Contents

UNIT 2 - AN INTRODUCTION TO THE ONTARIO TELEMEDICINE NETWORK...................4

OTN Member Facing Services............................................................................................................... 5

UNIT 3 - TELEMEDICINE 101: BASIC TERMINOLOGY........................................................6

Key Telemedicine Terms and Concepts ................................................................................................. 7

Privacy and Security in Educational and Administrative Sessions....................................................... 11

UNIT 4 - TELEMEDICINE EQUIPMENT TRAINING - POLYCOM ........................................13

Polycom HDX Quick Reference Guide ................................................................................................ 14

Polycom Remote Control Quick Reference Guide............................................................................... 15

Hooking Up a Laptop Quick Reference Guide ..................................................................................... 16

Equipment Troubleshooting ................................................................................................................. 17

UNIT 5 – PARTICIPATING AND HOSTING EDUCATIONAL AND

ADMINISTRATIVE EVENTS .................................................................................................19

How to Set Up the Room for a Telemedicine Event .............................................................................20

Tips on Participating in a Telemedicine Event...................................................................................... 21

Videoconference Etiquette Guidelines ................................................................................................. 22

Tips on Hosting or Moderating a Telemedicine Event .......................................................................... 23

Powerpoint Presentation Guidelines for Videoconferencing ................................................................ 24

Presenter Guidelines............................................................................................................................ 25

UNIT 6 – OTN SCHEDULING AND WEBCASTING SERVICES............................................26

How to Access Live and Archived Webcasts – Check Sheet............................................................... 27

UNIT 2 - AN INTRODUCTION TO THE ONTARIO

TELEMEDICINE NETWORK

The OTN Member Facing Services

Regional Managers

•Lead the process of setting up and managing sites and systems across

the province

•Provide excellent customer service to internal and external customers,

every day, everywhere

•Assist new and existing members with scheduling and establishing

telemedicine partnerships

•Submit training requests on behalf of members to the training team

Schedulers

•Assist in scheduling clinical, educational and administrative events

•Work with members using three models including: self-scheduling,

assisted and full service scheduling

•Work closely with other departments at OTN to ensure the planning and

execution of an event run smoothly

Trainers

•Provide live training sessions to new members that focus on knowledge

acquisition and application

•Offer refresher courses for existing members and sites

•Design and manage interactive eTraining courses that incorporate

multimedia objects, videos and simulations in order to bring online content

to life

Service Desk Representatives

•Respond to members by providing expert technical support before, during

and after videoconferences

•Reconnect dropped or missed calls and troubleshoot video and audio

difficulties

•Monitor webcasts to ensure technical quality

UNIT 3 - TELEMEDICINE 101: BASIC

TERMINOLOGY

Key Telemedicine Terms and Concepts

Telemedicine

Telemedicine refers to the process whereby medical information is transferred

through the phone or the Internet or other networks for the purpose of consulting

and sometimes performing remote medical procedures or examinations. Typical

telemedicine events at OTN are performed via videoconference and involve:

1. A medical consultation between a patient and a physician.

2. Health care professionals discussing a case

Videoconference

Videoconferencing uses telecommunications of audio and video to bring people

at different sites together for a meeting. As we will see shortly, this can involve a

meeting between two sites, or involve the participation of multiple sites. Besides

the audio and visual transmission of meeting activities, videoconferencing can be

used to share documents, computer-displayed information such as powerpoint

slides, videos and software applications.

Learning Content Management System

A learning content management system (LCMS) is software for delivering,

tracking and managing training/education. Most LCMSs are web-based to

facilitate access to learning content and administration. This allows learners to

access a wide variety of interactive educational materials from any computer that

has an internet connection. The LCMS system used by OTN is called Desire to

Learn, and contains individual courses, searchable learning objects, course lists,

and educational calendars.

Telemedicine Coordinator

The Telemedicine Coordinator is the person in charge of the videoconferencing

equipment at each site. This job is often shared among several individuals, and

has three major components:

1. Resource Person: The TMC is the first point of contact for anyone using

the equipment at their site. They are an expert on how to operate the

equipment and deliver effective videoconference presentations. The also

know how to access resources such as the OTN website, contact the

Regional Manager or request training from the training department.

2. Scheduler: The TMC is responsible for scheduling videoconferences at

their site. This may involve interacting with the OTN scheduling office

using the Videoconference Request Form, or scheduling sessions

themselves using the Ncompass online scheduling software.

3. Technical Support Coordinator: The TMC must ensure that all users of the

videoconferencing equipment know how to contact the OTN Service Desk

if they are in need of technical assistance of any kind.

Types of Videoconferences

Here at OTN, we have broken our types of videoconferences into 3 main

categories:

1. Educational: Videoconferences that are focused on training, learning and

continuing professional development. Some examples include lectures,

workshops or case-based learning sessions. Educational events can

either be:

(A) Closed – where participants are pre-determined and invited

(B) Open – anyone can sign up and participate in this event

2. Administrative: Videoconferences that involve meetings between different

sites. Some examples include committee meetings, announcements or

policy discussions.

3. Clinical: Videoconferences that are focused on patient care. These are

the foundation and focus of OTNs services and have 2 subcategories:

(A) Direct Clinical: A consultation involving a patient and a physician.

(B) Indirect Clinical: A conference that does not include a patient. This

typically involves physicians or health care providers discussing

specific patient cases.

Host vs. Participant

Host

All videoconferences have one site that is designated as the host site. The host

is responsible for:

1. Scheduling the event

2. Making sure that the videoconference connection is established

properly. This is achieved by either dialing the remote site directly (in a

point to point call), or performing a roll call to ensure that all sites have

been connected (in a multipoint call)

In a clinical event, the host site is the one that has the consulting physician.

In an educational event, the host site has the presenter at it. In an

administrative event, the host site has the moderator at it.

Participant

All other sites involved in a conference that are NOT the host site are called

participants. A participant merely has to have their videoconference system

turned on 10-15 minutes prior to the event, and the session will begin

automatically at the scheduled time.

Styles of Videoconferences

There are 2 styles of videoconferences, and they depend on how many

videoconference systems are involved in the call.

1. Point-to-Point: This is a videoconference between only 2 sites. For these,

you will always see the other site on the monitor, and the other site will

see you on their monitor. The microphone usually stays on for these

videoconferences, and the participants interact very much as if they are in

the same room. A typical point-to-point call begins when the host site

picks up the remote and manually dials the participant site, very much like

calling someone on the telephone.

2. Multipoint: This is a videoconference involving more than 2 sites. It could

be as few as 3 sites or as many as 40 sites or more. OTN sets up all its

multipoint calls using a program called a bridge. A bridge is like the hub of

a wheel, and all the spokes of the wheel are the videoconference systems

involved in a call. When a call is scheduled to begin, the bridge dials all of

the systems one time and connects them automatically. The call will also

end promptly at the pre-determined end time. It is important to note that

all of OTN’s videoconferences are fully encrypted and secure. No

unauthorized system can dial in and see or hear anything you are

discussing once a call has begun.

Modes of Videoconferences

In a Multipoint event there are three possible modes that can be selected. They

are:

•Voice Activated

•Continuous Presence

•Lecture

Voice activated mode is the default setting for videoconferences. In a voice

activated call, the camera will shift and display the site that is speaking. This

means that this site will be displayed on the main screen of all the systems

involved in the call, so it makes for an excellent mode for presentations, lectures,

and multimedia presentations. It is important in a voice activated call for all sites

except the speaking site to keep microphones on mute. The microphone should

only be unmated when a person at a site wants to speak.

Continuous Presence is a visual set-up where all sites are visible on the screen

at the same time. In other words, the effect is much like “Hollywood Squares.”

This set up works only when there are a few sites (lets say 5 or less) on a call

and must be requested when scheduling your event.

Lecture Mode allows the site that is presenting to view the other sites in a

rotating cycle during the videoconference. The participating sites will be

displayed on the Lecturer’s screen for a predetermined duration. All of the other

sites see the lecturer’s site on their screen. This also must be requested when

scheduling your event.

Webcasting

Webcasting refers to the process where an educational videoconference session

is broadcast over the web (Internet) at the same time. There are two kinds of

webcasts:

Live Webcasts: For videoconferences with live webcasting, the presenter delivers

the session from a videoconference location but where the session can be

viewed either by videoconference or through the web. Participants viewing

through the web only need to log onto a computer with Internet access. This

session is time dependent, as participants must “tune into” the web at a specific

time.

Archived Webcasts: This means that the session has been “taped” and is

available for viewing at a later time. It is stored on the servers at OTN, and can

be accessed through the Webcasting link on the OTN website.

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