Category Archives: MUHC Telehealth Coordination Centre (MUHC TCC)

Activity Calendar.

CALENDAR

Only public training videoconferences are displayed in this online calendar.

If you are an events coordinator or a videoconferencing technician, click here.

Beginning of the videoconference

HELPFUL TIPS

At the beginning of the videoconference

Proceed as follows to ensure the smooth running of the session:

1. Introduce yourself.

2. Clearly state the objectives of the meeting and the agenda.

3. Perform a roll call for each location.

4. Go around the table.

5. Relax and be yourself:

    • Imagine that the participants in the meeting are sitting directly in front of you.
    • Speak clearly and naturally. There is no need to speak loudly.

Videoconferencing Norms

VIDEOCONFERENCING NORMS BASIC PRINCIPLES

  •  The processing of videoconferencing booking requests, the availability of equipment, and technical support during an activity are all based on a “first come, first served” basis.
  • Clinical activities take precedence over training and administrative activities.
  • Only written requests will be processed (an online form is available on the CvSSS website at www.cvsss.ca).

RESPONSIBILITIES

Responsibilities of the host sites during a request:

  • Booking the room – each institution must ensure that the room is booked at least 30 minutes before and after the scheduled session to enable installation and removal of equipment.
  • Ensuring the availability of videoconferencing on the chosen date by filling up the online videoconferencing booking form. The form is automatically sent to the Telehealth Expertise and Coordination Centre (CECoT), with a copy to the requester.
  • Immediately notifying the CECoT by email in case of cancellation, and also by telephone when the notice period is less than 48 hours (see contact details below).

Responsibilities of the invited sites during a request:

  • Confirming their participation in the videoconference by filling up the online videoconferencing booking form. The form is automatically sent to the CECoT, with a copy to the requester.
  • Immediately notifying the CECoT by email in case of cancellation, and also by telephone when the notice period is less than 48 hours (see contact details below).

Responsibilities of the CECoT:

  • Evaluating the technical quality of the session (the technical resource in your institution must however take care of this section).
  • Making the booking on the provincial videoconferencing bridge of the MSSS for the participating sites.
    Notifying the requester within a reasonable time frame, in case of non-availability of the videoconferencing facility or change in session.
  • Sending the data sheet with the status of invited sites to the requester. The same data sheet is sent to the technical staff in the sites.

Evaluations

By filling up these forms you will help the MUHC TCC cut down on incidents and improve service. 

Online Access: Guru

Among the processes supported by GURU, our project management system:

  • Management of project costs
  • Management of project communications
  • Management of project content
  • Management of project quality
  • Management of project risks
  • Management of project schedules
  • Management of project human resources

Project Proposal

Please send your telehealth project proposals to telesante@muhc.mcgill.ca.

Training Schedules

Our training sessions, provided free of charge to telehealth users of RUIS McGill, will help them to master the concepts, tips and terms and conditions for using our services like videoconferencing, clinical queries on the Web as well as several clinical devices.

Training can be provided on site (whenever possible) or remotely through videoconferencing. Several people in your group can simultaneously participate in these sessions. These training sessions are available in English and French, according to your preference.

Training Modules

The enclosed training modules are at your disposal to promote the harmonization of clinical and administrative processes involved in the practice of telehealth throughout the RUIS McGill.

These modules allow different users to acquire a greater degree of confidence with respect to the use of telehealth as a new way of delivering telehealth services.

Solving Technical Problems

Most frequent problems:

  1. The following sign appears on the screen of the videoconferencing system:
    troubleshooting_clip_image002
    This means that there is a communication problem at the network level. Make sure that the cables are properly plugged in and then restart the system with the remote control as follows:

    1. Press the “OK Menu” button;
    2. Go to the control panel tab (“Control Panel”) and confirm by pressing the “OK Menu” button;
    3. Go to the “Restart” button and confirm by pressing the “OK Menu” button.
  2. We cannot hear the other sites:
    1. Adjust the volume with the remote control. If the problem remains, contact the persons in charge of the bridge (the number is provided on the data sheet) to reset the connection.
    2. It is also possible that the remote site has not switched on its microphone. Request them to press the yellow button on the remote control to turn on their microphone.
  3. The other sites cannot hear us:
    1. If the troubleshooting_clip_image004 symbol appears in the top right corner of the screen, this means that your microphone is switched off. Activate the microphone with the remote control.
    2. If the problem remains, contact the persons in charge of the bridge (the number is provided on the data sheet) to reset the connection.
    3. It is also possible that the remote site has not activated the volume. Show them how to increase the volume on the remote control.
    4. La plupart des micros de table son unidirectionnels, il faut s’assurer qu’ils sont orientés vers les personnes qui parlent afin d’obtenir d’une meilleure qualité sonore.
  4. The remote control is not working:
    1. First of all, make sure you point properly at the camera with the end of the remote control. Ensure that nothing is blocking the field of vision between the remote control and the camera. Finally, move closer to the system.
    2. If the problem remains, replace the batteries in the remote control with 4 AAA batteries. If the remote control still does not work, it could be damaged. Contact the person in charge of the videoconferencing room who will, in turn, call the MUHC TCC.
  5. The other sites do not appear on screen or their images are frozen on the screen:
    1. Contact the bridge service (1-866-369-9223) so that the persons in charge of the technical department can solve the problem.
    2. If you are informed that a system or systems in the other sites are not connected to the network, directly contact the person in charge of each site (see the names and contact details in the data sheet) so that he/she turns on and/or connects his system.  The bridge can then establish the connection.