Healthdirect Australia Help Center

    Set up and attend a Video Call meeting

    What platform role do I need - clinic team member (and invited guests)

    Meetings are video calls held in a clinic meeting room and are different to a Video Call consultation with your patients. Multiple callers can easily access a meeting room at one time - you can have a maximum of 6 participants in a single video call meeting. If you're a clinic team member you can access the meeting rooms at any time and you can meet with fellow signed in team members and also invite guests. You may also be invited to a meeting as a guest, in which case you'll receive an invitation to attend. 

    Attending a meeting

    You can set up a meeting in one of your clinic meeting rooms at any time with other members of your team and invite guests who are not members of your clinic. You may also receive an invitation to attend a meeting.

    1. If you were sent an email invitation to attend a meeting, simply click the Join the Meeting button in the email.

    If you didn't receive an email invitation, but you are a team member in the clinic holding the meeting, you can l sign into your Video all account, navigate to the clinic where the meeting is being held and enter the meeting room at any time. Please note that you need to be given access to meeting rooms in your account 
    2. You will be requested to allow the use of your camera and microphone for this meeting.
    Click Allow to continue at top left of your screen, as shown in the animation screenshot at right.

    If you do not see the Allow button, you may have blocked your camera or microphone in your browser. Click on view help or visit: https://help.vcc.healthdirect.org.au/57493-category-3/allow-camera-mic
    3. When you select Join as a guest you will be asked to enter your:
    • First and last name
    • Take a picture to introduce yourself if required by the clinic

    If you have an existing Video Call account you can sign in through the Sign In button at the bottom of the page. 

    Click Continue to proceed
    4. As a guest you will be placed into a call queue until the person who initiated the meeting accepts you into the call.

    You can change the call queue music for yourself, if desired. 
    5. Once you are accepted into the meeting room your video call will start.
     

    Entering a meeting room and inviting a guest to a video call meeting

    There are various ways you can invite a guest into a meeting room. Click on a heading below to expand the instructions:

    Enter the meeting room and copy the link

    1. Click on Enter for the meeting room in your clinic you wish to enter


    Please note: 
    If there are occupants already in a meeting room, you will see a number to the right of the 'Enter' button for that room. This lets you know if there is already a meeting in progress and perhaps you need to use another meeting room - if there is no-one in the room the number will show as 0.

    Additionally, if a guest has been invited into a meeting, has clicked on the link and is waiting to be accepted into the meeting room, you will see this indicated by a small, orange number at the top left of the 'Enter' button for the meeting room. 


    Meeting room with 2 occupants


    Meeting room with invited guest waiting to be accepted into the room

    2. You will enter the meeting room and see your image in the call screen.
    You and any other signed in team members with Meeting Room access can enter the meeting room at any time without being invited.

    3. Click on the Menu button at top left of the meeting room screen you are in, if you do not see the grey Menu section at the left of the screen.

    Then click Copy link

    You can then send this link to the person you are inviting into the meeting.

    When invited people arrive you will need to accept them into the room and the meeting can begin.
    Delete

    Click on the Meeting Room name and send an email invitation

    Click on the name of the meeting room you would like to invite someone into.

    You will see options to enter the meeting room, Send Invitation and Share.

    Click on Send Invitation


    You will see this screen. Add the person's email address and you can edit the Title and Message text if desired.

    In this example we are sending an invitation for no particular time so this assumes they will come in once they receive it.

    Click send to send the invitation.

    When invited people arrive you will need to accept them into the room and the meeting can begin.

    To send the meeting invitation for a scheduled time, click Yes under 'Should an invitation be sent for a particular time'. This will show scheduling options as shown in this example.

    Select the date, time and duration and then click Send.

    When invited people arrive you will need to accept them into the room and the meeting can begin.
    Delete

    Click on the Meeting Room name and select Share for more options


    Click on the name of the Meeting Room and click on Share
    You will see various options for inviting someone into the meeting room.
    • Click on Copy the link - the link copies to your clipboard and you can add it to an email, messaging app etc to invite a guest.
    • Click on Send invitation to open up the option to email the link (instructions shown above).
    • Launch using a button - Put a customised button on your intranet, for example, so that team members can enter the room from there. You may need your IT department to do this.
    • Embed into a page - use the embed code to embed a link to the meeting room - you may need your webmaster to do this.


    Delete


    Can’t find what you’re looking for?

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    or speak to the Video Call team on 1800 580 771

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