Using Video Call Meeting rooms
Attend online meetings with your team and any invited guests
Video Call meeting rooms allow you to meet with your colleagues and invited guests, for example a specialist for a case conference. They are different to Video Call consultations with your patients, which take place in the Clinic Waiting Area. Multiple callers can easily access a meeting room at one time - you can have a maximum of 6 participants in a video call meeting room. If you're a clinic team member you can access available meeting rooms at any time, to meet with fellow signed in team members and you can also invite guests to the meeting (invited guests will need to be accepted into the meeting room by a team member). You may also be invited to a meeting as a guest in a clinic you are not a member of, 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.
Please click on the headings below to view detailed information:
Enter a meeting room and the call screen opens
Click on the arrow to the right of Meeting rooms to view the dropdown list of meeting rooms in your clinic. Click Enter to enter the desired meeting room. 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, the circle next to Enter changes to an orange colour.
You will enter the meeting room and see your image in the Video 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, and conduct your meeting.
To invite someone who is not a team member in the clinic, click on the Call Manager in the bottom RHS icons. Then click either:
Copy link to send the link to the person you would like to invite,
OR
Invite Participant to invite them into the meeting room directly from the Call Manager.
When invited people arrive you will see them under Waiting or On-Hold in the Call Manager and can accept them into the meeting room.
Favourite a meeting room
Click on the star button next to available meeting rooms in your clinic to add any frequently used meeting rooms as favourites. This will show the favourite meeting rooms in the LHS section of the waiting area without needing to use the meeting room dropdown to access them and will also bring the favourites to the top of the list in the meeting room dropdown. How to add a meeting room as a favourite:
In the Waiting Area Dashboard, click on Meeting Rooms in the LHS column. This displays a list of the meeting rooms available in the clinic.
Select the meeting room you would like to add as a favourite and click on the star to the right of that meeting room. In this example Heart Health has been added as a favourite and will move to the top of the list.
Any meeting rooms added as favourites will appear in the LHS column without the need to click on the arrow to display the list of meeting rooms.
Attending a meeting as a guest
If you are sent an email invitation to attend a meeting in a clinic you are not a member of, simply click the Start the call button in the email. All guests enter in this way. If you are a team member in the clinic and have been assigned meeting room permissions,
you can simply enter the room.
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 when prompted. If you do not see the Allow button, you may have blocked your camera or microphone in your browser. Click here fto see how to resolve this.
Next you will be asked to enter your:
First and last name: Last name may be required or optional, depending on the requirements of the clinic.
Take a photo: To introduce yourself, if required by the clinic.
Once the details are filled in and the photo is taken (if required), click Continue to proceed.
If you have an existing Video Call account you can sign in through the Sign In button at the bottom of the page.
As a guest you will be placed into a call queue until the person who initiated the meeting accepts you into the call and the meeting starts.
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 Meeting Room, Send Invitation and Share. Click on Send Invitation
Add the person's email address and you can edit the Title and Message text if desired. If invitation templates have been configured for the clinic Meeting Rooms, select the desired template before sending. Click here for more information.
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 using the Call Manager and the meeting can begin.
Click on the Meeting Room name and select Share for more options
Click on the name of the Meeting Room and click 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 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.
