Using eVisit Invitations (OTNinvites) · Using eVisit Invitations (OTNinvites) 2 Setting or Updating Admin Contact Information. Before you start sending eVisit invitations, OTN recommends

1 v 7.2438 University Avenue, Suite 200, Toronto, ON, M5G 2K8

This guide contains instructions to help you understand the basics of inviting a participant, who is not a registered OTNhub user, to join an eVisit videoconference.This involves creating and sharing:

• A link to the videoconference.• AnoptionalPersonalIdentificationNumber(PIN)foryourinvitedguests.• Contactinformationforusebytheinviteeiftheyhavequestionsorneedhelp.

Table of Contents

1 Understanding eVisit Invitations ...........................................................2ParticipantRequirements .................................................................. 2Privacy and Security Best Practices .................................................. 3

2 SettingorUpdatingAdminContactInformation ................................43 Creating and Sending an Invitation ......................................................54 Viewing the Events List ...........................................................................95 Viewing Event Details ...........................................................................106 Hosting your Videoconference ...........................................................14

• Connecting as a Host in an Unscheduled Event .......................... 14• Connecting as a Host Using the Call Button ................................. 15• Connecting as a Host Using the Host URL

- via OTNhub & a Web Browser .................................................. 16• Connecting as a Host Using the Host URL

- via a Mobile Device ..................................................................... 17• Joining as a Host Using an eMail Invitation WhenEventRequiresBothaGuestPINandaHostPIN ......... 18

• Joining as a Host Using an eMail Invitation WhenEventRequiresOnlyaHostPIN ....................................... 19

• JoiningaVideoconferenceasaDelegate/Guest .......................... 20• Securing(locking)yourvideoconference ...................................... 21

7 Updating an Invitation Event ...............................................................238 Copying an Invitation Event .................................................................249 Re-sending an Invitation ......................................................................2510 Cancelling an Invitation Event .............................................................26

For further assistance and technical support, contact OTN Technical Support

Phone: 1-855-654-0888 Email: [email protected]

Using eVisit Invitations (OTNinvites)

eVisit (Videoconference)

mailto:techsupport%40otn.ca?subject=

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UsingeVisitInvitations(OTNinvites)

eVisitinvitationsbringanotherlevelofconvenienceandchoicetomeetviavideoin non-traditionalsettings,easilyandsimply,makingcareandcollaborationmoreaccessible than ever.

WitheVisitinvitations,youcansendanemailinvitation* to anyone in Ontario—both in and out of healthcare settings—privately and securely.

Yourinvitationemailincludesthedateandtimeofthevideoconferenceandalink.

Youcanalsogiveyourinviteesaunique‘guest’PINtousewhenjoiningyourvideoconference. The PIN provides additional security, as only those with the PIN can join.

• Duetoprivacyregulations,whenyouinvitesomeonetojoinavideoconference,thePINisnotincludedintheinvitationemail.YoucangivethePINtoyourinviteeduringyourinitialconsultationoroverthephone.(Ifthelatter,givethemthePINafteryouhavevalidatedtheiridentity.)

• ThePINmustbea6digitnumber.

OTNstronglyrecommendsthatwhenyoucommunicatewithpatientsviaemail,ensuretheyareinformedoftherisksandaskthemtosignaconsentform.(AspertheCanadian Medical ProtectiveAssociation(CMPA)guidelines .)

RecommendtothepeopleyouinvitethattheyuseaChromeorFirefoxbrowserfortheirvideoconferencing. These browsers provide better support for videoconferencing features.

Invitedusershavethefollowinglimitations:

• They can only joinconferences;theycannotstartthem.

• Theycanneithermakedirectcallsnorcantheyreceivedirectcalls.

1 Understanding eVisit Invitations

*If you are a delegate for another user you can schedule an eVisit invitation event on their behalf.

Participant Requirements

Aparticipantmusthaveeitherofthefollowingminimumrequirementsinordertoparticipate:

• Personalcomputerwith:• Highdefinitioncamera• HeadsetorSpeakerphonewithechocancellingmicrophone• High-speed internet connection

• Mobile device with:• Wi-Fior4G-LTEwirelessconnection

Forfulldetailsabouttechnicalrequirements,refertotheTechnical Readiness and RecommendedPeripherals guidesavailablefromeVisit(Videoconference)Help .

https://www.cmpa-acpm.ca/en/safety/-/asset_publisher/N6oEDMrzRbCC/content/using-email-communication-with-your-patients-legal-ris-1

https://www.cmpa-acpm.ca/en/safety/-/asset_publisher/N6oEDMrzRbCC/content/using-email-communication-with-your-patients-legal-ris-1

https://dropbox.otn.ca/pcvc-help/otn-evisitv-tech-ready.pdf

https://dropbox.otn.ca/pcvc-help/otn-evisitv-recomm-peripherals.pdf

https://otn.ca/en/connect-help

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OTNrecommendsthatyoufollowtheseprivacyandsecurityguidelineswhenyouinviteanon-registeredusertoaneVisit(Videoconference).Theseguidelineswillassistyouinensuringasafeandsecureevent.

Foramoreinformation,refertoPrivacyandSecurityRecommendations andotherdocumentsavailable at eVisit(Videoconference)Help and the OTN Training Centre .

eVisit Invitation Best Practices

• Wheninvitingsomeonetoaclinicalevent,setaPINtoincreasesecurity.• NeverincludePINinformationinanemailnotificationforclinicalevents.(Thisensuresthatanintercepted

emailwillnotincludeenoughinformationforathirdpartytojoinaPIN-protectedevent.)• Whenyoucreateaninvitation,confirmthenameandemailaddressofyourinviteebeforeclicking“Send”.• At the beginning of every videoconference, take attendance and do a roll call to identify all participants.

Email considerations

• Ensure that you and the people you invite to your videoconference are fully aware of the risks when usingemailcommunications.Thisincludes,butisnotlimitedtothefollowing:• Theprivacyandsecurityofemailcommunicationcannotbeguaranteed.• Emailscanintroducevirusesintoacomputersystem,andpotentiallydamageordisruptthecomputer.• Emailcanbeforwarded,intercepted,circulated,storedorevenchangedwithouttheknowledgeor

permissionofthephysicianorthepatient.Emailsenderscaneasilymistakenlyaddressanemail, resultinginitbeingsenttomanyunintendedandunknownrecipients.

• Emailisindelible.Evenafterthesenderandrecipienthavedeletedtheircopiesoftheemail,back-upcopiesmayexistonacomputerorincyberspace.

• Useofemailtodiscusssensitiveinformationcanincreasetheriskofsuchinformationbeing disclosed to Third Parties.

• Emailcanbeusedasevidenceincourt.• Thereisnoguaranteethatemailmessagessent,wouldbereceivedbytheintendedrecipient.

Emailsmaygetcaughtinspamfilters.

Privacy and Security Incidents

• Reportanyprivacyorinformation-securityrelatedincidentstoyourPrivacyorInformationSecurityofficer,respectively(e.g.,theftofaniOSmobiledevicethathastheOTNconnectapp).

• AnybreacheswiththepotentialtoaffectotherorganizationsshouldalsobereportedtoOTNby [email protected].

• Ifyouinadvertentlyconnectwiththewrongsiteand/orsystempleaseemailtheOTNPrivacyTeam at [email protected]/personactinginthatcapacitytoinformthemof the privacy breach.

Privacy and Security Best Practices

General Privacy and Security Practices

• Be aware of your surroundings. Never use personal and/or portable videoconferencing technology in a public orunsecuredenvironment(e.g.,airport,internetcaféoropenarea).

• Bemindfuloftheprevalenceofmalwareandmaliciousapps.Ensureyourdeviceissecurewithanti-virus,firewall,andanauto-lockscreensaver.

• DonotshareyourusernameandpasswordwithanyoneandInformyourinviteethattheyshouldnotsharetheirinvitationemail,eventlinkURLorPINwithanyone.

• Donotleaveyourcomputerlogged-inifyouexpecttobeawayfromyourdeskforalongperiodoftime.Lockyourcomputerbypressing<Ctrl><Alt><Del>keystogetherandthenselecting“Lock”.

• Review/update/familiarizeyourinternalprocesses(wherenecessary&appropriate)tosupportOntarioprivacylegislation: PersonalHealthInformationProtectionAct,2004(PHIPA) , FreedomofInformationandProtectionofPrivacyAct(FIPPA) , and MunicipalFreedomofInformationandProtectionofPrivacyAct(MFIPPA) .

https://dropbox.otn.ca/pcvc-help/otn-evisitv-guest-privacy.pdf

https://otn.ca/en/connect-help

http://training.otn.ca

mailto:techsupport%40otn.ca?subject=

mailto:privacy%40otn.ca?subject=

http://www.health.gov.on.ca/en/common/legislation/priv_legislation/default.aspx

https://www.ontario.ca/laws/statute/90f31

https://www.ontario.ca/laws/statute/90f31

https://www.ontario.ca/laws/statute/90m56

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2 Setting or Updating Admin Contact Information

Before you start sending eVisit invitations, OTN recommends that you first set up your Administrative Contact.

Theadministrativecontactinformationidentifieswhovideoconferenceparticipantsshouldcontactiftheyhavequestionsabouttheevent.

Youcanputyourowncontactinformationhereoridentifythepersonwhomanagesyourvideoconferencingschedule.

It is the only contact informationthatappearsinemailinvitationsforlearning or meeting* events.

For all learning and meeting events (ifanAdminContactisprovided):

• The Administrative Contact is sent a copy of all invitations.

• If the Administrative Contact changes per event, please remember to change the information in Self Serve.

Whenprovided,theAdminContactinformationappearsinthefollowingplaces:

Clinical Events Learning & Meeting Events

EmailInvitation* X

Patient Handout

2. To access the OTNhub services screen, select the Services link.

The Services screen appears.

3. To view the Videoconference service settings, locate the row titled Videoconference and click its associated Settings icon .

The Videoconference Settings options appear underneath the Videoconference row.

To hide the settings, click the Settings icon .

4. GototheOTNinvite - Administrative Contact Informationsectionandtypetheinformationintheappropriatefields(Name, Phone, and Email).

5. To save the settings, click the Submit button.

If all is okay, the Settings screen reloads and a success messageappears.

Ifthereisanerror,anerrormessageappears.Correctthe error and try again.

6. Ifyouchangeyourmindanddonotwanttoupdatetheinformation,clicktheCancel button.

Figure 1: Userpanelmenu

Figure 2: Videoconference settings icon

Figure 3: Videoconference settings options

*Forclinicalinvitations,onlytheinviteereceivesanemail.NeitherthesendernortheAdminContactreceiveanemail. Forclinicalinvitationevents,youcanfindalltheinformationyouneedintheEventDetailsorPatientHandout.

1. If you are not already logged in to the OTNhub, open a browser window, sign in at otnhub.ca , and click the User Panel icon in the top banner.

The User/Self Service panel appears.

https://otnhub.ca

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3 Creating and Sending an Invitation

1. If you are not already logged in to the OTNhub, open a browser window, sign in at otnhub.ca , and click the Actions & Favourites icon in the top banner.

2. To use the invitation feature, in the Actions section of the panel, click . A Call Settings panel appears with a default setting of OTN Member.

3. To access invitation settings, click the Connect to selector or click beside the toggle switch.

Thefieldsdisplayedwithintheformdependonwhich Call Purposeyouselect:clinical,learning,ormeeting.

4. Fillinthefieldsasdescribedbelow.

Field DescriptionGuestnameand Guestemail

Typethenameandemailaddressofthepersonyouwanttoinviteintheappropriatefields.

Ifyouwanttoinvitemorethanoneparticipant click for each additional person and provide theirnameandemailaddress.

eVisiteventslimitthenumberofparticipantsthatcanattend, which includes the host, guests, and delegate.

• Clinicaleventshaveamaximumofeight.• Non-clinicaleventshaveamaximumoftwenty.

TheinviteenameappearsintheOTNhubEventDetails(butnotintheemailinvitation).

Anemailinvitationwillbesenttotheaddressesyouprovide.Theemailincludesthescheduleddateandtimeandalinktothevideoconference.

Schedule...on behalf of Thisfieldappearsonlyifyouareadelegateforanotheruser(thatis,youareassociatedwithanotherOTNhubVideoconferencesystem).

Toviewalistofavailablenames*,clickinthefield.

Whenyouselectanameotherthanyourown,TheCall button becomesinactive.Youcanonlyscheduleaneventforanotheruser.(Youcannotcall ontheirbehalf.)

Seealso,thequickreferenceguideeVisit Invitations by Delegate .

Continuednextpage...

Figure 4: “Connectto...”link

Figure 5: Clinicalinvitationform

Figure 6: Learninginvitationform

*Delegatornamesarelistedalphabeticallybylastname.

https://otnhub.ca

https://dropbox.otn.ca/pcvc-help/otn-evisitv-guest-delegate.pdf

https://dropbox.otn.ca/pcvc-help/otn-evisitv-guest-delegate.pdf

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Field DescriptionHost PIN The“host”PINisrequiredwhenyoujoinyoureventusingtheHost URL

via the Event Details , viaadelegate’semail, or viathe“StarteVisit”link in the invitationemail.(YoudonotneedtheHostPINwhenyoujoinaneventusingtheevent’sCallbutton.)

• IfyouwantthesystemtoautomaticallycreateaHostPINforthesession,leavethenumberthatappearsbydefaultinthefield.

• IfyouwanttospecifyaHostPINyourself,typea6digitnumberinthefield.

GuestPIN Toincreasesecurity,youcanadda“guest”PINthataparticipantmustusetojoin the videoconference.

• IfyouwantthesystemtoautomaticallycreateauniquePINforthesession,leavethenumberthatappearsbydefaultinthefield.

• IfyouwanttospecifyaPINyourself,typea6digitnumberinthefield.

Forprivacyandsecurityreasons,theemailinvitationwillnotincludethePIN.YoumustcontacttheinviteeyourselfandprovidethemwiththePIN.

Call Purpose Clinicaleventsinvolveatleastonehealthcareproviderandoneormorepatients who are discussed or participate in the call.

Learning events involve a speaker and an audience, such as conferences, workshops,interestgroupsessions,trainingprograms,orlunchandlearnsessions.

Meetingeventsinvolveorganizational,operational,ormanagementcontentsuchascommittees,workinggroups,projectstatusreports,orinterviews.

Event Title Requiredforlearningandmeetingevents.(Forclinicalevents,ifyoudon’tprovideatitle,thedefaulttitleis‘ClinicalEvent’.)

Typeameaningfultitleinthefieldandtoensurereadabilityuseatitlethatisless than 100 characters.

# of patients to be discussed or seen

Requiredforclinicalevents.Defaultsto‘1’.

Typethenumberofpatientsthatwillbeseen(ordiscussed)duringthecall.

Patient Present? Requiredforclinicalevents.Defaultsto‘present’.

Ifnopatientwillbepresentduringthecall,select‘notpresent’.

‘Iam’or ‘athirdpartyis’ the Consulting HCP

Requiredforclinicalevents.Defaultsto‘Iam’.

Identify your role in the videoconference by selecting whether you, or a third party is the consulting health care professional.

Date*andTime Start now & Send Invite: Select this option if you want the videoconference to start as soon as you click the Send Invite button.

Schedule & Send Invite: Select this option if you want the videoconferencetooccuratafuturedateortime.

To select a date, click in the DatefieldandusetheCalendar pop-up ortypeadateusingtheformatYYYY-MM-DD.

Select the desired Start and End Times or typethetimeusing24hourformat(e.g.,type14:00for2:00p.m.)

Continuednextpage...

Figure 7: Schedule pop-up

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5. Toinitiatetheinvitationrequest,youhavetwochoices:

• Toselectafuturestarttime,click Schedule & Send Invite and skip to the nextpageforinstructions.

• Toselectanimmediatestarttime,click Start Now & Send Invite*.

If you selected Start Now & Send Invite:

A Create Event confirmation dialogboxappearswhichcontainstheinvitationdetails(Figure8 or Figure9).

i.) Reviewthename,emailaddress,andotherinformationtoensurethat everything is correct.

ii.) To send the invitation, click the Create button.

Invitee:• Issentanemailwhichincludesthescheduleddateandtime

and a link to the videoconference. – IfyouspecifiedaPIN,youneedtogivethistothemyourself. – Iftheeventincludesmultipleparticipants,eachpersonissenttheemailinvitationvia“blindcc”.

• Theycanusethelinkintheinvitationemailtojoinyourvideoconference. Instructions are available at eVisit Help Centre .

VideoconferenceHost(usuallyyou,thepersoncreatingtheinvite):• Whenconnected,a“Welcome”videopanelappears.Ifyouarethefirstparticipanttoentertheconference,youwillseeonlyyourselfinthe self-view picture-in-picture at the top-right of the video panel.

• Onlyafteryouconnectwilltheotherparticipant(s)beallowedintothevideoconference.(SeeConnecting as a Host in an Unscheduled Event on page 14.)

• In the background, the videoconference is added to your Events List and its Event Detailsbecomeavailable. (SeeViewing Event Details on page 10.)

• Youdonotreceiveacopyoftheinvitationemail.

YourAdminContact(ifsetupinyourVideoconference Settings ):• Fornon-clinicalevents,theAdminContactreceivesacopy oftheemailinvitation.

• Forclinicalevents,theAdminContactdoesnotreceiveacopy (onlytheinviteereceivestheemailinvitation).

Figure 8: Confirmation-sendandstartnow(clinical)

Figure 11: Event details

Figure 9: Confirmation-sendandstartnow(non-clinical)

Figure 10: Event in Events List

* If you are a delegate scheduling on behalf of another user, you can only scheduleanevent.The“StartNow&SendInvite”buttonisinactive.

https://otn.ca/video-visit-help/

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If you selected a future start time Schedule & Send Invite:

A Schedule event with panel appears.

i.) To select a date, click in the DatefieldandusetheCalendar pop-up ortypeadateusingtheformatYYYY-MM-DD.

ii.) Select the desired Start and End Times or typethetimeusing24hourformat(e.g.,type14:00for2:00p.m.)

A Schedule Event confirmation dialogboxappears,whichcontainstheinvitation details.

iii.) Reviewthename,emailaddress,andotherinformationtoensurethateverything is correct.

iv.) Toviewa’patienthandout’summarizingtheeventdetails, leavethe“View the patient handout...”checkboxselected.

v.) To send the invitation, click the Schedule button.

ThesystemchecksyoureVisit(Videoconference)calendarforconflicts. Ifyoursystemisalreadybookedforthespecifieddateandtime,anerrormessageappearsatthetopofthepanel.Selectadifferentdateor timeandthenclicktheSchedule and Send Invite button again.

Iftherearenoconflicts:

Invitee:

• Isimmediatelysentanemailwhichincludesthescheduleddateandtimeandalinktothevideoconference.

– IfyouspecifiedaPIN,youneedtogivethistothemyourself. – Iftheeventincludesmultipleparticipants,eachpersonissent theemailinvitationvia“blindcc”.

• Theycanusethelinkintheinvitationemailtojoinyourvideoconference. Instructions are available at eVisit Help Centre .

• Issentasecondcopyoftheemailonedaybeforetheirscheduledevent.(Itissentbetween5am–6amthedaybeforetheeventsotheywillhave24+hoursnotice).

VideoconferenceHost(usuallyyou,thepersoncreatingtheinvite):

• Forclinicalevents,ifyouselectedtoviewapatienthandout,anewbrowsertabopenswiththeevent’ssummary.Ifyoudidnotselectapatienthandout,theeVisit(Videoconference)calendardisplaysthescheduled date.

• Fornon-clinicalevents,theeVisit(Videoconference)calendardisplaysthe scheduled date.

• The videoconference is added to your Events List.

• Youdonotreceiveacopyoftheinvitationemail.

• If you are a delegate scheduling on behalf of the host, you receive a copyoftheemailinvitation.

YourAdminContact(ifsetupinyourVideoconference Settings ):

• Fornon-clinicalevents,theAdminContactreceivesacopyof theemailinvitation.

• Forclinicalevents,theAdminContactdoesnotreceiveacopy (onlytheinviteereceivestheemailinvitation).

Figure 12: Schedule panel

Figure 13: Confirmation-scheduleandsendinvite(clinical)

Figure 14: Event in Events List


Figure 16: Patient handout

https://otn.ca/video-visit-help/

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4 Viewing the Events List

The Event List displays, by day, all of your pre-scheduled telemedicineevents.

If you are a delegate, you can view the Events List for any delegatorwithwhomyouareassociated.

1. Sign in at otnhub.ca and access the Videoconference service.

By default, an OTNinvite event appears in the Events list if it involvesyoureVisit(Videoconference)systemoryouareaconsultant,organizer,requestororpresenterintheevent.

2. Toviewadelegator’sEvents List, click the Delegator drop-downfieldandselectthedesiredname.

The list refreshes to display events for your selected delegator’ssystem.

Events for which you are a delegate appear with agreyEventTypeicon(e.g., clinical or meeting) and will not include an active Call button.

Figure 17: Events List with no delegators

Figure 18: Delegate’sEventsList

https://otnhub.ca

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5 Viewing Event Details

Figure 19: Event list and event details

Figure 20: Learning event details

Event Actions

Action Description

Call Appears only on the date when the event is scheduled to start.

See Hosting your Videoconference on page 14.

Re-send Invite

Appearsupuntil11:59p.m.oftheevent’s scheduled date.

See Re-sending an Invitation on page 25.

Cancel Event

Whenyoucancelanevent,anemailissenttoyourinviteenotifyingthemofthecancellation.

See Cancelling an Invitation Event on page 26.

Copy Event Youcancreateanewevent(basedonthedetailsofanexistingevent)atanytime.

See Copying an Invitation Event on page 24.

Change Date, StartTimeorEndTime

Appearsupuntil11:59p.m.oftheevent’s scheduled date.

See Updating an Invitation Event on page 23.

Change NumberofPatients

Appears for clinical events.


Host URL A link to access the invitation event as host.

See Connecting as a Host Using the Host URL - via OTNhub & a Web Browser on page 16.

GuestURL A link to access the invitation event as a delegate. (Thatis,asaninvited“guest”).

See JoiningaVideoconferenceasaDelegate/Guest on page 20.

Patient orGuestHandout

A link to open a new browser window with a printer-friendlysummaryoftheeventdetails.

Thissummarycanbeprintedandgiventothepatientwhen they are visiting their provider, prior to their scheduled OTNinvite event.

The Event Details page is where you can review the details and access moreinformationabouttheevent.Afteryousendanemailinvitation,theevent appears in your Events List.

Youcanperformvariousactionsonaneventdependingonthedateandtheevent’sstatus.Formoreinformation,seeEvent Actions below.

To view the event details:

1. Using the Calendarpanel,navigatetotheevent’sscheduleddate and locate the event in the Events List.

2. To view the event details, click its Events List entry.

3. Toreturntothemonthlycalendar,clicktheCalendar link in the top left of the Event Details panel.

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Field Descriptions

Field (inorderof appearance)

Description

Event Information

Category Learning events involve a speaker and an audience, such as conferences, workshops, interest group sessions,

trainingprograms,orlunchandlearnsessions.

Meetingeventsinvolveorganizational,operational,ormanagementcontentsuchascommittees,workinggroups,

project status reports, or interviews.

Clinical events involve a consultant and either another healthcareprofessional(whereoneormorepatientswill

bediscussed)orapatientorpatient’sfamily.

Date, StartTime,andEndTime

Theevent’sscheduleddate(YYYY-MM-DD), andthestartandendtimesin24hourformat(HH:MM).

Youcanchangethesefieldsupuntil11:59p.m.oftheevent’sscheduled date.


Event Title The title given to the event by the person who created and sent the invitation.

Ifnotitlewasprovided,thedefault‘ClinicalEvent’,‘LearningEvent’,or‘MeetingEvent’appears.

On the day the event is scheduled to start a Call button appears beside the title, and you can connect to and join the videoconference.

Additional information

Forclinicalevents,theConsultant’snameappears.

Formeetingorlearningevents,ThePresenter/Speaker/Chair’snameappearsandifprovidedadescriptionoftheevent.

Figure 21: Meeting details

Continued next page...

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Description

eVisit Invitation Details

Host URL Thehost’slinkaddressforthevirtual‘room’wherethevideoconferencewilltakeplace.ThisisauniqueURLforeachvideoconference.

If you are the host for the event, use this link to access the videoconference. Until the host joins, all other participants remaininthevirtual“waitingroom”.

If you are a delegate and you will also attend the event, use the Start eVisit link intheinvitationemailtojointhevideoconference(ortheGuestURL).

This URL is an active link that you can use to test your videoconference setup, up to and including the day of the event.

Host PIN ThePINthatidentifiestoeVisit(Videoconference)whoishosting the event. Each event can have only one host.

When the host enters the videoconference using the Host PIN, it signals eVisit to connect all active participants.

GuestURL Forallparticipantswhoarenotthehost,thelinkaddressforthevirtual‘room’wherethevideoconferencewilltakeplace.ThisisauniqueURLforeachvideoconference.

This URL is an active link that you can use to test your videoconference setup, up to and including the day of the event.

GuestPIN ThePINsetbytheevent’screatortoaddanextralayerofsecurity to the event.

OnlyappearsifaPINhasbeensetfortheeventbytheevent’screator.

When a PIN is set, the invitee will have to enter it before they can join the videoconference.

ThePINisnotincludedintheinvitationemailandthepersonsendingtheinvitationmustgivethePINtotheinviteeinaseparatecommunication.

Patient orGuestHandout

A link to open a new browser window with a printer-friendly summaryoftheeventdetails.Thissummarycanbeprintedand given to the patient when they are visiting their provider, prior to their scheduled OTNinvite event.

HostSystem ThesystemnameoftheeVisit(Videoconference)userwhocreated and sent the invitation and who will be hosting the videoconference.

Guests Thenameandemailaddressbelongingtoeachofthepeopleinvitedtothevideoconferenceandtowhomtheinvitationemailwassent.

Total participants

Thetotalnumberofparticipantsscheduledforthevideoconference. This includes the host, invited guests, and the host’sdelegate.

Figure 22: Clinical OTNinvite details

Figure 23: Patient handout

Continued next page...

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Description

Event Details

Event ID Auniquenumberassignedtoeveryvideoconference.

Ifyouneedtocontacttheevent’sorganizerorOTNCustomerCare,quotethisnumbertoidentifytheevent.

IfyouarearegisteredNcompassuserandthe‘hostsystem’oftheevent,theEventIDisanactivelinktoopentheNcompassEvent Details.

NumberofPatients

Thenumberofpatientsthatwillbeseenordiscussedduringthe videoconference.

You can change the Number of patientsforaneventatanytime.

To change the Number of patients , click besidethenumber,typeanewnumber,andsubmit.

Scheduled by Only appears if the event was scheduled by a delegate on behalf of another person.

Displaysthenameofthedelegatewhoscheduledtheevent.

Last Edited by Displaysthenameofthepersonwholastededitedtheevent.Figure 24: Clinical event details

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6 Hosting your Videoconference

Figure 25: Create invite - start now button

Figure 26: Videowelcomescreen

Figure 27: Video in session

Atthescheduleddateandtimeofyourvideoconference,login,connect,andwaitforyourinvitedparticipantstojoin.

Afterallparticipantshavejoinedthevideoconferenceandyouhavetakenattendance,besureto‘lock’thevideoconference. This helps prevent privacy breaches. When you lock your videoconference, no one else can join.

• Connecting as a Host Using the Host URL - via a Mobile Device on page 17

• JoiningasaHostUsinganeMailInvitationWhenEventRequiresBothaGuestPINandaHostPIN on page 18

• JoiningasaHostUsinganeMailInvitationWhenEventRequiresOnlyaHostPIN on page 19

• JoiningaVideoconferenceasaDelegate/Guest on page 20

Only after the host connects will all invited participants be connected.

As a host or delegate, you can connect to an OTNinvite videoconference indifferentways.Followtheinstructionsthatsuityoursituation:

• Connecting as a Host in an Unscheduled Event(seebelow)

• Connecting as a Host Using the Call Button on page 15

• Connecting as a Host Using the Host URL - via OTNhub & a Web Browser on page 16

Connecting as a Host in an Unscheduled Event(on-demand or ad-hoc)Tostartavideoconferencethatbeginsimmediately,whencreatingtheinvitation, click the Start Now & Send Invite button.

1. When you click Start Now & Send Invite, a video panel appears.

• Youareautomaticallyidentifiedasthehost.

• Whenyouinitiallyentertheconference,youwillseea“Welcome”imageinthelargepanelwithyourself-viewatthetopright.

• Onlyafteryouconnectwilltheotherparticipant(s)beallowedintothevideoconferenceandwhenthey’reconnectedtheWelcomeimagewillbereplacedbyavideoimage.

2. Formulti-pointcalls,afterallparticipantshavejoinedthemeeting, take a roll call and then lock the videoconference. This helps prevent privacy incidents. See Locking an event joined via a Start Now invitation on page 22.

3. The videoconference controls are the standard ones, as described in the user guide Using the Video Window .

https://dropbox.otn.ca/pcvc-help/otn-evisitv-video-window-pc-mac.pdf

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Connecting as a Host Using the Call Button

If you have previously scheduled the videoconference, on the scheduled date a blue Call button appears in the Events List and in the Event Details.

Note:Youwillnotreceiveanautomaticnotificationaboutascheduledevent.YoumustlogintotheOTNhubandmanuallyconnect.

1. Using the Calendar, navigate to the date on which the videoconference is scheduled and locate it in the Events List.

2. Toviewthevideoconference’sEvent Details, click its entry in the Events List.

3. To start the call, click the Call button either in its Events List entry or in the details panel.

4. When you the Call button a video window appears.

• Youareautomaticallyidentifiedasthehost.

• When you initially enter the conference, you will see a “Welcome”imageinthelargepanelwithyourself-viewatthe top right.

• Onlyafteryouconnectwilltheotherparticipant(s)beallowedintothevideoconferenceandwhenthey’reconnectedtheWelcomeimagewillbereplacedbya videoimage.

5. Formulti-pointcalls,afterallparticipantshavejoinedthemeeting,takearollcallandthenlockthevideoconference.This helps prevent privacy incidents. See Locking an event joined via a Start Now invitation on page 22.

6. The videoconference controls are the standard ones, as described in the user guide Using the Video Window .

Figure 28: Call button in Events List and Event Details

Figure 29: Welcomescreen


https://dropbox.otn.ca/pcvc-help/otn-evisitv-video-window-pc-mac.pdf

16 v 7.2


Note:Youwillnotreceiveanautomaticnotificationaboutascheduledevent.YoumustlogintotheOTNhubandmanuallyconnect.

1. Using the Calendar, navigate to the date on which the videoconference is scheduled and locate it in the Events List.

2. Toviewthevideoconference’sEvent Details, click its entry in the Events List.

3. You will need the Host Pin for step #7. Therefore, select the Host PINtextandcopy[CTRL+C]toyoursystemclipboard.

4. To start the call, click the Host URL in the Event Details.

A Welcome to OTNscreenappearsbrieflyfollowedby an OTN Log In screen.

5. In the OTN Log Inscreen,typeyournameintheNamefieldand then click .(ThenameyouenterappearsintheParticipantslist.)

A Select your camera and microphone panel appears with your default devices selected.

6. Leave the default devices selected or change as desired and then click .

A PIN pop-up* appears.

Figure 31: Host URL and Host PIN in event details

Figure 32: Event access screens


7. Paste(Ctrl+V)theHost PINyouearliercopiedfromthe EventDetails(step#3)intothePINfieldandthenclick .

8. When connected, a video window appears. • Whenyouinitiallyentertheconference,youwillseea“Welcome”

imageinthelargepanelandyourself-viewatthetopright.• Onlyafteryouconnectwilltheotherparticipant(s)beallowed

intothevideoconferenceandwhenthey’reconnectedtheWelcomeimagewillbereplacedbyavideoimage.

• As host, you have access to additional videoconference controls via the Menu( )buttonatthetopleftofthevideoscreen. These include:

• Add a new participant (Donotuse;NotapplicablewithOTNhub)• Lock conference • Mute all guests• Disconnect all participants

9. Formulti-pointcalls,afterallparticipantshavejoinedthemeeting,takearollcallandthenlockthevideoconference. This helps prevent privacy incidents. See Locking an event joined via a Host URL on page 21.

*ThePINpop-up’sappearancedependsonhowmanyPINstheeventrequires.• IftheeventrequiresbothaHostPINandGuestPIN,asimplePINpop-upappearswithjustthePINfield.EntertheHostPIN.• IftheeventrequiresonlyaHostPIN,thePINpop-upcontainsboth“Selectyourrole”radiobuttonsandaPINfield.

Leavetherole“Host”selectedandentertheHostPIN.

Connecting as a Host Using the Host URL - via OTNhub & a Web Browser

17 v 7.2


Connecting as a Host Using the Host URL - via a Mobile Device

A Welcome to eVisit screen appears.

2. Click .

A Pexip screenappearsandacoupleofpermissionpop-ups.

3. Tap OKtopermitaccesstoyourcameraandcalendar.

APexipapp“You’re invited to”videoscreenappearswithyour self-view and three options.

4. TypeyournameintheNamefield.

5. Tap the Video option.

A PINdialogboxappears.

6. Type the Host PIN and then tap .

7. When connected, a video window appears. • Ifyouarethefirstparticipanttoentertheconference,youwill

seea“Welcome”imageinthelargepanelandyourself-viewatthe top right.

• After other participants join, you will be connected and see both themandyourself-view.

8. To end the conference:i.) Tapanywhereinthevideoimagetoviewthecontrolbarand

then tap the End Callicon( ).

ii.) Click intheconfirmationpop-up.

iii.) Tapyourdevice’sHomebuttontoexittheapp.

Note: YoumusthavethePexip Infinity Connectapp( iOS; Android)installedonyourmobiledevicebeforeaccessingtheHostURL.

You will need the Host URL and Host PIN.

Thehost’sdelegatecancopy[CTRL+C]theseitemsfrom the OTNhub Event Detailsandpaste[CTRL+V]theminto anemail,whichtheysendtotheevent’shost.

1. OpentheemailwiththeHostURLandHostPINandtaptheHostURL.



18 v 7.2


* IfyouignoretheAdobeFlashSettings,youwillsuccessfullyconnect.However,your audio/videowillnotbeenabledandtheFlashpop-upmessagewillappearagaininthemiddleofthevideoscreen,askingforpermissiontoaccessyourcameraandmicrophone.

Note: The“permissions”pop-upsaredifferent, depending on which browser you use.

1. Opentheevent’semailinvitationandclick . (Note:Yourbrowsermustbesettoallowpop-ups.)

An OTN Log In screen appears.

2. In the OTN Log Inscreen,typeyourname in the Namefieldandthenclick .


If you use Internet Explorer,theimageinsetmightshowan Adobe Flash Settings pop-up*, select both Allow and Remember and then click in the pop-up.


4. A PIN code pop-up appears. Type the Host PIN and then click .

5. When connected, a video window appears. • When you initially enter the conference, you will see a

“Welcome”imageinthelargepanelwithyourself-viewatthe top right.


• As host, you have access to additional videoconference controls via the Menu( )buttonatthetopleftofthevideo screen. These include:

Joining as a Host Using an eMail Invitation When Event Requires Both a Guest PIN and a Host PIN

Anevent’sOTNinviteemailcontainsalinkforjoiningthevideoconference.Tojoinasthe“host”,youneedtheHostPIN.


6. Formulti-pointcalls,afterallparticipantshavejoinedthemeeting,take a roll call and then lock the videoconference. This helps prevent privacy incidents. See Locking an event joined via a Host URL on page 21.

7. To end the conference, click the End Callbutton( )inthetoolbaratthebottomofthevideowindow.



19 v 7.2


* IfyouignoretheAdobeFlashSettings,youwillsuccessfullyconnect.However,your audio/videowillnotbeenabledandtheFlashpop-upmessagewillappearagaininthemiddleofthevideoscreen,askingforpermissiontoaccessyourcameraandmicrophone.


1. Opentheevent’semailinvitationandclick . (Note:Yourbrowsermustbesettoallowpop-ups.)




If you use Internet Explorer,theimageinsetmightshowan Adobe Flash Settings pop-up*, select both Allow and Remember and then click in the pop-up.


A“Waiting for the host...”screenappears.

4. MoveyourmouseoverthevideoimagetoviewtheControls tool bar. Click the keypad icon .

5. Use the keypad to enter the Host PIN. Wait a few seconds. (Clickoutsidethekeypadtohideit.)

Amessage,“You just became a host”appears,yournameappearsintheparticipantslistwitha“Host”tagunderneath,anda“Welcome”screenappearsinthelargepanelwithyour self-view at the top right.

Joining as a Host Using an eMail Invitation When Event Requires Only a Host PIN

Anevent’sOTNinviteemailcontainsalinkforjoiningthevideoconference.Tojoinasthe“host”,youneedtheHostPIN.


• As host, you have access to additional videoconference controls via the Menu( )buttonatthetopleftofthevideoscreen.These include:


6. Formulti-pointcalls,afterallparticipantshavejoinedthemeeting,take a roll call and then lock the videoconference. This helps prevent privacy incidents. See Locking an event joined via a Host URL on page 21.

7. To end the conference, click the End Callbutton( )inthetoolbaratthebottomofthevideowindow.


Figure 39: Keypad to enter Host PIN


20 v 7.2


Joining a Videoconference as a Delegate/Guest

As a delegate, you can join an OTNinvite videoconference the samewaythatotherinvitedparticipantsjoin.


1. Openyouremailinvitationandclick . (Note:Yourbrowsermustbesettoallowpop-ups.)




3. Leave the default devices selected or change as desired and then click .IfnoguestPINisrequired,skiptostep#5.

4. IfaguestPINisrequired,aPIN code pop-up appears. Type the Guest PINidentifiedintheEventDetails and then click .

Note: This is not the Host PIN. It is the guest’s PIN created by the person who sent the invitation.

5. When connected, a video panel appears. • Ifyouarethefirstparticipanttoentertheconference,

youwillseea“Waiting for the host...”imageinthelarge panel and your self-view at the top right.

• Ifthehosthasalreadyjoined,youwillseeavideoimageas well as your self-view.


Figure 42: GuestPIN


21 v 7.2


Securing (locking) your videoconference

Whenyoufirstjoinyourvideoconference,itisunlocked.

Forone-on-onecalls, you do not need to lock the videoconference.

Formulti-pointcalls,afterallparticipantshavejoinedthemeeting, take a roll call and then lock the videoconference. This helps prevent privacy incidents.

The“lock”processisavailableonlyforthehostandisdifferentdependingon how the host joined the videoconference:

• Locking an event joined via a Host URL(seebelow)

• Locking an event joined via a Start Now invitation or via the Call button(page 22).

Locking an event joined via a Host URL

Asyourinvitedparticipantsjointhevideoconference,thenamethattheyentered when joining appears in the Participants panel.

The Participants panel appears on the left side of the video window. The participant list is sorted based on when a participant joined the videoconference(mostrecentlyjoinedatthetopofthelist).

1. Monitortheparticipantslistandaftereveryonehasjoined,perform a roll call.

2. Afteryouhaveconfirmedwhoisinthecall,toviewadditionalvideocontrols, click the Menu button at the top left of the video screen and click Lock conferenceinthemenudrop-downlist.

While the videoconference is locked:

• Forboththehostandallparticipants,alockicon appears with the OTN logo in the top left banner.

• Forthehost,alock-keyholeicon appears on the left side of the large video pane.

3. To unlock the videoconference, click the Menu button at the top left of the video screen and click Unlock conferenceinthemenudrop-down list.

Figure 44: Video window with participants panel

Figure 45: Menu with options

Figure 46: Lock indicators

Ifaparticipantneedstoreconnectorjoinlate,youmustunlockthevideoconferencetoallowthemtojointheevent.

22 v 7.2


Locking an event joined via a Start Now invitation(or via the Call button)

As your invited participants join the videoconference, the namethattheyenteredwhenjoiningappearsinthe Participants panel.

1. To view the participants panel, click the More button and then click the Participants button in the video control bar.

The Participants panel appears on the left side of the video window. The participant list is sorted based on whenaparticipantjoinedthevideoconference(lasttojoin,lastinthelist).

2. Monitor the participants list and, after everyone has joined, performarollcall.

3. Afteryouhaveconfirmedwhoisinthecall,tolockthevideoconference, click the blue Lock button in the Participants panel.

While the videoconference is locked, the Lock button appears red .

4. To unlock the videoconference, click the red Lock button in the Participants panel.

While the videoconference is unlocked, the Lock button appears blue .

Figure 47: Video window with participants panel

Lockbutton

Ifaparticipantneedstoreconnectorjoinlate,youmustunlockthevideoconferencetoallowthemtojointheevent.

23 v 7.2


7 Updating an Invitation Event

1. If you are not already logged in to the OTNhub, open a browser window, sign in at otnhub.ca and access the Videoconference service.

2. Using the Calendar panel, navigate to the date on which the videoconference is scheduled and locate its event listing.

3. To view the event details, click the event listing.

The Event Details panel appears.

4. To edit the Date, Start Time, End Time, or Number of Patients, click besidethefield.

Thedisplayedvalue(s)arereplacedbytextfield(s) with Submit and Cancel buttons.

5. Select or type the new value and click Submit.

If you changed the Date or Start Time:

• Aconfirmationpop-upappears.ConfirmtheinformationiscorrectandclickReschedule.

• Participantsaresentanemailnotificationwiththenewinformation.

If you changed the End Time or Patient number, noconfirmationappearsandnonotificationissent. To notify participants about either of these changes, re-send the invitation.

The Event Details refreshes and appears with the new information.

Figure 48: Eventlistinvitationitem

Figure 49: Eventdetailsfieldedits

You(theevent’screator)oryourdelegatescanupdateafuture-scheduledeVisitInvitationevent. You cannot edit a cancelled event.

Youcanchangethescheduleddate,starttime,andendtimeupuntiltheendoftheday(23:59)onwhichtheeventisscheduledtooccur.Forexample,ifyoumistakenlyblockedofftoomuchtimewhencreatingtheoriginal invitation.

Forclinicaleventsyoucanupdatethenumberofpatientsbeforeoraftertheeventhasoccured. Forexample,ifyouoriginallyplannedtodiscusstwopatients,butendedupdiscussinganadditionalcase.(Theaccuracyofthisnumberisimportantbecauseitisusedforreportingpurposes,bothforOTNandtheMinistryofHealthandLongTermCare.)

Ifyouneedtochangetheemailaddressorotherinformationintheemail,youmustfirstcancel the original event and then create and send a new invitation.

Invited participants are notified only when the date or start time changes.

They are not automatically informed when you update the end time or patient number.

To notify participants about an update, you can re-send the invitation.

https://otnhub.ca

24 v 7.2


8 Copying an Invitation Event

1. Using the Calendar panel, navigate to the date on which the videoconference is scheduled and locate its entry in the Events List.

2. To view the event details, click its Events List entry. The Event Details panel appears.

3. To create the new event, click .A Copy Eventpop-upappearscontaininginformationfromthe original event.

4. Reviewtherequiredfieldsandchangeasneeded:guestname,guestemail,hostPINandguestPINifdesired,andtheeventsettings(eventtype,title,etc.).If you want to invite additional participants, click for each additional person and providetheirnameandemailaddress. (Maximumparticipants:Clinical8;Non-clinical20) Fordetails,seeFieldDescriptions on page 5.

5. Click Schedule & Send Invite or Start Now & Send Invite.

If you are starting now, skip to step #7.

6. If you are scheduling a future event, a Schedule pop-up appears.SelectthedesiredDate,Starttime,andEndtimeand then click Schedule.Aconfirmationpop-upappears.

7. Reviewtheconfirmationdetails.i.) If you are scheduling a future clinical event, and

wanttoviewa‘patienthandout’summarizing theeventdetails,leavethe“View the patient handout...”checkboxselected.

ii.) If all is correct, click Schedule or Create. If you need to changesomething,clickCancel.

Fordescriptionsofwhathappensnext, see Start Now & Send Invite on page 7, or Schedule & Send Invite on page 8.

You can copy an OTNinvite event*, including scheduled events which have occurred in the past, scheduled events planned for the future and cancelled events.

Forexample,ifyouneedtocreateafollowupappointmentthathastheexactsameinformationastheoriginalevent(guestname,guestemail,consultant,etc.).

Figure 50: Events list invitation event


Figure 53: Confirmationmessages

Figure 52: Copy event pop-up

*EventscreatedinNcompasscanbecopiedormodifiedonlyinNcompass.

25 v 7.2


9 Re-sending an Invitation


2. Using the Calendar panel, navigate to the date on which the videoconference is scheduled and locate its entry in the Events List.

3. To view the event details, click its Events List entry.


4. To re-send the invitation, click .

Aconfirmationdialogboxappears.

5. Reviewthenamesandemailaddressestoensurethat they are correct.

6. Toconfirmthere-sending,click .

• Allinviteesaresentanemailnotifyingthemofthevideoconference, which includes the scheduled dateandtimeandalinktothevideoconference.

• Fornon-clinicalevents,ifyouhavesetupanAdminContacttheyaresentacopyoftheemail.(Thisdoesnothappenforclinicalevents.)

• If you are a delegate re-sending on behalf of the host,youwillnotreceiveacopyoftheemail.

• Asuccessmessageappears.


Figure 56: Re-sendconfirmationmessage

Figure 54: Events list invitation event

You(theevent’screator)oryourdelegatescanre-sendaneVisitInvitationevent.

Youcanre-sendanemailinvitationtoafuturescheduledvideoconference. Forexample,ifyourinviteecannotfindtheiroriginalinvitation.

There-sentinvitationemailcontainsexactlythesameinformationastheoriginalinvitation.

Ifyouneedtochangeanemailaddressorotherinformationintheemail,youmustfirstcancel the original event and then create and send a new invitation.

https://otnhub.ca

26 v 7.2


10 Cancelling an Invitation Event


2. Using the Calendar panel, navigate to the date on which the videoconference is scheduled and locate its event listing.

3. To view the event details, click the Event List entry.


4. To cancel the invitation, click .

Aconfirmationdialogboxappears.

5. Toconfirmthecancellation,click .

• Ifthescheduledstartdate/timeoftheeventisinthefuture,allinviteesaresentanemailnotifyingthem thatthevideoconferenceiscancelled.(Ifyoucancelaneventfromthepast,noemailissent.)

• Asuccessmessageappears.

• Theeventreceivesa‘cancelled’statusinbothNcompassandintheEventListandEventDetails.

• You can no longer edit or re-send the invitation.

• Fornon-clinicalevents,ifyouhavesetupanAdminContacttheyaresentacopyoftheemail.(Thisdoesnothappenforclinicalevents.)

• If you are a delegate cancelling on behalf of the host, youwillnotreceiveacopyoftheemail.

Figure 58: Event details before cancellation

Figure 57: Event list with invitation event

You(theevent’screator)oryourdelegatescancancelaneVisitInvitationevent.

You can cancel a future-scheduled videoconference that you previously created via an invitation. Youcannotcancelavideoconferenceafteryouhaveconnectedtoitorcompleteditonthescheduleddate.

Figure 59: Cancellationconfirmationmessage

https://otnhub.ca

Documents

Using eVisit Invitations (OTNinvites) · Using eVisit Invitations (OTNinvites) 2 Setting or Updating Admin Contact Information. Before you start sending eVisit invitations, OTN recommends