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Provider Setup
Provider Resources

Recommended Provider Setup

A professional, welcoming experience where doctor bedside manners and physical presence can be conveyed online. This results in a trust relationship between patients and clinicians who are physically apart.

 

Video experience

The Provider's face should be in the center of the screen and filling ½ of it. It is recommended that doctors wear a white coat and use a virtual background with their credentials.

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Recommended equipment:

  1. Computer or laptop (15” minimum screen size)

  2. Zoom client installed (recommended version: 5.12.9)

  3. Two 27” monitors: recommended if provider has to use EMR/EHR systems

  4. Over the ear headphones for remote auscultation (stethoscope)

  5. HD External camera: installed on top of monitor or separate stand

  6. Connectivity bandwidth: 2Mbps minimum (10Mbps recommended)

  7. Virtual Background: organization name, logo, provider name and credentials

Related Resources:

  1. Zoom Experience

  2. Inviting participants through Zoom

  3. Troubleshooting Zoom

Zoom Experience

19Labs’ GALE solution integrates Zoom for Healthcare as its video conferencing platform. In provisioning and operating the Zoom HIPAA Services, Zoom complies with the provisions of the HIPAA Security Rule that are required and applicable to it in its capacity as a business associate. For a better experience, see the following sections.​​​​​

Recommended setup with a green screen

 

​Virtual Background with a green screen provides the best virtual background effect and uses less system resources during the meeting. This method requires you have a solid-colored screen, curtain, or wall behind you, which Zoom will replace the selected color with the image or video you selected. This method improves the sharpness and definition of the virtual background effect around your face, head, ears, and hair. 

For best results:

  • Use a very bright and distinct color, such as a green or blue screen. The contrast in colors makes it easier to distinguish you in the foreground from the bright background. Recommended physical green screens from Webaround or Amazon.

  • Higher quality cameras result in a better virtual background. See camera recommendations for details.

  • Use uniform lighting and color.

  • Do not wear clothing that is the same color as the virtual background.

Recommended setup without a green screen

 

Virtual Background without a green screen provides the same effect as when using a green screen, only with less sharpness and definition around your face, head, ears, and hair. This is because without a solid, contrasting color behind you, the system is less likely to distinguish you in the foreground from the background accurately. This method requires more system resources, so it has higher system requirements. 

For best results:

  • Higher quality cameras result in a better virtual background. See camera recommendations for details.

  • Use uniform lighting and color. 

  • Make sure not only your face is illuminated, but also some of your background as well, as the contrast can help distinguish you from the background. 

Video and image specifications

 

Background image dimensions

  • There are no size restrictions when adding your own virtual backgrounds, but we recommend cropping the image to match the aspect ratio of your camera before uploading it.
    For example, if your camera is set to 16:9, an image of 1280 by 720 pixels or 1920 by 1080 pixels, both being the same 16:9 ratio, would work well.

  • 24-bit PNG or JPG/JPEG image format

  • If you're not sure about your camera aspect ratio, use a background image with a minimum resolution of 1280 by 720 pixels.

  • Browse some of the virtual backgrounds Zoom has collected, or use these sources for other royalty-free images: Pexels, Unsplash, Pixabay.

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Background video

  • A MP4 or MOV video file

  • Minimum resolution of 480 by 360 pixels (360p) and a maximum resolution of 1920 by 1080 pixels (1080p).

How to enable Virtual Background

 

There are a few ways to get started with Virtual Background features. You can enable virtual backgrounds during video conferencing on the account, group, and individual user level.

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Note: Users must sign out of the Zoom desktop client and sign back in for Virtual Backgrounds to take effect.

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To enable the Virtual Background feature for your own use:

  1. Sign in to the Zoom web portal.

  2. In the navigation menu, click Settings.

  3. In the Meeting tab, navigate to the Virtual Background option (under the In Meeting (Advanced) section) and verify that the setting is enabled.

 

Notes:

  • If the setting is disabled, click the status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

  • If the option is grayed out, it has been locked at either the group or account level, and you will need to contact your Zoom administrator.

How to apply a Virtual Background

 

  1. Sign in to the Zoom desktop client.

  2. Click your profile picture, then click Settings (image)

  3. Select Backgrounds & Filters.
    Note: If you do not have the Virtual Background tab and you have enabled it on the web portal, sign out of the Zoom desktop client and sign in again.

  4. Check “I have a green screen” if you have a physical green screen set up. You can then click on your video to select the correct color for the green screen.

  5. Click on an image or video to select the desired virtual background.

  6. (Optional) Add your own image by clicking and choosing if you want to upload an image or a video.

If prompted, click Download to download the package for virtual background without a green screen.

Related Resources:

  1. Troubleshooting Black Screen

  2. Troubleshooting Virtual Backgrounds

Floating thumbnail window

 

The floating thumbnail window allows you to minimize the main Zoom window, but keep the video on top of other applications you have open like GALE Insights or an EMR system. You can move the window around your screen as needed, or hide the video entirely.​​​

  1. ​Click on the minimize icon, located at the top-right corner for Windows, or top-left corner for macOS.

  2. Once in mini-window view, you can collapse the video by clicking on the arrow on the left side. Click the arrow again to expand the video thumbnail.

  3. While in this mode, you can also easily mute/unmute yourself or turn on/off your video by clicking the and buttons respectively.

  4. To close the floating thumbnail window and return to the full Zoom window, click the arrow on the right side.

Inviting participants to join an ongoing Zoom call

Use Zoom’s invite feature to connect with other providers, specialists, language services and/or family members.

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More about Inviting others to join a meeting on the Zoom Support website.

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  1. Start or join a meeting.

  2. In the meeting controls, click Participants       .

  3. Click Invite at the bottom of the participants panel.

  4. Choose from the following invite options:

 

Invite using Zoom Contacts​
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  1. Click the Contacts tab.

  2. Select their name from the list or search for a contact.

  3. Click on the individual you would like to invite. You can select multiple contacts.

  4. After selecting contact(s), their name(s) will be highlighted in blue and they will appear in the list at the top of the window.

  5. Click Invite in the lower right corner. 

  6. Selected participants will be immediately invited to the current meeting, which will appear on their desktop or mobile screen.

Invite using Email
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  1. Click the Email tab.

  2. Select an email provider:

    1. Default Email: Invite others by using your default email application for your computer.

    2. Gmail or Yahoo Mail: Invite others by using the Gmail or Yahoo website. You will be prompted to sign in to your account. Your email service will be opened, either as through your desktop mail application or through your default web browser.

    3. Add recipients to the email and send it.

 

Note: A new email will be composed automatically with the meeting information in the email body.

Invite using Call Out
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  1. If enabled by your administrator, you might call from Zoom directly to any phone number. Ask your administrator about this feature.

  2. Click the Call Out tab.

  3. Enter the name of the invitee. This will be used as their display name in the meeting. 

  4. Enter their phone number. 

  5. Review and enable the following options: 

    1. Require greeting before being connected

    2. Require pressing 1 before being connected

  6. Click Call to have Zoom call the provided number. When the invitee answers the phone, they will be connected to the meeting as an audio-only participant. 

URL or invitation text

 

On any of the above options, click Copy Invite Link or Copy Invitation if you want to send your instant meeting information elsewhere.

  • Copy Invite Link: Copy the meeting join link.

  • Copy Invitation: Copy the full invitation text. 

  • Paste the URL or invitation using Ctrl + V on Windows, or Cmd + V on a Mac. You can also right-click and click Paste. This URL or invitation can be pasted in an email, other chat thread, or other messaging service. 

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