During the Covid-19 Crisis we have have established a process to be able to establish a video call with the Resident and their Family Members.

The overview of this process is you will need to get an email address from the family member. You will then exchange a conference link to their email address. The family will need to join the conference and the video connection will be established. 

Here are the steps on how this is completed. 

Stage 1 - Requests for contact via Email

Families will be given email addresses to contact each unit. Each email address is tied to an iPad. Please refer to the table below for these assignments. 

Setup to connect with the families can be done via phone or email. However you will need to have the family member send you an email to reply with the conference link or give you their email address to send the conference link to.It is not easy and outside of best practice to exchange the meeting connection details by phone. 

You can use the Mail app...

...on the devices to send and receive email messages from the iPads. The step by step process on how to use the iOS mail app is outside the scope of this document and therefore will not be covered in depth here.

Stage 2 - Use GoToMeeting to create and configure a virtual meeting room

To setup the meeting you must complete the following steps. It is best to do all these steps prior to sharing the meeting, as it is hard for everyone to converse while making some of these setting adjustments. 

1. Open the GoToMeeting App on the Device

2. Select the "My Meetings" Tab at the bottom of the screen

3. Select "Meet Now"

4. Select the monitor icon 

5. Disable present content from the monitor sub menu

Important: for video of the family member to appear in full screen mode, you must complete steps 4 & 5

6.Make sure the mic is unmuted by selecting the microphone option

7. Select the camera icon

8. Select "Share My Webcam" on the webcam preview image.

9. It is advised that you keep the " View Webcams" option set to "All"

Stage 3 - Share the virtual meeting room

Now that your virtual room is all setup. You must share it with the family so they can join. 

Prerequisite: You must have the email address of the family member(s) the resident is to video chat with. 

1. Select the people icon

2. Select "Invite Others"

3. Select "Email" or "Copy to clipboard"

• Email: Opens a new email with all the meeting details included, you will need to enter the email addresses of the family attendees you wish to have attend.  This would be recommended if you received an email address via phone and have no existing email chains with the attendees. 
  
• Copy to clipboard: Copies all the meeting details the family needs to join to the clipboard. You can then paste this into a reply to an existing email thread. Recommended if you already have an email tread with the attendees. Rather then entering email addresses you can just paste in this data into a reply in the existing thread. 

Stage 4 - Family Joins and Setup

At this stage the family will need to join the meeting via the instructions they were sent. 

1. Family selects the link in the invite they were sent

2. If this is the first GoToMeeting session they have joined they will be instructed to download and install the app for their device. The app is available for PC, MacOS, iOS and Android. The install process will be normal like other apps installed on their device. 

They DO NOT need to create or pay for an account to use this service. It is free for attendees. 

3. Once joined they will need to enable the webcam and un-mute their mic as well. 

Once these steps are complete the parties will be able to communicate with video and audio.

Stage 5 - Close the virtual room

Once the conversation has ended it is recommended that you close the room. It is possible to reuse the meeting room for another resident and their family, however anyone that has been sent the link now or in the past can join an active room at any given time. This is bad and inconvenient for a number of reasons, please close the room when complete. 

To do this:

1. Select the Leave Icon from the upper left. 

2. Select End Meeting for Everyone

3. You will be taken back to the My Meetings screen which would allow you to start another conversation from stage 2.