8.1.1 Technical test
The first time you enter a video call from your computer, you will be redirected to a technical test where you can check your camera, microphone, audio, and Internet connection. After checking that all functions work properly, answer Yes to the questions in the technical test, and proceed to the consultation itself. Contact your IT department if something is not working.
8.1.2 Prepare before meeting the patient
When the patient has booked an appointment or answered a form, this information is gathered in a single view you can review before the appointment. Open the appointment booking from the calendar and click on the Patient Summary button.
Here you can see all the relevant information in a single view. The patient summary may include the patient's description of their case, attached pictures or files, and form responses.
The actions available in the appointment information from the calendar, such as cancellation and rebooking, can also be accessed via the patient summary, if you click on the three vertical dots at the top right of the widget.
8.2 Start a video consultation
You can go to a booked video consultation by clicking on it from the calendar view or from the list accessed via the tab My appointments from the calendar view, of from the patient summary. Here you can see information about the patient's contact details, reason for visit and any form responses. Click Call. This opens a new tab that redirects you to the lobby where you can wait for the patient to join the call.
You can also start the call by clicking on the notification displayed at the bottom right before the meeting. By clicking on it, you are redirected straight to the lobby.
You will also receive a notification when the patient is ready and waiting in the virtual lobby.
Since the video call opens in a separate tab, it could be helpful to click on the patient summary again and have the information visible in the first tab as support during the consultation.
8.3 How a video consultation looks like
8.3.1 The video view
In a video consultation with a patient, you see yourself in the lower-left corner and the patient in the big picture. At the bottom right you see the patient's name, and here it is also shown if they have turned off their microphone. Hover over the patient's name to see more information, such as phone number or social security number.
The field at the bottom of the screen has the following functions:
1. Turn off the camera
2. Mute the microphone
3. Share screen
5. More options
6. Hang up
Read more about the different functions below.
8.3.2 Customise your own image
You can enlarge your own image by clicking on the diagonal arrow at the top right of your image. It can be good if you want to show the patient something, such as an exercise. You can also hide your image by clicking on the small down arrow. Then the patient can still see you, but you do not have to be distracted by your own image.
8.3.3 Turn off your camera or microphone
If you want to turn off your camera completely, drag the slider by the symbol to the left. The patient then sees a grey box instead of your picture.
To turn off your microphone, do the same and drag the slider on the symbol to the left. The patient can then see a symbol that indicates that you have turned off your microphone.
8.3.4 Screen sharing
If you want to show the meeting participants a document, pictures or maybe guide a patient through instructions or programs, you can share your screen. Click Share Screen, and then select which screen to share.
Patients and guests can also share their screen if they use the web interface on a computer. However, they can not share a screen if they use the app.
Note: Screen sharing works best if the patient logs in via a computer. If the patient is using a smartphone, ask the patient to angle their mobile to horizontal position to be able to see the entire screen.
In the chat, you and other participants can send text messages and files, e.g. photos, videos or documents. When you upload a file, a thumbnail is displayed, so you can be sure that the correct file is attached.
Once the file is sent, you can click on it to view it in large format. Files sent in the chat are automatically saved both in the call and in the meeting view in the calendar, under the paperclip.
8.3.6 More options
If you click on More options, you can choose between seeing the participants in gallery view or speaker view (read more about this in 220.127.116.11 Gallery view and speaker view under the heading 8.3.9 Multiparty calls below).
If you click on Settings, you will see your audio and video settings, and here you can also test your microphone or speakers during the call.
8.3.7 Take a screenshot
To take a screenshot during the call, use the function found in the computer's operating system. If you are using Windows, you can press Windows + shift + S and then select which area you want to take a picture of. For Mac, hold down Command + shift + 4 for the same function.
8.3.8 Information and warning messages
If you need to pay attention during the call, information or warning messages are displayed. Here are some examples:
If you talk when your microphone is muted, a message will appear on your screen so you can quickly turn it back on.
Should your headset disconnect, another device switches on automatically and a message is displayed.
A warning message is displayed also if you lose your internet connection.
8.3.9 Multiparty calls
In Visiba Care, you can have multi-party calls (group calls) with up to nine participants, in addition to yourself. You can meet patients, but also colleagues or guests, such as an interpreter or a relative of the patient. If you click on the participant's name, you will get more information about the participant. For example, you can see phone numbers or email addresses, and for guests, you can also see which login method they used. The participant information is only seen by you as the healthcare professional; it is not shown to guests or patients in the conversation. Patients and guest participants can not see each other's names in the multi-party call, but only see each other's initials.
18.104.22.168 Gallery view and speaker view
The image above shows the participants in gallery view. Here, all participants are shown at the same time, in the same image.
By clicking on More options, you can choose whether you want to see speaker view instead. Then the speaker automatically appears in a large image, while the others are displayed in a small image in a field at the top of the view.
22.214.171.124 Reduce the size of your own image
If there are many participants in the same meeting, you may want to reduce your image, so as not to obscure too much of the participant view displayed above your image. In this case, use the computer's own system to reduce the image and then enlarge it again.
If you are using a Windows computer, click on the image and then ctrl + minus to reduce it. If you want to make it bigger again, click on ctrl + plus.
If you are using a Mac computer, click command + minus instead to reduce the image, and command + plus to enlarge it again.
126.96.36.199 Remove a participant or end a call
If you hover over a participant's name, the three dots will appear. If you click on the dots, you can choose to remove a participant from the call.
To end the call, click Hang up. After this, two options are displayed: End the call for everyone, which results in all participants leaving the meeting and being forwarded to the evaluation screen, and Leave the call, where only you leave while the other participants are able to continue.
Note that the call can continue even if the scheduled end time of the meeting has passed.
8.4 After the consultation
When the video consultation is over, you will be redirected to the evaluation survey page. On the left side, you can access the Consultation files, the messages exchanged in the Chat, or Reconnect to the video call.
Under Consultation files, you can find all the images and files the patient has sent during the consultation under Consultation files. To save an image or a file, click on it and press Save. The file is saved locally on your computer.
Click on Chat to reopen it and read or document as needed.
Click on Reconnect video call to call the patient again.
8.4.1 Follow-up and evaluation
When the call is completed, you will automatically be taken to the Follow-up view, where you can enter the diagnostic code and outcome of the appointment. Start entering the patient's diagnosis or diagnostic code, and the suggestions will match your search (the diagnostic codes are downloaded from icd.who.int). Click on the diagnosis you want to add. The diagnosis is then listed under the search field, marked with a checkmark. Once you have added a diagnosis, the search field will be blank again, so you can search for and add additional diagnoses if needed. If you happen to select an error or want to delete a diagnosis, simply deselect it from the list.
Feel free to mark whether the consultation was suitable for a digital visit or not.
Further down on the page, you can find the heading Evaluation, where you can rate the quality of the video call. You can also leave a comment with your feedback on the consultation. End the survey by clicking on Save.
Note: After you have completed the evaluation, the window will close and the option to resume the call, view chat history, and save files will no longer be available.
8.5 Multi-party call
Multi-party calls can include up to ten participants (including yourself). At the bottom left of the view, you see yourself and above, you see the other participants, such as the patient, invited guests, and colleagues. You can hover over each participant to see which authentication method they have used to log in. In the upper right corner of the participants, you can see if they have switched off their microphone.
You can choose to view a participant in full screen by clicking on their thumbnail. Please note that only you see the participant in a large display, not the other participants. To go back and see the speaker instead, click on that participant's thumbnail again. To the left of the view, the other participants are displayed, either with a thumbnail image or with their initials.
During the call, it is possible to view four video streams simultaneously. The speaker is automatically displayed in the image, the other three can be selected by clicking on their thumbnails or initials. This way, all participants can choose who they want to see in their large display.
Otherwise, a multi-party call works the same way as a video consultation between two parties. You can chat and turn off the camera or the microphone. Read more about the call functions in 8.3.1 Conversation functions.
If one or more of your colleagues participate in the call, there are two options under the door icon: Leave call, where other participants continue the consultation, and End call, where the consultation is terminated and all participants are redirected to the evaluation.
In April 2022, we will update the video call to make it even easier to use! Click here to get to an article where we show the most important news.