Introducing virtual visits to your organization

This section will prepare you to introduce virtual visitations to your organization

Technical readiness for IT

First impressions are everything when it comes to new technology. Confirm you have all the technical resources and information required to make sure everything works.

Other things to remember:

Avoid using your Personal Room to schedule meetings. Scheduling with a unique meeting link ensures privacy
Schedule recurring meetings to save time and keep the same meeting link
Create a shared calendar to display resident’s availability and start meetings from one location
Add alternate hosts to your meeting invitations. These could include care givers, virtual visit leads, or other staff members.

Ensure staff are comfortable using Webex and can help residents connect. Encourage staff to sign up for Webex Online Classes.

Top tip:

Having problems in a meeting?

There’s a built-in Health Checker available for every Webex meeting.

In the meeting simply click:
Help> Health Checker>Summary

Things to think about when launching virtual visitation

Organize your process

Determine how many visits your workforce and network can support
Create a scheduling system
* Set recurring sessions
* Create a system for assigning devices
(for example tablet 1 is assigned to room #100-200)
Schedule using a shared calendar, so others have visibility into device availability
Determine who will be responsible for scheduling visits
Establish a process to train staff

Set up the devices

Download the Webex Meetings app on all devices
Test to ensure access to the internet is strong enough to work in every room
Ensure all devices are in working order with accessories e.g. charging cable
Ensure you can log in to each device using your credentials
Adjust device settings according to resident preference or needs (poor eyesight or hearing)

Create the right environment

See what kind of privacy is requested for the meeting
Is there a table and chair or back support for the resident to use?
Is it a well-lit room e.g. enough natural light, lamps needed?
Ensure you have the quick start guide with you
Help the resident get comfortable, perhaps have a drink ready for them
Help the resident get connected a few minutes early to the session
Stay until everyone is successfully connected
After the session wipe down the device and area with antibacterial wipes

Enhance the experience

You may consider creating a “Cozy Corner” or a specific room

Selecting the perfect place

Is it accessible for all abilities?
Is there enough room for a table, chair and wheelchair?
Does it have an electrical outlet close by?
It must have access to Broadband, is the WIFI signal strong enough to work in this area?
Does this area meet all health and safety standards required?
Is there an element of privacy e.g. removable screen, closed door?
Is it a well-lit area e.g. natural light, lamps?

We recommend reading Getting started with Webex Desk Pro

Top tip:

Always have antibacterial wipes available so that devices can be cleaned after use.