WNC HealthLink Site Coordinator's Manual

Thank you for agreeing to be the site coordinator for your WNC HealthLink videoconference location. Without your support and collaboration, this regional interactive video network would not function and would not be possible. You are the main focal point for communication about scheduling and logistics for your site and your role is critical. Please do not hesitate to contact the MAHEC Education and Information Technology Department at any time for assistance or information.

This manual has been significantly revised since the original printed copy in order to make it easier to use. The focus is mainly on equipment operation, scheduling procedures and videoconference setup and support. I hope you will find it helpful and "user-friendly."

David Blanchard-Reid, Director
Education and Information Technology Department

WNC HealthLink Site Coordinator's Responsibilities

As the Site Coordinator for your facility we ask that you assist us by doing the following:

Serve as MAHEC’s single point of contact for videoconference scheduling and support at your site
Review and approve videoconference requests that include your site
Schedule the video room at your site (if available) for videoconferences you have approved
Become knowledgeable about basic videoconference equipment operation and simple trouble-shooting procedures
Makes sure your room and equipment is set up 30 minutes before each conference is scheduled to begin
Follow detailed room and equipment readiness procedures specified in this manual, provided by MAHEC once the site becomes operational
Remain available on standby in the video room 15 minutes before each scheduled event for:

Communication line check
Audio check
Video check
Trouble-shooting instructions

For distant education events involving your site we request that you do the following:

Distribute materials received for the registered participants
Provide sign-in sheet for participants to document attendance
Mail attendance sign-in and evaluation forms to MAHEC

Also, stay 15 minutes after each event to:

Evaluate technical performance of equipment/network with MAHEC staff
Perform follow-up trouble-shooting as needed
Turn off all equipment

Other Responsibilities

Attend MAHEC training sessions
Orient and/or train presenters in use of equipment on-site as needed
Provide feedback on equipment performance
Conduct on-going needs assessment for your particular site
Attend scheduled HealthLink Site Coordinator's meetings

All of these tasks are essential for WNC HealthLink to work and run smoothly. Your efforts are much appreciated!

Effective Use of Interactive Video

MAHEC Agrees To Provide the Following Technical Support Services:

Provide a connection to the WNC HealthLink network via the WNC HealthLink multipoint conference server hub (the video bridge)
Provide technical consultation
Serve as the video conference equipment vendor liaison
Serve as the telephone company liaison
Provide installation planning and support
Provide centralized network troubleshooting
Provide development of operating policies and procedures
Provide coordinated scheduling of multi-site conference events
Provide multipoint conference support and technical backup
Provide training in the use of A/V presentation peripheral equipment
Provide distance learning presentation media consultation
Provide end-user orientation and training in equipment operation and tips for successful use of the medium
Coordinate WNC HealthLink T1 line Universal Service Fund support for eligible rural health care providers
Provide ongoing research and planning for education and telehealth applications
Provide grant-writing consultation for network expansion and application development
Contribute to the development of standards for telehealth in WNC
Serve as a liaison to other video networks in WNC and North Carolina

Other Benefits

Access to dial-out Integrated Services Digital Network (ISDN) videoconferencing via MAHEC’s video bridge at cost (AT&T long-distance phone charges apply). ISDN videoconferencing sites throughout the state and nation can be dialed.
Use of the system for administrative meetings between subscribers to save professional travel time and cost.

Videoconference Planning Form/Request Form

A requester asks MAHEC to schedule a videoconference by filling out and sending in a Videoconference Planning Form/Request Form, either by faxing the paper form to MAHEC or sending it as a file attached to email. If a site has been asked to participate in the videoconference, MAHEC will forward the Request Form to the sites requested, by fax or as a file attached to e-mail. A version of the same form is also sent as a notice of confirmation.

Days and hours of availability: Videoconferences are scheduled for Monday through Thursday 8am - 9pm and Fridays 8am - 5pm, except on holidays, during which the Department is closed.

Understanding the Videoconference Planning Form:

The Videoconferencing Planning Form is used to communicate clearly and consistently the information regarding the scheduling of videoconferences.

The requester indicates that the event is either an interactive videoconference or a satellite broadcast.
The drop-down box next to "Scheduling Request/Event Cancellation/Event Confirmation" is checked depending on the purpose of the form.
The Request Form also provides the name of the videoconference, the person requesting the videoconference, and relevant contact information concerning the program. The date/s of the videoconference and the starting and ending time of the program are also found on the Request Form. (For site coordinators, test time for each program should be 30 minutes prior to each program. This allows time to troubleshoot any problems that may arise. This is the rule to follow when scheduling videoconferences. When reserving the conference room, coordinators need at least thirty minutes before/between programs to set up.)
The Primary Target Audience block provides further information on the type of event and who will be in attendance at the videoconference.
The requester indicates the Origination Site, the site from which the presenter or meeting leader will be speaking. The origination site is responsible for set up of the document camera and any other equipment need for visuals during the videoconference.
If the videoconference is a repeating event, we ask the requesters to specify the specific dates. The requester indicates the date the proposed videoconference will take place, using a numerical format for month, day, and year: for example, 4/9/99 or 3-7-00.
The block displayed for HealthLink sites indicate which sites have been asked to participate in the videoconference. A checked box means that the requester is asking that site to participate in the videoconference on the corresponding date. For confirmations, the blocks indicate which sites are participating in the videoconference.
Site coordinators reply to the Request Form in the box entitled "Site Coordinator Use Only". A check is marked in the box corresponding to the site availability. The site name is entered below this. If the request was for more than one date, coordinators may indicate "all" for all dates available, or they may enter the dates for which they are available. The form may then be faxed or emailed to MAHEC.
If the requester cancels the videoconference, or if there’s a change in date or time that requires an entirely new round of scheduling, MAHEC will send the Planning Form to each participating site as a notice of cancellation. The form will have "Event Cancellation Notice" selected in the top right of the form.