Setting Up a Conference Room for a Skype Meeting With an Audio Conferencing System

Upon diagnosis of cancer, your journey typically starts with a laundry list of appointments with different physicians. Within our healthcare system, we are looking to change the approach of how our disease teams interact and treat patients. We take a team approach and work to bring all the physicians you would need into one room at the same time or at least in succession. These collective appointments are called MDC appointments or Multiple Disciplinary Care appointments. Which means, we get your Radiation Oncologist, Medical Oncologist, disease specific Oncologist (i.e. Breast Cancer physician), Surgeon, Radiologist and any other physician applicable to your disease together.

Since we are such a large organization, some regional sites are unable to have this type of approach. So if we can't bring the physicians to the patient, we bring the patient to the physicians. This is where the MDC Tumor Board Conferences come in! We hold tumor boards all across our main campus for various disease teams. With these conferences, you will most likely have more than one of the same type of physician, so you will get various points of view. Now the patient isn't in the room during these conferences but the lead physician or resident for the patient will present the case and scribe the collective course of treatment.

So today, I will walk you through how to set up a MDC Tumor Board Conference!

Disclaimer: I do not endorse nor am I sponsored by Skype, Cleveland Clinic, Microsoft or any other brand/ entity in this video. The steps taken along with the views are my own and are not that of any company represented in this video.

Supplies

The supplies you will need to set up a Tumor Board Conference:

A Conference Room

Keyboard

Mouse

Your Personal Log-in Credentials

Conference Room Tablet

Lastly, Patience

Step 1: Locate Keyboard and Mouse

Once in your respective conference room, you will want to locate the keyboard and mouse. On the back side of the keyboard and underside of the mouse you will find On/Off buttons, please make sure they are switched to On.

Step 2: Locate and Set Up In-Room Tablet

Each conference room is assigned its own tablet to control the electronics in that specific room. You can find your conference room tablet on a docking station tucked away in a corner.

Once you have the tablet, tap anywhere on the screen to wake it up then you will click on 'General AV'.

A loading screen will appear with a status bar.

All the conference rooms are set to default on 'PC'. As seen in the photo, the 'PC' square is highlighted blue to ensure it is selected. If 'PC' is not highlighted blue, just tap on it. Nothing will happen except for the 'PC' square changing color.

Step 3: Log Into the In-Room Computer

Each conference room is equipped with a large TV on the wall and this will act as your computer monitor. You will use the keyboard and mouse to log in and navigate on the screen.

On this screen, you will enter in your log in credentials you use enterprise wide to access a computer or WOW (Workstation On Wheels).

Step 4: Locate and Open Outlook 2013

Once logged in, please select ‘Outlook 2013’ on the desktop. Since this is a conference room computer system, all desktops will look the same and cannot be customized.

Step 5: Select Correct Tumor Board on Calendar

With Outlook open, take your cursor and place it over the small calendar icon towards the bottom left. This will display a mini calendar where you can select the appropriate tumor board to enter. For this Instructable, I will be double clicking on “Tumor Board Set up Demo”.

A calendar meeting screen will appear with important login/ dial in information to access the audio conferencing system in the room. You will now need to grab the room tablet again and enter the information on the screen when prompted.

Step 6: Setting Up Audio Conferencing System

With the tablet in hand, select ‘Audio Conference Dialer’. A voice will be audible through the speakers in the room. It will first ask you to enter in the phone number or internal number.

Since we are on campus, you will enter the internal number found in the Calendar meeting you opened previously. You will then be prompted to enter the access code then hit the # symbol.

After the internal number and access codes are entered, you will enter the call. For the next step, you will need to go back to the keyboard and mouse to complete screen sharing capabilities for this Tumor Board.

Step 7: Entering Skype Meeting

Using the mouse you will select the 'Join Skype Meeting' hyperlink in the calendar meeting invite.

Once clicked, a Skype window will appear. You will want to allow screen sharing so others joining in can review imaging, pathology or any other relevant information pertaining to the patient.