Ergotron Mobile Cart. (TRC5 Remote Control) User Guide

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1 Ergotron Mobile Cart (TRC5 Remote Control) User Guide Rev 13Sept2017

2 Table of Contents OVERVIEW IMPORTANT FEATURES OF THE CART BASIC NAVIGATION GENERAL USE Setup... 7 Camera Controls... 7 Microphone Volume Site to Site Calls Connecting to an MBT Site Connecting to a site outside the MBT Network Far End Control: Site to Site Screen Layout: Site to Site - No Presentation Sharing Content: Laptop - Site to Site Sharing Content: Patient Camera - Site to Site Screen Layout: Site to Site - Presentation Mode Using My Contacts or Recent Calls Multi-Site Event Calls (MCU) Connecting to a Multi Site (MCU) Call Screen Layout/Far End: Multi-Site - No Presentation Sharing Content: Laptop - Multi Site Sharing Content - Patient Camera Multi Site Screen Layout Multi Site - Presenetation Mode Receiving and Ending Video Calls DUAL VIDEO ENABLED EQUIPMENT TROUBLESHOOTING ADDITIONAL TRAINING INFORMATION VIDEOCONFERENCING ETIQUETTE Page 2 of 21

3 OVERVIEW This user guide will provide you with an overview and the knowledge to setup and use the Ergotron Mobile Cart videoconference solution and the TRC5 remote. Main Components The main components included with the Ergotron Mobile Cart are the Camera, Codec, Ethernet Cable, Microphone, Screen/Monitor and Remote Control. In some instances there may also be a router. Camera: high quality imaging device which transmits images to the screen/monitor. The camera movements are controlled by a wireless infra-red (IR) remote control that controls a variety of functions, both on the near and far end. Codec: central part of the videoconferencing equipment. The main task of the codec is the compression of outgoing video, audio and data, the decompression of the incoming information and the transmission of this information between endpoints. The name codec comes from a combination of the two words compression and decompression. Microphone: will automatically equalize sound levels so that loud and soft voices are picked up and transmitted to the far end at approximately the same level. Remote Control: used to place calls, adjust the volume, navigate screens and select options. It controls all functions of the videoconferencing equipment, including moving the camera. Screen/Monitor: built-in screen/ monitor displays the far end or the near end image and content as selected by the user. Page 3 of 21

4 IMPORTANT FEATURES OF THE CART Release brake to lift and lower the vertical riser Loosen knob to tilt the screen (retighten knob) Locking drawers Attached power bar on back of cart Page 4 of 21

5 BASIC NAVIGATION The remote control is used to operate your video equipment and the system will not work without it. Here are some commonly used keys on the remote: Cisco TRC5 Remote Microphone On/Off. Use this key change the layout on your screen (includes selfview). Adjust volume. Use the Arrow keys to navigate in Use the Arrow keys to navigate in the the Menus and the centre OK Menus and the centre OK key to confirm your selection. Arrow key to confirm keys are your used selection. to move the camera around when no menu is open. Use Use this Home key key to to display display the the Home/Main Home/Main menu menu on the on screen the screen or to exit - or sub to exit menus. sub menus. These function keys on the top of the These function keys on the top of the remote remote correspond to to the the five five context context sensitive softkeys that that are found are found along the along the bottom of of the the screen. screen. Use this key to end a call. Outside a call, press and hold to enter standby mode. Use the keypad to enter letters and numbers as with a mobile phone. Press a key repeatedly to access the characters dipslayed on each key. Use this key to display the Use this key to display the Phone Phone Book on the screen. Place a call. Use this key to remove characters in a text field. Press to share your Press to share your presentation. presentation. Press again to go back to Press again to go back to main main camera. camera. Zoom the camera in and out. Press and hold this key to toggle between characters and numbers when typing in a search field. OK/Enter Use this key - Use to select this or key accept to select an or entry accept an entry.. Use the back arrow to collapse or exit a menu. Pick up the remote control, point it towards the system and press any key on the remote to activate the system. Page 5 of 21

6 Press Home to display the Home/Main menu on the screen. The element currently selected is indicated by an orange rectangle. Use the up/down arrow keys to Navigate a menu. Navigating the Menus and Softkeys Example showing a sub menu displayed by pressing the right arrow key. Softkeys will auto hide at the bottom of the screen after approximately 5 seconds of inactivity. Pick up the remote and press an Arrow or Zoom key to unhide. Press an Arrow key or the Zoom +/- key to access the Camera Control softkey options (Far End, Camera Presets, Camera Settings, Main Source, Exit.) You can move your camera using the arrows and zoom +/- at this point. The camera control screen can also be selected from the home menu. Virtual Keyboard In addition to using the keypad on the remote control you can also use the virtual keyboard. Whenever there is a field that requires entry there will be a Turn Keyboard On softkey at the bottom of the screen Press the Turn Keyboard On soft key and use the Up arrow to move the cursor inside the keyboard. Use all 4 arrow keys to move about the keyboard. Select a letter using the enter key... The list will keep filtering as you type. Highlight the site and press enter. Press the Turn Off Keyboard soft key when finished. Press the C Key on the remote to backspace or remove characters. Page 6 of 21

7 GENERAL USE The following sections will provide instructions for using your Ergotron Mobile Cart solution to place and receive videoconference calls. Setup 1. Turn on the screen/monitor if required. Setup and Use the Equipment 2. Wake up the codec by picking up the remote control, point it towards the system and press any key. After approximately seconds you will see the home screen. 3. Place the mircrophone on the table in front of the participants. Camera Controls The camera can be controlled manually or by using Camera Presets. Adjust Camera Manually On the Home screen press the back arrow to exit the menu and then control the camera using the arrow +/- key and the zoom +/- keys on the remote. Alternately you can press the Home key on the remote and select Camera Control. Use the arrows and the zoom +/- on the remote to move the camera to the desired position. Page 7 of 21

8 Use Camera Presets Camera presets are useful when images from many different camera positions and video sources are to be viewed by the far end site(s). Presets are used to switch camera positions quickly and easily without having to manually move the camera. (Note: The presets on the mobile carts will need to be modified each time as carts are typically moved from room to room) 1. Press the arrow or zoom key and the softkeys will appear on the bottom of your screen. 2. Select Camera Presets, select the desired preset and press OK. Alternately you can press the Home key select the desired preset by pressing OK. to select Camera Control>Camera Presets, and then To get back to the near end camera control, press the back arrow on the remote. At any time you can use the back arrow to exit or back out of a menu. Add a New Preset 1. Move the camera to the desired position using the arrow keys and the zoom +/-. 2. Press the Home key and then select Camera Control from the menu on the left of the screen. 3. Select the Camera Presets softkey. 4. Scroll down using the arrow key and select Edit Camera Presets. 5. Click OK or click the forward arrow to bring up the preset listing. 6. Scroll down to the first Not Defined preset. 7. Click the forward arrow and enter the name using the keypad on the remote. 8. Hit the down arrow and select Save New Preset. Use the key to remove characters in a text field. Page 8 of 21

9 Modify Existing Preset 1. Move the camera to the desired position using the arrow keys and the zoom +/-. 2. Press the Home key. 3. Select Camera Control from the menu on the left of the screen. 4. Select the Camera Presets softkey. 5. Scroll down using the arrow key and select Edit Camera Presets. 6. Press OK or press the forward arrow to bring up the preset listing. 7. Scroll down to the preset to be modified and click OK (or the forward arrow). 8. Select Update to Current Camera Position Microphone Mute and Unmute the Microphone 1. Press the Mic Off key on the remote control or on the microphone itself. An onscreen indicator will appear when the microphone is off and the button on the microphone will change to red. 2. Press the Mic Off key again to unmute. Indicator will show as green. Volume Adjust the Volume 1. Use the Volume Key to increase or decrease the volume. A volume bar will appear at the bottom right of the screen. Volume Bar Page 9 of 21

10 Site to Site Calls Connecting to an MBT Site Connect to an MBT Site 1. Locate the 5 digit number. This can be found beside the VCU# on the Whiteboard, Clinic List or Confirmation reports from ischeduler. 2. Enter the 5 digit number using the keypad on the remote. The number will appear onscreen as you type. 3. Press the green Call button on the remote to place the call. Use the C key to backspace and delete any incorrect entries. Press & hold the abc/123 key to toggle between numeric and characters. Connecting to a site outside the MBT Network Connect to a Site Outside the MBT Network 1. Click the Home key and select Call from the menu. 2. Enter the dial in number you have been provided using the number keypad on the remote. 3. Click OK and select Call. Alternately you can enter the number and then press the green phone key on the remote to initiate the call. Page 10 of 21

11 Far End Control: Site to Site Taking Far End Camera Control allows you to move the camera at the far end site. Before taking control, always request permission first. You may need to take far end camera control if: there is an unskilled operator at the far end the operator requests that you take control if the operator isn t able to facilitate the event at their end Far End - Site to Site 1. Press the Home key. then select Camera Control. 2. Use the softkey to select Far End which will enable Far End Camera Control. 3. Move the camera to the desired position using the arrow keys and the zoom +/- keys. 4. Use the softkey to select Near End which will turn off Far End Control. Alternately you can select the Exit softkey or the OK key on the remote. (There is a message in the top left of the screen which lets you know if you are using NEAR END or FAR END CAMERA CONTROL). Screen Layout: Site to Site - No Presentation Screen Layout Site to Site - No Presentation The Screen Layout key on your screen. on the remote control allows you to control how images are displayed Press the Screen Layout key to open the Layout Control window. Select Show selfview to display an image of your camera view on screen and press screen layout again and select Hide selfview to turn that image off. Press the Move Selfview softkey to move your selfview PIP around the screen. Each time you press the key the PIP will move to the next location around the outside of the screen. Press the Maximize Selfview softkey to show your site full screen. (You will not see the other sites on the screen if you maximize your selfview.) Press screen layout again and select the Restore Selfview to return to the previous screen layout. The layout and selfview options are different during site to site and multi-site events as well as when you are in presentation mode. Therefore the instructions can be found under each applicable section in the guide. Page 11 of 21

12 Sharing Content: Laptop - Site to Site MBTelehealth - Ergotron Mobile Cart User Guide Sharing Content - Laptop Site to Site 1. There will be VGA/ DVI cable already plugged into the equipment. Plug the VGA end into your laptop and turn the laptop on. VGA Connector 2. Press Presentation on the remote and you should see your laptop displayed on the telehealth screen. 3. Press the Presentation key on the remote again to turn off presentation or press the back arrow on the remote to return to near end control. 4. Remove the VGA cable from the laptop to disconnect. P If your laptop does not display your presentation, press P + keys on your keyboard and select Duplicate. You may also need to change your resolution to 1024x768. Sharing Content: Patient Camera - Site to Site The GlobalMed TotalExam HD camera is the only patient camera that can be used with this videconferencing equipment. Sample equipment (may be fixed or mobile) Page 12 of 21

13 Sharing Content - Patient Camera Site to Site 1. Plug the AC adaptor into the POD and into an outlet. 2. Using the HD to VGA adaptor converter that s attached to your equipment, plug the HDMI end into the back of the POD and the other end to the VGA cable that s attached to your equipment. HD to VGA adaptor convertor 3. Connect the camera to the POD using the HDMI/HDMI mini cable. 4. Press the small black power button on the front of the POD. The LED on the front of the POD will illuminate once both ends of the cables are connected. 5. Press the presentation key on the remote. 6. You should now see the patient camera image displayed on the video conference monitor. (View the GlobalMed Patient Camera Quick Reference Guide for more details on how to use the camera). Screen Layout: Site to Site - Presentation Mode Screen Layout Site to Site - Presentation Menu Items The following menu items are available during presentation mode: Equal sites will appear in equal size on the screen Prominent - your presentation will appear larger than the other site on your screen Overlay - your presentation will appear larger and will be overlaid on the other site Single - your site will appear full size on your screen If you are connected to another piece of equipment that has dual video enabled they are able to see both of your feeds; both your camera view and your presentation and will have full control over their own layout. Page 13 of 21

14 Screen Layout Site to Site - Presentation Softkeys The following Softkeys are available during presentation mode: Minimize Presentation - allows you to view the speaker full screen and puts the presentation over on the left hand side. Restore Presentation - allows you to restore the presentation and toggle between the presenter and presentation in case the presenter is speaking between slides. Move presentation PIP- allows you to move your presentation around the screen. Select Single to view your presentation full screen. Soft keys When the presenting site exits the presentation, the only menu item that will be available is: Hide selfview/show selfview. Using My Contacts or Recent Calls These options apply to both MBT sites and calls outside of the MBT network. Use the green phone key on the remote to access Recent Calls 1. This option just brings up recent calls. (note: sites such as the rural RHA s may like this option as they often call the same sites and this will reduce the amount of scrolling through the entire contact list or the number of steps required to access recent calls. Adding to My Contacts 1. Select the phone book key on the remote. 2. Scroll down and select a site (ex: Flin Flon-FFPHC-VCU1 ). 3. Press the right arrow and save to my contacts. 4. Press Save again (This is a great option for rural sites who would like to add your most frequently called sites from this particular equipment). Accessing My Contacts 1. Press the phone book on the remote and press OK to select My Contacts. 2. Use the down arrow to select the site and press OK. 3. Press Call. (Alternatively, once your selected site is indicated by an orange border you can press the green phone key on the remote.) Page 14 of 21

15 Multi-Site Event Calls (MCU) Connecting to a Multi Site (MCU) Call MBTelehealth - Ergotron Mobile Cart User Guide Connect to an MCU Call If you are participating in a multi-site event (3 or more participating sites) you will be automatically connected by the MBTelehealth service desk at the scheduled start time. Do not attempt to connect to another location. You will be automatically disconnected at the scheduled end time. ***There will be a 10 minute warning prior to the disconnection. When your unit accepts a call it turns the microphone off so you will need to unmute when your session starts. Screen Layout/Far End: Multi-Site - No Presentation Screen Layout Multi Site - No Presentation During Multi-Site calls, the Screen Layout key allows you to control how the other sites are displayed on your screen. 1. Press the Home key then select Camera Control. 2. Use the softkey to select Far End which will enable Far End Camera Control. 3. Use the Up/Down arrow keys to scroll through the layout options. 4. Use the soft key to select Near End which will turn off Far End Control. Sharing Content: Laptop - Multi Site Sharing Content - Laptop Multi Site 1. There will be VGA/ DVI cable already plugged into the equipment. Plug the VGA end into your laptop and turn the laptop on. VGA Connector 2. Press Presentation on the remote and you should see your laptop displayed on the teleheatlh screen. 3. Press the Presentation key on the remote again to turn off presentation or press the back arrow on the remote to return to near end control. 4. Remove the VGA cable from the laptop to disconnect. If your laptop does not display your presentation, press P keys on your keyboard and select Duplicate. + You may also need to change your resolution to 1024x768. Page 15 of 21

16 Sharing Content - Patient Camera Multi Site The GlobalMed TotalExam HD camera is the only patient camera that can be used with this videoconferencing equipment. Sample equipment (may be fixed or mobile) Sharing Content - Patient Camera multi Site 1. Plug the AC adaptor into the POD and into an outlet. 2. Using the HD to VGA adaptor converter that s attached to your equipment, plug the HDMI end into the back of the POD and the other end to the VGA cable that s attached to your equipment. HD to VGA adaptor convertor 3. Connect the camera to the POD using the HDMI/HDMI mini cable. 4. Press the small black power button on the front of the POD and both the camera and the POD should be lit up and functioning. 5. Press the Presentation key on the remote. 6. You should now see the patient camera image displayed on the video conference monitor. (View the GlobalMed Patient Camera Quick Reference Guide for more details on how to use the camera). Page 16 of 21

17 Screen Layout Multi Site - Presenetation Mode Screen Layout Multi Site - Presentation Menu Items Equal sites will appear in equal size on the screen Prominent - your presentation will appear larger than the other site on your screen Overlay - your presentation will appear larger and will be overlaid on the other site Single - your site will appear full size on your screen If you are connected to another piece of equipment that has dual video enabled they are able to see both of your feeds; both your camera view and your presentation and have full control over their own layout as they will also have the options above. Screen Layout Multi Site - Presentation Softkeys Minimize Presentation - allows you to view the speaker full screen and puts the presentation over on the left hand side. Restore Presentation - allows you to restore the presentation and toggle between the presenter and presentation in case the presenter is speaking between slides. Move presentation PIP- allows you to move your presentation around the screen. Select Single to view your presentation full screen. Soft keys Press the Screen Layout key on the remote to view your menu options. The Screen Layout key only changes the layout during presentation mode. When the presenting site exits the presentation, the only menu items that will be available are: Hide selfview/show selfview. Page 17 of 21

18 Screen Layout Multi Site - No Presentation Softkeys Move Selfview PIP each time you press the key, the PIP will move around the outside of the screen. Maximize Selfview will show selfview full screen. Receiving and Ending Video Calls Receiving and Ending Video Calls Receiving Calls Your Ergotron Mobile Cart solution has been configured to automatically accept all incoming connection requests. This means that both site to site connections initiated by another site and multi-site connections will be automatically connected. (note: Contact your FES to confirm if your particular equipment has been configured this way) You will hear a dial tone that indicates there is an incoming call and your microphone will automatically mute so that the connecting site cannot overhear what you are discussing. Once the connection is made, you will need to unmute your microphone so that the other site(s) can hear you. If you do not want to accept an incoming call, press to reject the call. Ending Calls At the completion of every call, press to disconnect If you are participating in a multi-site event (3 or more participating sites) you will be automatically connected by the MBTelehealth service desk at the scheduled start time. Do not attempt to connect to another location. You will be automatically disconnected at the scheduled end time. ***There will be a 10 minute warning prior to the disconnection. When your unit accepts a call it turns the microphone off so you will need to unmute when your session starts. Page 18 of 21

19 DUAL VIDEO ENABLED EQUIPMENT MBTelehealth - Ergotron Mobile Cart User Guide Dual Video Enabled Equipment The equipment listed below supports dual video which allows users to display and view two different live video feeds simultaneously. For instance, you could view both the PC presentation as well as the person who delivers the presentation. With two video streams, the receiving site is able to control the layout of how they view each of the feeds. Note: The above information only applies to point to point calls when both units are using dual video enabled equipment. Cisco SX series equipment MX200/300 Touchscreen VX Clinical Assistant (Mobile Cart) Ergotron Cart (clinical and non-clinical) If the connecting video system does not support dual video then no second video stream will be established for this system and the camera or PC presentation will be shown as the main video feed. If both pieces of equipment are dual video enabled, the remote layout softkey basically has no function as both sites are able to change their own screen layout by pressing the Screen Layout key and selecting the desired option. Remote Layout This information is applicable to point to point calls between a dual video enabled presenting site and a non-dual video enabled receiving site. If the presenter site changes the Remote Layout softkey to Equal, the receiving site will see both the camera and the presentation in equal size within the one video feed. They also have the ability to show their own selfview in the corner of the screen. The receiving site does not have the ability to change the layout back to see just the presentation full screen as they do not have that functionality on their non-dual video enabled equipment. The presenting site will need to change the Remote Layout back to Single by using the softkey. Use caution when using layout options other than Single as the quality of the picture will be reduced for the other site. Page 19 of 21

20 TROUBLESHOOTING Audio Issues Issue Possible Cause Resolution Far-end site unable to hear you Your mic is muted (red light is on) Your microphone is obstructed or too far from the person speaking Un-mute your microphone Check microphone and ensure it points towards the person speaking Unable to hear far-end site Microphone is muted at far end site Near end monitor and/or codec volume is too low Plug in and turn on codec Press any button on remote to wake codec Audio distortion from far-end site Far site monitor volume is too high Ask far site to un-mute their mic Increase the volume on the monitor and/or the codec Echo or distortion at near-end when people speaking Far-end microphone is situated too close to the monitor Speaker/volume is too high on far-end monitor Ask to move microphone further away from monitor Ask far-end site to turn volume down on their monitor Video Issues Issue Possible Cause Resolution Picture is blank on the monitor System has gone into sleep mode Monitor has been powered off Monitor input has changed Pick up the remote, system will reactivate in normal mode Turn the monitor on Check to see if the monitor input has been changed (using the select or input button on the TV Monitor) Near-end site unable to hear or see the picture from far-end peripheral Proper input has not been selected Cables are not properly connected Check for correct input selection on remote control Check that output from laptop or patient camera are connected properly NEED HELP? If you are experiencing any problems with the videoconferencing equipment or have any questions, please contact the Service Desk for assistance: Service Desk Option 4 or toll-free Option 4 Page 20 of 21

21 ADDITIONAL TRAINING INFORMATION For additional information on videoconference equipment visit or contact your Facilitator-eHealth Solutions. VIDEOCONFERENCING ETIQUETTE The following tips on videoconferencing etiquette will help prepare you for a successful session: 99 Assume that people can see and hear you as the Camera and Microphone are always Live. 99 Always check your selfview so you are aware of what will be displaying at the far-end site. 99 Confirm that the other site can see and hear you and identify yourself and anyone else in the room. 99 Speak directly towards the microphone and use your normal speaking voice. 99 Try to avoid a lot of movement or shuffling of papers as this may affect the quality of the sound transmission. 99 Due to the audio delay, pause for clients to ask or answer questions or when they have comments. 9 9 Always ensure there are no further questions and that the client is aware of follow-up instructions before signing off. Page 21 of 21

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