Tip Sheet FreeConferenceCall.com Version 7

Transcription

1 Unlocking the Power of Health Information HEALTH LEVEL SEVEN, International Tip Sheet FreeConferenceCall.com Version 7 Electronic Services and Tools Work Group Point of Contact Name: EST Work Group Co-Chairs March 2018 Available at: > Resources > Tools and Resources econferencecall.pdf For prior versions of this document refer to: GForge > Electronic Services and Tools > Docs > FreeConferenceCall.com Pilot Purpose: This document contains helpful information regarding FreeConferenceCall.com, a service that provides conference calling, VoIP and screen sharing and other functionality similar to GoToMeeting Health Level Seven International. All rights reserved. HL7 and Health Level Seven are registered trademarks of Health Level Seven, International. Reg. U.S. Pat & TM Off

2 Contents 1. How can a Work Group get a FreeConferenceCall.com account? Helpful Hints Advantages of using FreeConferenceCall.com s dial-in instead of HL7 s (Area Code 770- number) Lessons Learned / FAQs Hosting a call via FreeConferenceCall.com Task Bar Connecting to Audio Via VoIP (e.g. via your Computer) Sample FreeConferenceCall.com Usage Report (aka Detail Report)... 12

3 1. How can a Work Group get a FreeConferenceCall.com account? Send an to the HL7 PMO (pmo@hl7.org) with the following information: Work Group Name Whether the Work Group wants to utilize the FCC Dial-in number (recommended) or continue using the HL7 dial-in number (e.g. has an area code of 770). HQ Staff will modify the HL7 Conference Call Calendar ( accordingly. A new co-chair only listserv will be created and used within the FCC account. This is so that only cochairs will receive the post-meeting reports. The HL7 PMO will create an FCC account for the Work Group and send the Work Group co-chairs the login credentials for them to host meetings along with dialin and screen sharing information which participants utilize during calls. 2. Helpful Hints In order to utilize screen sharing, you must download FCC s installer.exe (PC) or installer.app (Mac). FCC login credentials are viewable by Co-Chairs on their Work Group s Utilities tab. Log into HL7.org, then go to Resources > Work Groups > select your Work Group > Utilities Audio-only conference calls can be held without anyone logging in as host To disable post meeting usage reports, log into Select Menu > Settings > Click on the Disable reports > Save. 3. Advantages of using FreeConferenceCall.com s dial-in instead of HL7 s (Area Code 770- number) FCC provides VoIP access (e.g. connecting to audio via your computer) as well as U.S. and non- U.S. phone numbers for audio connectivity. When using the FCC screen sharing, the app doesn t allow any other dial-in other than the FCC number to be displayed. This can be confusing if using HL7 s 770- dial-in. If you record any of your screen sharing sessions recordings will only capture audio from the FCC dial-in number See additional information on hosting an online meeting at See additional video tutorials at

4 4. Lessons Learned / FAQs In order to utilize screen sharing, you must download FCC s installer.exe (PC) or installer.app (Mac). Hosting a call by clicking on the participating URL doesn t always work. Experience has shown you have to click it multiple times. Insure you log in as Host. Note: the best way to host a session is to click on your FCC app (e.g..exe (PC) or.app (Mac) application added to your desktop) Non-VOIP callers are duplicated on the attendee list making difficult to use that as a list of participants. Have non-voip callers 'sync' themselves by clicking on the phone icon in the FCC task bar, then clicking on 'Already dialed in' and entering their Audio Sync PIN per the instructions. For those that host many FCC sessions for different Work Groups, insure that the current session has connected to the correct account (many times it connects to the last Work Group account you logged into). FCC does not seem to run on Linux environments based on HL7 user s experiences. I've clicked 'Run' for the FreeConferenceCall.com_Installer.exe but nothing is happening; what should I do? You must close out of the Download Instructions window (the one that shows the icons to Download/Open/Run) in order for FreeConferenceCall.com to start running. See Tip and screenshots in this document below. Others have also experienced that you must download and run the executable file multiple times. Perhaps click on the big green bar labeled Host a Meeting when on the FreeConferenceCall.com website.

5 Clearing your internet browser cache may alleviate any issues you encounter Usage reports reflect phone numbers for non-voip callers. For VOIP users, name and addresses are included only if the user has entered them when joining the session Usage Reports are NOT issued when a group utilizes audio only (e.g. a conference call with nobody hosting a screen sharing session). When I went to share my screen, I was presented with a list of items to share. I mistakenly chose an application and could only display my desktop without any of the other applications that were open. When I went back to try and change my share options, I couldn't. So the recommendation is to select everything to share and you should be okay. If you use multiple monitors, select everything on a particular monitor to share and that has been working well. Issues have been reported that the Run as Administrator option does not always function When using my Mac, I encountered issues that forced me to power down and back up. I was logged into the FCC app and also tried to do something on FreeConferenceCall.com (and I was logged in on the webpage). Hence, only utilize the app or webpage. When trying to connect via phone, if a user receives an Access Code Invalid, the participant experiencing issues connecting needs to hold each number for 2 seconds and should dial into your conference line slowly and deliberately. By holding each key for an extended period of time their phone will create a longer tone that can be recognized by the FreeConferenceCall.com system.

6 5. Hosting a call via Note: the best way to host a session is to click on your FCC app (e.g..exe (PC) or.app (Mac) application added to your desktop. After logging in, you get this screen. Click Online Meetings> Host Meeting

7 After clicking Host Meeting from the screen above, this screen appears. Download the FreeConferenceCall.com_Installer.exe (PC) or installer.app (Mac) Open FreeConferenceCall.com_installer.exe (PC) (lower left corner when using Chrome) or installer.app (Mac) Run FreeConferenceCall.com_installer.exe

8 Screen Sharing WON T begin until you close out of the Download Instructions window below

9 6. FreeConferenceCall.com Task Bar Task Bar Icons and Info: Tool Gear Set preferences (your name and address) Stop meeting Show tutorial Flag Dropdown for a list of non-us numbers Dial-In Number Provide this info to others that want to join the call Access Code PIN Enter this to be the host of the meeting Online Meeting ID Provide this info to others that want to join the screen sharing Invite Others (+person) Copies the dial-in, pass code and online meeting ID to your clipboard Telephone Connect using VOIP (as well as view the Dial-In Number, Access Code and PIN Sync non-voip users (this merges duplicate entries and reduces the attendee count) Play Button Share your screen (does allow to select specific monitors and applications) Camera Video Team w/ number Attendee list; shows who is talking Host controls mute all or individuals VoIP users- their name and are shown Telephone users phone number is shown Chat Balloon REC Non-VoIP callers can 'sync' themselves by clicking on the phone icon, then click on 'Already dialed in' and follow the instructions. Chat to group or individuals Record session

10 7. Connecting to Audio via VoIP (e.g. via your Computer) Click on the Phone icon (lower left). The following window will appear. Click on Mic & Speakers.

11 If you always plan on connecting audio via your computer (i.e. VoIP), check the box Use Mic & Speakers option for future calls by default. Click Connect Now You will be connected to the conference call via VoIP.

12 8. Sample FreeConferenceCall.com Usage Report (aka Detail Report) After each screen sharing session, the following information is ed. Note that this report is NOT issued if a group only utilizes audio (e.g. a conference call with nobody hosting a screen sharing session). If you don t want your Work Group to receive these reports via , log into your account, go to Menu > Settings and check the box Disable reports.