South Carolina Department of Mental Health

Department of Mental Health (DMH)
Video Conferencing Policy

  1. Purpose:

    DMH's Video Conferencing is based on telecommunication technology that connects two or more locations over a secure computer network with a camera, monitor, and micro-phone at each location. Once the videoconference is scheduled and connected on the Office of Information Technology (OIT) network, the DMH staff at each location will experience a totally interactive audio/visual session.

    Even through the DMH has extensive secure intranet bandwidth (2-T1’s), it does have its limitation. Given that e-mail, SAP, CIS, AVATAR and other applications are in operation on the intranet daily, only a certain number of Video Conferencing units can operate simultaneously without risk of slowing down or crashing the network. To ensure that DMH stays below the risk limits, a centralized scheduling point and process will be established to schedule Video Conferencing events.

  2. Responsibilities:

    1. OIT (Office of Information Technology): OIT is responsible for Video system oversight and for scheduling of video equipment. All new requests for purchasing of equipment must be approved by OIT.

    2. Site Point of Contact (SPOC): SPOC will ensure equipment security, schedule the Video Conferencewith the OIT Centralized Scheduler and set-up the equipment at least 10 minutes before the conference begins. The SPOC will ensure that equipment cables and cords are secured to prevent injury to staff or damage to equipment.

      Also, they will perform a quarterly maintenance check for a test call, and report damaged equipment to the OIT Scheduler. DMH has arranged for the maintenance of the video equipment.

    3. Meeting Initiator (MI): DMH employees request usage of the video equipment via the Site Point of Contact (SPOC). This request should be made in advance of the requested date and must be approved by the OIT Scheduler.

  3. Video Conferencing Priority Use:

    Emergency Preparedness and Response Programs have priority use during bio terrorism threat or emergencies.
    1. Certain events scheduled by the Commission or DMH State Director may require previously scheduled events to be interrupted, cancelled or delayed.

    2. The Executive Advisory Committee, Center Administrator’s Meeting, Clinical Coordinator/Care Committee, Stakeholders Assembly and Medical Chief’s Quarterly Meeting will have the next priority.

    3. Clinical programs will be given priority over other DMH uses, except those described in the previous paragraphs. Larger groups within (where it would be more cost effective to use the video conferencing than traveling) will be given priority.

    4. Quality Control and Corporate Compliance committee will have the next priority.

    5. DHM Training will have the next priority.

    6. All other routine DMH request may be scheduled on a first come, first served basis with the understanding that the previously described situations may cause the scheduled event to be interrupted, cancelled, or delayed.

      Note: All video meetings and programs will be scheduled with the OIT Scheduler.

  4. Other Responsibilities:

    1. The OIT Scheduler will announce upcoming programs and meetings to Site Point of Contact (SPOC).

    2. Video conference participants have a basic right to privacy and confidentiality in the use of the Video Conferencing service. Consumers should sign a consent form for Observation of Service over Teleconferencing via a specialist with a current SC State license and this form becomes part of the consumer’s medical record.

    3. Only OIT staff have the authorization to manipulate video system configuration.

    4. All DMH staff should respect license and other agreements for Video Conferencing services. No commercial gain by staff will be authorized.

    5. OIT reserves the right to monitor the Video Conferencing system provided that it follows the guidelines concerning privacy and confidentiality of user(s).

    6. Each site will have a monthly recurring cost.

The Videoconferencing User Guidelines

  1. OIT Scheduler “call processing” considerations
  • Hours: 8:00 am to 5:00 pm, Monday through Friday

  • The Scheduler will require at least one hour notice to schedule
    conferences.

  • The DMH Scheduler can be reached at the OIT Helpdesk 803-935-5550, Option 3. (Outside of the Columbia area call 1-888-802-5219, Option 3.)

    • To schedule a videoconference user must phone or e-mail the OIT Helpdesk to place a work order with the date, start time, end time and all location involved.

    • Once the videoconference is scheduled, the users must phone or e-mail the facilities’ SPOC for their equipment location and contact any additional personnel to reserve the room and equipment for their use and make sure that the other participant(s) also reserve their room and equipment at their individual location(s). Each attendee is responsible for their equipment setup at their location.

    • All participating cameras should be on 30 minutes prior to the conference start time.

    • Remember to keep your audio muted until you want to talk because back-ground noises will activate the video source(s). Background noiseslike fans, phones, rustling paper, and etc. must be kept to a minimum.

    • Scheduler will greet guests as they are added to conference, conduct audio and video checks to ensure proper operation, and conduct roll call to thehost of the conference (we recommend 10 minutes before conference starttime).

    • Scheduler will be available a short time after the start of the conference.

    • At the end of each session, the staff member responsible for the session is directed to complete the automated Teleconferencing Session Evaluation, found on the DMH Intranet Homepage (lower right).
  1. OIT Scheduler will control the bridge for “multipoint calls” with voice activation.

    During a multipoint conference, a multipoint conferencing unit (MCU) enables you to see video from the various sites so that you can see and hear the specific participant who is speaking.
  • Video Switched Mode: Voice Activated Video Switching. (The active speaker is the broadcast video source displayed on all remote sites.)

  • Continuous Presence Mode: Like “Hollywood Squares,” continuous presence layouts. Layouts are changeable by scheduler in real time. This mode of operation will have the longest delay of sound and picture.
  1. OIT Scheduler will control “point-to-point” secure calls.

  2. Muting Automatically Answered Calls

    We recommend that whenever you are not actively speaking that you mute your microphone to not interfere with others that are speaking.

    Since your system is configured to answer calls automatically, you can choose whether to mute the audio when calls connect. This prevents callers from overhearing conversations or meetings. After the call connects, you can press MUTE on the remote control when you are ready to unmute the call. You can also use the center mike button on the microphone pod (Light turns red when muted).

  3. Video Conferencing Tips

    Read through these quick tips for ideas on how to optimize your video conferencing experience. You will find general tips for a better meeting as well as simple suggestions for improving video and audio quality.

    Tips for Great Video
  • Avoid wearing bright colors, all-light or dark clothing, or very “busy” patterns (such as checks, plaids, or narrow stripes). Light pastels andmuted colors look best on the screen.

  • If there are windows in the room, close any drapes or blinds. Daylight is a variable light source and can conflict with interior room lighting.

  • Use natural gestures when you speak.

  • When adjusting your cameras during the meeting, try to fill the screen as much as possible with people rather than with the table, chairs, walls, or the floor.

    Tips for Great Audio
  • Place the microphone on the table in front of the people in the meeting.If your room is very large, consider adding another microphone.

  • Speak in your normal voice without shouting.

  • Ask the people at the other site if they can hear you.Have them introduce themselves so you can be sure that you can hear them.

  • Since the audio has a very slight delay, you may want to pause briefly for others to answer you or to make comments.

  • Don’t place papers or other objects on or in the way of the microphone, and don’t rustle papers or tap on the microphone or table.

  • As with any meeting, try to limit side conversations.

  • Adjust the volume on the television set.