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Conducting a Telehealth Session

ClinicTracker gives participants various routes for joining a telehealth session. After everyone is connected, it's easy to start, end, and record the conference. Let's take a look at how to Join, start, and end the conference.

1. Join the Conference

You have multiple ways to join a conference. You can:

Right-click the Scheduler event and select Join Conference (Note: If your event is set to require manually creating a conference, you'll first need to right-click and choose the Create Conference option)
Right-click the Scheduler event and choose Get My Conference Link. You can then paste that link into any supported browser.
Right-click your name in the Link To Staff list of the Event Detail screen, and choose Copy Staff Join Link to Clipboard. You can then paste that link into any supported browser.
Right-click on a telehealth event on the right panel of the Demographics form and choose Join Conference
Right-click on a telehealth event within the My Schedule widget and choose Join Conference

Any of these methods will bring you to the telehealth session.

Note: Because webcams do not always function over a Remote Desktop connection (including for customers using the ClinicTracker Hosting Service), you may see the message box below. ClinicTracker will identify if you are using this type of setup, and provide you with two options. If you receive the below prompt, you will likely want to click on Copy URL and paste the link into a web browser on your local machine. If your webcam is configured to work over Remote Desktop, you can click on Join From Remote Session. If you are not sure if your webcam is configured to work over a remote session, please check with your local IT resources.

Once you have the conference link, you can open a web browser and paste the link in that browser. Please note that IE does not support this function. We recommend using Google Chrome, Edge, or Safari.

Paste the URL into the browser and press the Enter key.

When you join the conference, the system will bring you to the Video Conference landing page. Here you will be able to record the session, join the session as a moderator, or start the session and see the active participants. It is important to note that you can start a recording from this page by checking the Enable Recording option. You have the option of joining the conference from a web browser or from and app. For more information on joining from the app, please see Connecting to a Telehealth Session using Join From App.

Join from App: Place a checkmark here if you would like to open the app to join the conference.
Recording: Place a checkmark here to record the conference.
Download App: Click here to download the app to your computer if you are using it for the first time.
Enable Moderator Role: Place a checkmark here if you would like to start the conference in "Moderator Mode". This feature allows you to select which participants you want to show on the screen. You can also pick who can participate via audio, video, or neither. When using the Moderator Roll in the web version, you can double-click a window to make it large. You can then double-click a large window to return to split screen. For more information see, Using the Moderator Role.
Start Conference: Click here to start the conference.

2. Start the Conference

Your conference screen will look a little different depending on if you are joining from a web browser or app.

Once you click on Start Conference from the landing page, your Telehealth screen will look like this if you are using a web browser :

Section	Description
1.	The name of the event in Scheduler will appear here.
2.	Your name will appear here.
3. Common Chat	Click here to open a chat box.
4. Participants	Click here to view the participants.
5. Full Screen	Click here to maximize screen.
6. Phone Icon	Click the red phone icon to end the call.
7. Speaker Icon	Click the icon to turn the speaker on and off.
8. Microphone Icon	Click the icon to turn the microphone on and off.
9. Video Icon	Click the icon to turn the camera on and off.
10. Content Sharing	Click here to share the contents of your screen, rather than the webcam. You may need to download content sharing and refresh the page if this is your first time using this feature.
11. Setting	Click here to adjust settings

Once you click on Start Conference from the landing page, your Telehealth screen will look like this if you are using the app:

Section	Description
1. TrueConf	No user-configurable features in this section.
2. View	Click here to change which tab to view.
3. Tools	Options here, are the same as the icons below as described in numbers 26-28.
4. Setup	User-configurable features can be found here.
5. Help	Help Topics
6. Speaker Icon	Use this icon to choose and adjust the speaker volume.
7. Microphone Icon	Use this icon to choose to adjust the microphone volume.
8. Camera Icon	Use this icon to choose your camera output.
9. Computer Screen Icon	Content Sharing: In this mode, you can choose which screen will be displayed to conference participants.
10. Red Phone Icon	Use this icon to end the session.
11. Participants	This section will list who is participating in the conference.
12. Green Yes Icon	This icon is used to say "Yes".
13. Red No Icon	This icon is used to say "No".
14. Yellow Smiley Face icon	Use this icon to "Laugh".
15. Clapping Hands icon	Use this icon to "Applaud".
16. Hand Icon	Use this icon to "Raise hand".
17. Figure going through door Icon	Use this icon to designate "Out of office".
18. Address Book Icon	Address Book
19. Group Icon	Use this icon to open Conference Manager and the Tools and Participants tabs (see screenshots above).
20. Chat Icon	Use this icon to send messages within the conference.
21. Phone Folder Icon	Use this icon to see Call History.
22. Speaker Icon	Use this icon to record an audio remark and add it to the conference.
23. Take podium Icon	Use this icon to send a request to take the podium. For more information, see Using the Moderator Role.
24. Windows Icons	Use these icons to choose the layout for the video windows in the app.
25. Double Chat Windows Icon	Use this icon to open the conference chat feature.
26. Video Camera Icon	Use this icon to record the conference.
27. Slide Show Icon	Use this icon to make a slide show from files saved on your computer.
28. Content Sharing	Click here to share the contents of your screen, rather than the webcam.

3. End the Conference

You can end the meeting by pressing the red phone icon at the bottom of the screen. When the staff member (or last staff member, if multiple staff are in attendance) leaves the conference, the meeting will end.

For information on how to access the recording of a completed session, please see Downloading Recordings.