How can I use Zoom for virtual visits?
Zoom Update (June 1)
ACTION REQUIRED FOR ALL PHC ZOOM USERS (Read more)
- Zoom for Healthcare desktop client versions older than 5.0 no longer work, as of May 31. If you have not already updated your Zoom for Healthcare desktop client, please choose one of the options below:
If you are using Zoom on a personal device:
For a laptop or desktop computer, you can update your Zoom desktop client on your home internet using this link: https://zoom.us/download
For a smartphone or tablet, your Zoom mobile app should update automatically.
If you are using Zoom a PHC laptop:
- Option 1: Use the Zoom web client. You can host and attend Zoom meetings from Chrome, but NOT Internet Explorer. Read more here.
- Option 2: Connect your PHC laptop to the PHC or VCH network to automatically launch the Zoom desktop application update. This process can take more than 2 hours.
- Patients will receive an automatic prompt to update their Zoom desktop client and/or mobile app. They can do so using their home internet. Read more here.
- To check the version of your Zoom desktop client, follow these instructions.
- PHC desktop computers connected to the PHC network will automatically receive the updates to Zoom for Healthcare desktop application.
- If you do not see the update installed within two hours of being connected to the PHC or VCH network, or if you have additional questions, email email@example.com or call the Service Desk at 604.806.9333.
- Zoom is user-friendly and can be accessed via a web browser or a mobile application (iOS, Android).
- Each person who will be hosting or scheduling Zoom meetings needs a Zoom account; a Zoom account should not be shared among multiple people.
- Please complete this form to request a Zoom licence (the free version of Zoom is not approved by PHC): https://bcvh-zoom.phsa.ca/
- Once you have a licensed Zoom account, use the list below to find the resources you need. If you have questions after reviewing the resources below, support is available:
- For technical problems using Zoom on a PHC workstation, please email Service Desk (firstname.lastname@example.org) and include "Zoom" in the subject. If your issue is urgent, please call the service desk at 604-875-4334.
- For questions related to the Zoom user guides, Zoom security information or other virtual health topics, email email@example.com
Zoom User Guides for Virtual Health
- General Information
- Meeting Virtual Health Visits
- Meeting vs. webinar for Virtual Health Visits
- How to schedule
- How to schedule a meeting with registration
- How to create and schedule from a meeting template
- How to conduct a meeting from the Zoom desktop client
- How to conduct a meeting from the Zoom Cloud Meetings mobile app
- How to conduct a meeting with breakout rooms
- How to schedule and conduct a meeting with Interpreter
- How to schedule a meeting with Outlook plug in
- Webinar Virtual Health Visits
- Patient Resources
- For patients
- Is Zoom secure enough to be used for virtual health? I have seen concerns raised in the news.
- While it is important that you follow best practices to ensure the security of your Zoom virtual health visits, please be assured that Information Management and Information Technology Services (IMITS) staff members are also doing their part to optimize Zoom security. News reports mainly relate to the free version of Zoom, which Providence Health Care does not endorse for clinical use. If you need a Zoom for Healthcare license, please complete this form: https://bcvh-zoom.phsa.ca/
Details about Zoom for Healthcare can be found at the links below. Please note that BC’s Personal Information Protection Act (PIPA) has been deemed substantially similar to the Personal Information Protection and Electronic Documents Act (PIPEDA), which is referenced below.
When there is a service update to Zoom for Healthcare, IMITS will send out an IT broadcast to all users of the platform. In order for your device to download the service update, it must be connected to the network at a health authority worksite.
- How has IMITS configured Zoom to optimize security?
On April 2, 2020, IMITS made changes to the configuration of Zoom, including the following:
- Passwords are now required for all virtual meetings. Please update meeting invitations for upcoming meetings that were scheduled prior to April 2.
- Virtual health visits can no longer be recorded
- Integration with Google calendar, Google Drive, OneDrive, and Dropbox is disabled
- File transfer is disabled
- Annotations are turned off (i.e. attendees cannot draw or type on the screen while hosts are sharing their screens)
- Screen capture is disabled
For the following, the default settings have been changed, but can still be adjusted by the user:
- The “Waiting Room” for virtual health visits is enabled (this applies to meetings but not webinars)
- Screen sharing is restricted to the Host
- Participants are not able to save chat messages
Please contact Service Desk if you have any questions or concerns about the configuration of Zoom: firstname.lastname@example.org
- What can I do to minimize the risk of security threats such as “Zoom bombing”?
- Zoom Bombing occurs when unauthorized users invade video calls with racist, pornographic, or vulgar content with the intention of either humour or logistical disruption. To prevent Zoom bombings and other privacy or security breaches, please follow the guidelines posted here:
- Only share meeting links on a need-to-know basis: Do not share meeting links on public-facing platforms.
- Confirm patient identity: Make sure you have the correct patient before disclosing any information. For example, ask the patient to verify a piece of personal information (e.g. date of birth, date of last appointment or middle name).
- In a webinar, you can remove someone or put them on hold: During the call, go to the Participants pane on the right. Hover over the name of the person you want to remove and when options appear, choose Remove.
- Lock a session once it starts: While the session is running, click Manage Participants. At the bottom of the Participant Panel select More and then Lock.
- Do not click on links you do not trust: Similar to email, do not click on links that are not credible.
- Use the most up-to-date version of Zoom: If you are using a personal device, check for updates.
- Who can I contact for more information?
- For general information about Zoom and other virtual health tools, please email email@example.com.
For information on integrating virtual health in the program service delivery model, please contact your program operation leader.
- Q&A for Medical Staff
- Personal Protective Equipment
- Restarting patient & client services at PHC
- Human Resource Planning
- COVID Testing for Staff/Medical Staff
- Providence Town Halls
- Screening, Testing & Treating Patients
- Virtual Health
- Other Questions
- Providence Alerts (Texts)
- Changes to medical services for COVID
- Resources for Medical Staff
If you need to reach PHC’s Infection Prevention and Control Team (IPAC), please call local 69357. Do not contact individual IPAC team members.