Telehealth Recommended Room Setup

1. Telehealth Recommended Room Setup • Host Room: • No sunlight • 32” – 38” monitor • HD Camera • Lighting so the image looks natural – use warmer lights, defused • Sound proofing • Recessed workstation for note taking or laptop • Sound system – good speakers • Ability to move remote camera to follow patient. • Room should have neutral colors. • Keyboard and mouse should be located so they’re not picked up by microphone. • Watch out for fan noises. • Ability to zoom in to examine the PT’s pupils to help determine if the patient is under the influence. • Light outside of room or other indicator that treatment is being performed. • Camera with auto-face detection for movements. • Patient Room: • No sunlight • 32” – 38” monitor • HD Camera • Lighting so the image looks natural – use warmer lights, defused • Sound proofing • Table so they have a place to rest hands and belongings, but also have a space so the entire patient’s body can be observed for involuntary movements. • Comfortable chair(s) • Sound system – good speakers • Room – neutral colors. • Fan noises should be kept to a minimum. • Camera with auto-face detection for movements.

2. Site Survey • Site Survey – Example Checklist • Room size • Transmission Performance – 384+ KBS is best. • Peripheral Devices • Document and Sharing • Security • Data • Equipment • Who supports remote end. • Equipment support contracts • Power – EM and UPS • Does equipment support encryption – if so, which standards • How will scheduling rooms be handled. • Testing • Shared room? Setup and privacy issues. • Backup when there are issues (desktop/laptop setup for interim solution.) • Training of staff to interact appropriately • IP to connect with • Protocol for initialing call: OUCOM or Remote site • Support contacts • Equipment Type. • Backup Equipment

3. Parking Lot for Issues and ideas • Additional Issues to be resolved: • How much zoom should the camera have – there is a suggestion that it should be sufficient to check the patient’s eyes to assess if they are under the influence. • Type of peripherals needed – document sharing, • Single or dual monitors • If dual, what is on each screen. • How many people on each end. • Procedure for scheduling • Is there a need for recording • Is there a need to play back of video for training purposes, for example.

4. Resources Notes: Google Search: polycom psychiatric telemedicine http://www.polycom.com/global/documents/whitepapers/telepsychiatry.pdf http://www.psych.org/Departments/HSF/UnderservedClearinghouse/Linkeddocuments/telepsychiatry.aspx http://www.tmhguide.org/ http://www.polycom.com/products/telepresence_video/telepresence_solutions/personal_telepresence/hdx4000.html PolyCom Room Systems http://www.polycom.com/products/telepresence_video/video_conference_systems/room_systems/index.html Face detection and camera motion http://www.polycom.com/products/telepresence_video/accessories/hdx_accessories/eagleeye_director.html Sound Proofing http://www.controlnoise.com/ http://www.ehow.com/how_15992_soundproof-room.html General Space Design http://www.nefsis.com/Best-Video-Conferencing-Software/video-conference-room-design.html http://alt.ndus.edu/ALTWEBSITE/DocFiles/room.pdf http://avcc.karen.net.nz/tutorials/room-design http://www.engineeringharmonics.com/archive-papers/lighting_for_AV.pdf?q=papers/lighting_for_AV.pdf.htm Lighting Solution http://presentation.navitar.com/pages/product_information/hi_lite/overview.cfm http://www.brightlines.com/SeriesONE/index.htm Signage – Room in use http://www.apcosigns.com/infolock.asp http://www.officesigncompany.com/conference-room-signs.aspx http://www.lasermet.com/room-information-signs.php http://www.juddpro.com/products/medical-lights-signs/room-in-use-light-sign.php JC Reference on Telemedicine PDF]  Final Revisions to Telemedicine Standards - Joint Commission... www.jcrinc.com/common/PDFs/fpdfs/pubs/pdfs/.../JCP-01-12-S5.pdf

5. Sample Room Layout • Room Features • Make sure camera and monitor are adjustable to ensure the person will be looking directly at the monitor/camera instead of up or down. • Sound Proofing • Comfortable chair that is adjustable and quite • Light or signage on door to indicate conference in session. • Table with recessed computer mounting • Neutral and lighter colors to brighten the room, but not to add a color cast. • Door bell for access. • Need to ensure that no PHI or other extraneous items are visible to the viewer. • Silent Ventilation – cool room. Add light blocking shades or window 6 5 3 1 8 Bathroom Area 2 7 4

6. Room #1: _______________ • Room Features • Dimensions • Sound • Lighting(window locations) • Furniture Placement • Power • Ventilation Bathroom Area Bathroom Area

7. Room #2: _______________ • Room Features • Dimensions • Sound • Lighting(window locations) • Furniture Placement • Power • Ventilation Bathroom Area Bathroom Area

8. Room #3: _______________ • Room Features • Dimensions • Sound • Lighting(window locations) • Furniture Placement • Power • Ventilation Bathroom Area Bathroom Area

9. Room #4: Conference Room • Room Features • Dimensions • Sound • Lighting(window locations) • Furniture Placement • Power • Ventilation