Telehealth Recommended Room Setup

Host Room:1. No sunlight2. 32” – 38” monitor3. HD Camera4. Lighting so the image looks natural – use

warmer lights, defused5. Sound proofing6. Recessed workstation for note taking or

laptop7. Sound system – good speakers8. Ability to move remote camera to follow

patient.9. Room should have neutral colors.10. Keyboard and mouse should be located so

they’re not picked up by microphone.11. Watch out for fan noises.12. Ability to zoom in to examine the PT’s

pupils to help determine if the patient is under the influence.

13. Light outside of room or other indicator that treatment is being performed.

14. Camera with auto-face detection for movements.

Patient Room:1. No sunlight2. 32” – 38” monitor3. HD Camera4. Lighting so the image looks natural – use

warmer lights, defused5. Sound proofing6. 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.

7. Comfortable chair(s)8. Sound system – good speakers9. Room – neutral colors.10. Fan noises should be kept to a minimum.11. Camera with auto-face detection for

movements.

Site Survey – Example Checklist

1. Room size2. Transmission Performance – 384+ KBS is best.3. Peripheral Devices4. Document and Sharing5. Security

1. Data2. Equipment

6. Who supports remote end.7. Equipment support contracts8. Power – EM and UPS9. Does equipment support encryption – if so, which standards10. How will scheduling rooms be handled.11. Testing12. Shared room? Setup and privacy issues.13. Backup when there are issues (desktop/laptop setup for interim solution.)14. Training of staff to interact appropriately

15. IP to connect with16. Protocol for initialing call: OUCOM or Remote site17. Support contacts18. Equipment Type.19. Backup Equipment

Site Survey

Additional Issues to be resolved:

1. 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.

2. Type of peripherals needed – document sharing,

3. Single or dual monitors1. If dual, what is on each screen.

4. How many people on each end.

5. Procedure for scheduling

6. Is there a need for recording

7. Is there a need to play back of video for training purposes, for example.

Parking Lot for Issues and ideas

Notes:

Google Search: polycom psychiatric telemedicinehttp://www.polycom.com/global/documents/whitepapers/telepsychiatry.pdfhttp://www.psych.org/Departments/HSF/UnderservedClearinghouse/Linkeddocuments/telepsychiatry.aspxhttp://www.tmhguide.org/http://www.polycom.com/products/telepresence_video/telepresence_solutions/personal_telepresence/hdx4000.html

PolyCom Room Systemshttp://www.polycom.com/products/telepresence_video/video_conference_systems/room_systems/index.html

Face detection and camera motionhttp://www.polycom.com/products/telepresence_video/accessories/hdx_accessories/eagleeye_director.html

Sound Proofinghttp://www.controlnoise.com/http://www.ehow.com/how_15992_soundproof-room.html

General Space Designhttp://www.nefsis.com/Best-Video-Conferencing-Software/video-conference-room-design.htmlhttp://alt.ndus.edu/ALTWEBSITE/DocFiles/room.pdfhttp://avcc.karen.net.nz/tutorials/room-designhttp://www.engineeringharmonics.com/archive-papers/lighting_for_AV.pdf?q=papers/lighting_for_AV.pdf.htm

Lighting Solutionhttp://presentation.navitar.com/pages/product_information/hi_lite/overview.cfmhttp://www.brightlines.com/SeriesONE/index.htm

Signage – Room in usehttp://www.apcosigns.com/infolock.asphttp://www.officesigncompany.com/conference-room-signs.aspxhttp://www.lasermet.com/room-information-signs.phphttp://www.juddpro.com/products/medical-lights-signs/room-in-use-light-sign.php

JC Reference on TelemedicinePDF]  Final Revisions to Telemedicine Standards - Joint Commission ...www.jcrinc.com/common/PDFs/fpdfs/pubs/pdfs/.../JCP-01-12-S5.pdf

Resources

Sample Room Layout

BathroomArea

Add light blocking shades or windowRoom Features

1. Make sure camera and monitor are adjustable to ensure the person will be looking directly at the monitor/camera instead of up or down.

2. Sound Proofing3. Comfortable chair that is adjustable and quite4. Light or signage on door to indicate conference in

session.5. Table with recessed computer mounting6. Neutral and lighter colors to brighten the room, but

not to add a color cast.7. Door bell for access.8. Need to ensure that no PHI or other extraneous

items are visible to the viewer.9. Silent Ventilation – cool room.

1

2

4

6

7

83

5

Room #1: _______________

BathroomArea

Room Features

1. Dimensions

2. Sound

3. Lighting(window locations)

4. Furniture Placement

5. Power

6. Ventilation BathroomArea

Room #2: _______________

BathroomArea

Room Features

1. Dimensions

2. Sound

3. Lighting(window locations)

4. Furniture Placement

5. Power

6. Ventilation BathroomArea

Room #3: _______________

BathroomArea

Room Features

1. Dimensions

2. Sound

3. Lighting(window locations)

4. Furniture Placement

5. Power

6. Ventilation BathroomArea

Room #4: Conference Room

Room Features

1. Dimensions

2. Sound

3. Lighting(window locations)

4. Furniture Placement

5. Power

6. Ventilation