Frequently Asked TeleMedicine and Videoconferencing Questions
1. What is a teleconference?   Teleconference is a term which can be used for many different types of interaction using technology to overcome distance barriers. It can refer to an audio-conference or a video-conference. Audio conferences often use speaker phones and, depending on the number of participants, audio-bridging services. (Call our Audio-Visual Specialist for more information at 617-667-3929.) Videoconferences, as described next, can mean a satellite-delivered signal or a fully interactive audio-video conference.
 
2. What is a video conference?  

When someone asks for a video conference, they typically mean one of two things: 1) a satellite delivered presentation with telelphone call-in (one-way video and two-way audio) or 2) a fully interactive videoconference (two-way audio and video) over ISDN or IP.

In a satellite videoconference, there is generally a presenter at a remote site with a telephone call in number to pose questions or make comments. This tends to work well when there is one presenter for many sites across a large geographic area (the United States), but is generally too expensive to consider for interaction among smaller groups at few sites.

In a fully interactive audio and video conference, participants can see and hear each other as if they were in the same room. It can be point-to-point (one location to another) or multipoint through a bridge. There are two types of signal ISDN and IP. With ISDN (Integrated Systems Digital Network) a high quality digital phone line transmits the signal. This is the standard most people use. IP (Internet Protocol) sends the signal over the Internet and is slowly being adopted. Because of bandwidth issues which make the system less reliable, BIDMC is only using video-over-IP within the CareGroup network..
 
3. When someone asks if BIDMC can conduct a videoconference, what should I do?  

First, say YES! We have ISDN standards-based equipment which is compatable with most videoconference equipment. (As this point in time, IP-based videoconferencing is only occurring within the CareGroup LAN and is not supported for external calls.)

Second, ask the person you are working with for the name and contact information for their videoconference coordinator. Then, contact the BIDMC TeleMedicine Coordinator (Julie Lytle) at 617-667-0594 to discuss room and equipment needs. Other steps are detailed at "Scheduling and Setting Up a Videoconference".
 
4. Where is the equipment available?  

Depending on the size of the group and type of peripheral devices needed, BIDMC has a variety of room options on East and West Campus. Media Services has a videoconference suite in the basement of Kennedy which works well for 1-3 people. It is fully equipped with a variety of peripheral devices (document camera, computer to video adapter, slide to video converter, etc). There are also a number of videoconference systems that can be moved and used in most of BIDMC's conference rooms .

Similarly, each of the CareGroup affiliates has a mobile videoconference system that can be used in a number of converence rooms. There is a TeleMedicine Site Coordinator at each of the medical centers that reserve rooms and equipment. Specific details can be found by using the CareGroup TeleMedicine Map.
 
5. What are the basic elements of a videoconference unit? In addition to a camera, microphone, television monitor and remote control, a videoconference unit is made up of a codec and imux and uses some type of network for connection to other devices. ISDN lines are the current business standard. Elements of a Videoconference System describes this equipment more fully.
     
6. How far in advance do I need to book a videoconference? All of the rooms are available on a first-come, first serve basis and most are not dedicated for videoconferencing. Thus, the more lead time you can provide, the better. The videosuite is a dedicated room. It is ideal for one or two people and can be scheduled with at least one day's notice. Other rooms are scheduled through the Service Response Center and typically require much greater lead time.
     
7. What costs are incurred for a videoconference?  

Costs vary depending on the complexity and level of support required. Still, there are three basic elements: equipment fees, line charges and technician support.

Equipment fees are determined by affiliation to BIDMC: internal (BIDMC initiated calls which support BIDMC efforts) and external call (outside clients or externally funded projects). The equipment fee is $100/hr which is discounted 50% for BIDMC Internal clients.

In a point-to-point call, line fees are similar to telphone long distance; whomever places the call incurs the charge and fees increase with distance. Typically, a three-line "384" call (recommended standard for good video) within Massachusettes costs $30/hr, a call to California runs $90/hr, and a call to England is approximately $850. This can be reduced by selecting a two-line "256" call or a one-line "128" call. Multi-point calls require a "bridge" and run approximately $150/site/hour.

A flat fee of $50 is charged for basic videoconference administration. This covers the process of scheduling a call, conducting a test between call participants to insure equipment is compatable, setting up and striking the equipment on the day of the conference, ensuring the call is established and providing brief instructions on how to use the system. A technician can be available during the call during regular business hours for $50/hr (1.5x for evening and Sat; 2x for Sun).

As your plans develop, contact the TeleMedicine Coordinator or Director of Media Services for a specific quote.
 
8. How can I pay for services provided by Media Services? Payments can be made by appropriate, approved cost center billing numbers, grant numbers, and checks. We currently do not accept credit card payments.
9. Can I show a PowerPoint presentation to participants at other sites? Yes. BIDMC has a number of "Scan-do's". These computer-to-video converters enable us to send your presentation to anyone connected to the videoconference. Typically, the image will be seen on a television monitor at each of the far sites so we offer the following recommendations:
   
  • Use a block-type font (arial, tahoma) no smaller than 30 pt.
  • Use high contrasting background and text: i.e. dark blue and white/tellow. It is best not to use a white background, including imported images, which sometimes retain a white backgound.
  • Concise wording and simple design make a more effective slide.
  • Allow a margin on all sides - a tv/monitor format is not as wide as a 35 mm slide.
  • Use bulleted lists or phrases instead of sentences.
10. Can I show print or three dimensional objects to participants at other sites? Yes. A document camera is similar to an overhead projector but instead of projecting onto the wall it converts the image to a video signal which can be seen on a television monitor. It can show opaque and transparent images as well as three dimensional objects.
     
11. If I want to look around the room at the remote site, can I move the camera at the far end? Generally, yes. In a point-to-point call, most ISDN standards-based videoconference equipment has full control over the pan-tilt-zoom operations of both the camera at the near location and the camera at the remote site. Sometimes proprietary settings disable this feature. This is true of multi-point calls in which remote pan-tilt-zoom is disabled.
   
12. Are videoconferences secure in terms of privacy and confidentiality? Yes. In addition to protections in the way the video signal is coded, sent to the remote site(s), and decoded, all our systems sent to auto-answer muted and only someone in the conference at your location can un-mute the signal.