Zoom

About Zoom

• 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, check out the user guides and videos below. If you have questions after reviewing these resources, support is available:
  • Patients can call the Patient Virtual Healthcare Tech Support desk at 1-844-442-4433, Monday – Friday, 7 a.m. to 7 p.m., and Saturday, 10 a.m. to 2 p.m. Patient user guides and video tutorials are available here.
  • Care providers can email servicedesk@vch.ca and include “Zoom” in the subject. For urgent issues, call 604-806-9333.
  • For questions about the Zoom user guides or other virtual health topics, please email virtualvisits@providencehealth.bc.ca.

Zoom User Guides for Virtual Health

Complete user manual

Zoom for Virtual Health Visits manual

Infographic: Zoom for Virtual Health Visits tips

Infographic: Security best practices

Useful account settings

How to receive a Zoom desktop application upgrade

Scheduling: quick reference guides

Schedule a Zoom for Virtual Health Visit - *Updated 2/05/21

Schedule using Microsoft Outlook Plugin - *Updated 2/11/20

Schedule using a template - *Updated 2/05/20

Schedule with registration - *Updated 2/05/21

Assigning Privileges - *Updated 2/05/21

Schedule with an Interpreter *Updated 14/07/21

Convert webinars to meetings - *Updated 14/07/21

Zoom large-scale webinar process - *Updated 14/07/21

Hosting: quick reference guides

Host using desktop application - *Updated 2/05/21

Host using mobile application - *Updated 2/05/21

Breakout rooms - *Updated 2/05/21‎

Terms of use and guidelines

Providence Health Care Terms of Use

Virtual Health Visits Guidelines

PHC Zoom Recording and Sharing Guidelines

Zoom virtual backgrounds

How to set up a virtual background - *Updated 8/25/20

How to make your own

Zoom single sign-on

Zoom Single Sign-On

• PHC patient notice (for patient and admin)
• Join a Virtual Health Visit from the Zoom desktop client
• Join a Virtual Health Visit from the Zoom Cloud Meetings mobile app
• Guide for iPads loaned to patients at Providence Health Care sites

Video Tutorials

Settings

• How to use virtual backgrounds

Hosting

• Waiting rooms (“Meetings” only)
• Breakout rooms (“Meetings” only)
• Sharing your screen

For patients

• How to use virtual backgrounds
• Joining and configuring audio and video
• Join from a mobile device
• Joining from a computer

For Physicians: How to Create Your Virtual Clinic

Dr. Adrian Huang, Orthopaedic Upper Limb & Trauma Surgeon at St. Paul’s Hospital, has created a series of YouTube videos to assist with navigating Zoom and creating the ultimate, easy to use, virtual clinic. Click here to view them.

Zoom Security

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.

• Zoom for Healthcare
• Zoom and PIPEDA/PHIPA Compliance

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: servicedesk@vch.ca

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 virtualvisits@providencehealth.bc.ca.

For information on integrating virtual health in the program service delivery model, please contact your program operation leader.