Oklahoma State Department of Health - Videoconference Scheduling

Scheduling Locations and Equipment for H.323 Videoconferences:

At the present time we have over 60 videoconference sites online located at various county health departments throughout the state and at the central office. Wherever you reside in the state of Oklahoma, you are just minutes away (with a couple of exceptions) from a health department with H.323 videoconferencing capability.

Setting up a Videoconference:
In order to schedule a videoconference on our H.323 equipment, you must first get in touch with the H.323 contact person at each of the proposed participating locations. This will ensure that the room and equipment will be available for your use on your scheduled dates.

The OSDH Office of Communications maintains a list of all our videoconferencing endpoint locations with contact information here on our web pages.

Facilitators:
You must also make arrangements with a person at each site to be the facilitator for your meeting or training event. In some cases it will be the site's H.323 contact person, but most of the time it will be a person who is more involved with the subject matter of your particular videoconference.

A Brief "Step-by-Step" Explanation of H.323 Videoconference Scheduling Procedure:

The Event Coordinator contacts the Site Facilitator, who in turn gets in touch with the H.323 Contact Person at the site they wish to participate from.
Then, if the H.323 Contact Person(s) at that site agrees to do the event, the Site Facilitator reports back to the Event Coordinator and lets them know that they plan to participate.
The Event Coordinator will then prepare a list of all the sites that have said they plan to participate and forwards that list to Gordie Ham in the OSDH Office of Communications. The list must be sent to Gordie no later than noon on the morning of the day before the conference.
Gordie then sends a Heads-up message to all the H.323 Contact Person(s) who have said they will participate, instructing them what time and at what IP address to connect to the event.

Description of Terms:

Event Coordinator: The person in charge of planning and holding the event.

Site Facilitator: The person in charge of setting up a local site and presiding over the event at that site. This is usually a person at the county site that is interested in what your service/division is offering.

H.323 Contact Person: The person in charge of the Polycom VSX endpoint at the farend location.

Registration Deadlines:

It is very important that you set and adhere to strict deadlines for registration for your videoconference. Last minute requests to be added to a videoconference that has already been scheduled and confirmed cannot take place.

Videoconference Participation Invitation Phrase:
Please include the following, or similar, language in your invitation to participate in your H.323 videoconference:

In order to participate in this videoconference you must schedule the use of the Polycom VSX H.323 videoconference unit (successor to the iPower and TeamStation) at the site you wish to use. You must then reply to the Event Coordinator. That person for this videoconference is (“your name here”).

You must reply to the Event Coordinator no later than (“deadline date and time here”) or you will not be included in this videoconference.

If you need help finding facilitators for your videoconference, you can contact Debbie Dickson in the OSDH Community Health Services office (405/271-5585) and she will be able to put you in touch with people in the counties who can help you.

Another good source for assistance in setting up videoconferences is the OSDH Nursing Service office. You can contact Diana Pistole or Susan Boyd (405/271-5183) and they will be able help you find facilitators for nursing-related videoconferencing events.

Back to Top!

Revised on 11-19-07

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	email \| print Scheduling Locations and Equipment for H.323 Videoconferences: At the present time we have over 60 videoconference sites online located at various county health departments throughout the state and at the central office. Wherever you reside in the state of Oklahoma, you are just minutes away (with a couple of exceptions) from a health department with H.323 videoconferencing capability. Setting up a Videoconference: In order to schedule a videoconference on our H.323 equipment, you must first get in touch with the H.323 contact person at each of the proposed participating locations. This will ensure that the room and equipment will be available for your use on your scheduled dates. The OSDH Office of Communications maintains a list of all our videoconferencing endpoint locations with contact information here on our web pages. Facilitators: You must also make arrangements with a person at each site to be the facilitator for your meeting or training event. In some cases it will be the site's H.323 contact person, but most of the time it will be a person who is more involved with the subject matter of your particular videoconference. A Brief "Step-by-Step" Explanation of H.323 Videoconference Scheduling Procedure: The Event Coordinator contacts the Site Facilitator, who in turn gets in touch with the H.323 Contact Person at the site they wish to participate from. Then, if the H.323 Contact Person(s) at that site agrees to do the event, the Site Facilitator reports back to the Event Coordinator and lets them know that they plan to participate. The Event Coordinator will then prepare a list of all the sites that have said they plan to participate and forwards that list to Gordie Ham in the OSDH Office of Communications. The list must be sent to Gordie no later than noon on the morning of the day before the conference. Gordie then sends a Heads-up message to all the H.323 Contact Person(s) who have said they will participate, instructing them what time and at what IP address to connect to the event. Description of Terms: Event Coordinator: The person in charge of planning and holding the event. Site Facilitator: The person in charge of setting up a local site and presiding over the event at that site. This is usually a person at the county site that is interested in what your service/division is offering. H.323 Contact Person: The person in charge of the Polycom VSX endpoint at the farend location. Registration Deadlines: It is very important that you set and adhere to strict deadlines for registration for your videoconference. Last minute requests to be added to a videoconference that has already been scheduled and confirmed cannot take place. Videoconference Participation Invitation Phrase: Please include the following, or similar, language in your invitation to participate in your H.323 videoconference: In order to participate in this videoconference you must schedule the use of the Polycom VSX H.323 videoconference unit (successor to the iPower and TeamStation) at the site you wish to use. You must then reply to the Event Coordinator. That person for this videoconference is (“your name here”). You must reply to the Event Coordinator no later than (“deadline date and time here”) or you will not be included in this videoconference. If you need help finding facilitators for your videoconference, you can contact Debbie Dickson in the OSDH Community Health Services office (405/271-5585) and she will be able to put you in touch with people in the counties who can help you. Another good source for assistance in setting up videoconferences is the OSDH Nursing Service office. You can contact Diana Pistole or Susan Boyd (405/271-5183) and they will be able help you find facilitators for nursing-related videoconferencing events. Back to Top! Revised on 11-19-07

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