Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 1

UPDATED: 04/14/20 DETAILS: Quick guide to install Zoom, Schedule, and Execute a Meeting for Android, iOS & Desktop To obtain an AAH Zoom License and/or to get Zoom pushed out to your AAH device, please email AAH-zoomintake@aah.org. In your email please include 1. your business reason for needing Zoom, 2. your AAH workstation ID and 3. your AAH email (no personal emails). For all other inquiries regarding video visits (Haiku/Canto/Zoom, etc) or equipment needs please contact the Service Desk Physician Hotline at WI: 414-647-3035, Opt.3 or IL: 630-990-7020, Opt. 3

If interpreter services are needed while using Zoom, click here for directions.

Use the Links below to take you directly to that page

Page 1: Setting up Zoom on your Android device

Pages 2-3: How to Schedule a Meeting on your Android device

Page 4-5: Executing a Zoom Meeting on your Android device & Appendix: Settings Page 6-7: Setting up Zoom on your iOS mobile device Page 8-10: How to Schedule a Meeting on your iOS device Page 10-11: Executing a Zoom Meeting on your iOS device & Appendix Page 12-14: How to Install Zoom on a Mac Page 15-17: How to Install Zoom on A PC Page 18-21: How to Schedule a Zoom Meeting: Desktop

ZOOM GETTING STARTED GUIDE: DESKTOP, iOS, & ANDROID

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 2

DETAILS: Quick guide to install Zoom, Schedule, and Execute a Meeting for Android mobile devices.

Setting up Zoom on your Android device

1) Download Zoom Cloud Meetings App https://zoom.us/support/download

To obtain an AAH Zoom License and/or to get Zoom pushed out to your AAH device, please email AAH-zoomintake@aah.org. In your email please include 1. your business reason for needing Zoom, 2. your AAH workstation ID and 3. your AAH email (no personal emails). For all other inquiries regarding video visits (Haiku/Canto/Zoom, etc) please contact the Service Desk Physician Hotline at WI: 414-647-3035, Opt.3 or IL: 630-990-7020, Opt. 3

2) Sign in and Join

Open the Zoom app and sign into your AAH account to access all features. You MUST have a corporate account to remain HIPAA compliant. NOTE: DO NOT SIGN UP FOR A PERSONAL ZOOM ACCOUNT. You can join a meeting without signing in. Tap the gear icon to access basic meeting settings if you join without signing in.

GETTING STARTED GUIDE ANDROID: ZOOM & HOW TO SCHEDULE A MEETING

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 3

How to Schedule a Meeting

1) Login to the Zoom app on your Android device Click on the Schedule icon. This will open the scheduler window.

2) Select Meeting Settings Some of these options might not be available if they were disabled and locked to the off position at the account or group level.

Topic: Enter a topic or name for your meeting.

Date, From, To: Select a date and time for your meeting. Time Zone: By default, Zoom will use your device's time zone setting. To change the time zone, click this field.

Repeat: Choose if you would like a recurring meeting (the same meeting ID for all occurrences).

Personal meeting ID: Meeting ID should ALWAYS Generate Automatically, do NOT use a personal ID

Host video on when starting: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.

Participant video on when joining: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.

Audio Options: Pick your audio connection: Choose whether to allow users to call in via Device audio, Telephone, or Both.

Select dial-in country: Select dial-in numbers to display in the meeting invite. Tap and drag each country to re-arrange the order.

Meeting password (Required): Enter a password that participants will be required to input before joining your scheduled meeting. Advanced Options: Allow join before host: Allow participants to join your meeting before you. This should be turned off so no one can enter the meeting.

Alternative hosts: Select users in the same organization to allow them to start the meeting in your absence.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 4

3) Finish Scheduling Add the meeting to your default calendar app. Tap Done to finish scheduling. Notes: A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30-day period.

A recurring meeting ID will expire 365 days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences.

Scheduled meetings can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the 30 day period for a non-recurring meeting, has not been used for over 365 days for a recurring meeting, or has been deleted from your Zoom account. An instant meeting link will expire as soon as the meeting is over.

4) Send the Patient a Meeting Invite Open the Zoom app and tap the Upcoming icon.

5) Copy the Invitation Select the meeting that you want to copy the invitation for.

Tap Add Invitees. Select to send it as an email. Be sure you send the email using the Encryption guidelines. Aurora email users: when sending an email with PHI, type [encrypt] in the subject line to encrypt the email. Advocate email users: when sending an email with PHI, type phi-encrypt in the subject line to encrypt the email AAH email users: When sending an email with PHI, type [PHI Encrypt] in the subject line to encrypt the email.

*Don’t include any confidential information in the subject line.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 5

Executing a Meeting

1) Start the Meeting Open the App and click on the Upcoming icon. Click Start next to the meeting you want to start.

2) During Meeting Options The host controls will appear at the bottom of your screen, except for End Meeting (appear at top next to Meeting ID). Using the More tab, you can click on Advanced Settings to use the below options: Lock Meeting: prevent any new participants from joining the meeting. Put Attendee in Waiting Room on Entry: have participants enter a waiting room where you can admit them.

3) End the Meeting Click on End at the top of your screen.

Click End Meeting to end the meeting completely. To keep the meeting running, you would need to assign a host before you choose Leave Meeting.

Appendix: Settings

Tap Settings to view meeting and chat settings.

Tap your name to change your profile picture, name, and password.

Contacts: Find phone contacts that are using Zoom, and approve contact requests.

Meeting: Change settings for enabling/disabling your microphone, speaker, or video when you join a meeting.

Notifications: Change when Zoom notifies you of new messages.

About Zoom: View the app version and send feedback.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 6

DETAILS: Quick guide to install Zoom, Schedule and Execute a Meeting for iOS mobile devices.

Setting up Zoom on your iOS device

1) Download Zoom Cloud Meetings App https://zoom.us/support/download

To obtain an AAH Zoom License and/or to get Zoom pushed out to your AAH device, please email AAH-zoomintake@aah.org. In your email please include 1. your business reason for needing Zoom, 2. your AAH workstation ID and 3. your AAH email (no personal emails). For all other inquiries regarding video visits (Haiku/Canto/Zoom, etc) please contact the Service Desk Physician Hotline at WI: 414-647-3035, Opt.3 or IL: 630-990-7020, Opt. 3

2) Sign in and Join

Open the Zoom app and sign into your AAH account to access all features. You MUST have a corporate account to remain HIPAA compliant. NOTE: DO NOT SIGN UP FOR A PERSONAL ZOOM ACCOUNT. You can join a meeting without signing in. Tap the gear icon to access basic meeting settings if you join without signing in.

GETTING STARTED GUIDE iOS: ZOOM & HOW TO SCHEDULE A MEETING

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 7

3) Permissions Requested by the Zoom Mobile

Client The Zoom Mobile Client may ask you to authorize access to the following permissions via a pop-up, depending on which features you are accessing in Zoom. You can enable these options before-hand or at your overall discretion by going to Settings > Zoom on your device. The following permissions are requested by Zoom:

Location- Allows Zoom to access your location, so it can generate an Emergency Response Location, for when dialing emergency services from Zoom phone. Contacts - Utilized for Phone Contact Matching (not available for iPads or iPadOS). Calendars- Allows Zoom to add a meeting as an event in the Calendar app, when a Zoom meeting is scheduled. Select “OK” Photos- Allows Zoom the ability to access your local photo albums, for adding images to chat messages, or for screen sharing during a meeting or webinar. Microphone - Joining using built-in audio devices in a meeting or webinar. Select “OK” Camera - Sharing your video in a meeting or webinar. Select “OK” Siri & Search - Enables the ability to add Siri Shortcuts including Join the Next Meeting, View Today’s Meetings, Start My Personal Meeting. Notifications- Allows Zoom the ability to display notifications for chat messages, upcoming meetings, and more. Select “Allow” Background App Refresh- Allows for notifications for Meeting invites when the app is closed and not active

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 8

How to Schedule a Meeting

1) Login to the Zoom app on your iOS device Click on the Schedule icon

2) Select Meeting Options Note that some of these options might not be available if they were disabled and locked to the off position at the account or group level. Topic: Enter a topic or name for your meeting.

Starts: Select the date and time of your meeting.

Duration: Choose the approximate length of your meeting. This is for scheduling purposes only. The meeting will not end after this length of time has passed.

Timezone: By default, zoom will use your device's time zone setting. Tap on this field.

Repeat: Choose if you would like a recurring meeting (meeting ID will remain the same for each session).

Personal meeting ID: Meeting ID should ALWAYS Generate Automatically, do NOT use a personal ID.

Host Video On when starting: Toggle on if you want the host video on by default when joining the meeting.

Attendee Video On when joining: Toggle on if you want the attendee video on by default when joining the meeting.

Audio Option: Choose whether to allow users to call in via Device audio, Telephone, or Both.

Meeting Password (Required): You can select and input your password here. Participants will be required to input this before joining your scheduled meeting. Ensures only you and your patient can enter the meeting.

Advanced Options: Click to view additional meeting options.

Allow join before host: Allow participants to join your meeting before you. This should be turned off so no one can enter the meeting.

Schedule for: If you have scheduling privilege for another Zoom user, you will have the scheduling privilege option and can choose who you want to schedule for.

Alternative Hosts: Select users in the same organization to allow them to start the meeting in your absence.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 9

3) Finish Scheduling Tap Done to finish scheduling. You are prompted to add the meeting to your iOS calendar, where you can invite attendees. Note: If you are not able to add the meeting to your iOS calendar, navigate to Settings > Privacy > Calendars on iOS and enable Zoom. Notes: A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30-day period. A recurring meeting ID will expire 365 days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences. Scheduled meetings can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the 30 day period for a non-recurring meeting, has not been used for over 365 days for a recurring meeting, or has been deleted from your Zoom account. An instant meeting link will expire as soon as the meeting is over.

4) Send the Patient a Meeting Invite Click on the Upcoming icon.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 10

5) Copy the Invitation Select the meeting that you want to copy the invitation for.

Tap Invitees

Select Send Email. Be sure you send the email using Encryption guidelines. Aurora email users: when sending an email with PHI, type [encrypt] in the subject line to encrypt the email. Advocate email users: when sending an email with PHI, type phi-encrypt in the subject line to encrypt the email AAH email users: When sending an email with PHI, type [PHI Encrypt] in the subject line to encrypt the email.

*Don’t include any confidential information in the subject line. Note: You can edit, start, or delete meetings you are the host of.

Executing a Meeting

1) Start the Meeting Open the App and click on the Upcoming icon. Click Start next to the meeting you want to start.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 11

2) During Meeting Options On your iPhone, the host controls will appear at the bottom of your screen, except for End Meeting (appear at top). On an iPad, they will appear at the top of your screen. Using the More tab, you can click on Advanced Settings to use the below options: Lock Meeting: prevent any new participants from joining the meeting. Put Attendee in Waiting Room on Entry: have participants enter a waiting room where you can admit them.

3) End the Meeting Click on End at the top of your screen.

Click End Meeting to end the meeting completely. To keep the meeting running, you would need to assign a host before you choose Leave Meeting.

Appendix: Settings

Tap Settings to view meeting settings.

Tap your name to change your profile picture, name, and password.

Meetings: Change settings for enabling/disabling your microphone, speaker, or video when you join a meeting.

Contacts: Find phone contacts that are using Zoom and approve contact requests.

Messages: Enable or disable link preview in chat messages.

Notifications: Change when Zoom notifies you of new messages.

General: Enable/disable integrated calling or blur snapshot on task switcher

About: View the app version and send feedback.

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 12

STEP 1: Install Zoom *Please note this is a one-time only step To obtain an AAH Zoom License and/or to get Zoom pushed out to your AAH device, please email AAH-zoomintake@aah.org. In your email please include 1. your business reason for needing Zoom, 2. your AAH workstation ID and 3. your AAH email (no personal emails). For all other inquiries regarding video visits (Haiku/Canto/Zoom, etc) please contact the Service Desk Physician Hotline at WI: 414-647-3035, Opt.3 or IL: 630-990-7020, Opt. 3

Go to https://support.zoom.us/hc/en-us/articles/201362033-Getting-Started-on-Windows-and-Mac Click on “Zoom Desktop Client (Windows or Mac) Zoom will begin to download to your device

ZOOM INSTALLATION STEPS ON A MAC

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 13

Click on Zoom.pkg to install

Click on “Continue”

To test Zoom – go to https://zoom.us/test Click on Join Meeting –

PLEASE NOTE: YOU DO NOT NEED TO SIGN UP FOR A PERSONAL ZOOM ACCOUNT

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 14

Click on “Join with Video”

If you can hear the ring tone, click on Yes. If you can’t click on No.

• Zoom will try to find another speaker device on your device

Say a few words. If you can hear them replay – click on Yes. If not, Zoom will search for another mic source on your device

Click on “Join with Computer Audio” You have successfully tested Zoom!

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 15

To obtain an AAH Zoom License and/or to get Zoom pushed out to your AAH device, please email AAH-zoomintake@aah.org. In your email please include 1. your business reason for needing Zoom, 2. your AAH workstation ID and 3. your AAH email (no personal emails). For all other inquiries regarding video visits (Haiku/Canto/Zoom, etc) please contact the Service Desk Physician Hotline at WI: 414-647-3035, Opt.3 or IL: 630-990-7020, Opt. 3 Go to https://support.zoom.us/hc/en-us/articles/201362033-Getting-Started-on-Windows-and-Mac Click on “Zoom Desktop Client (Windows or Mac) Zoom will begin to download to your device

ZOOM INSTALLATION STEPS ON A PC DEVICE

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 16

Click on Run to install

It will install.

To test Zoom – go to https://zoom.us/test Click on Join Meeting –

PLEASE NOTE: YOU DO NOT NEED TO SIGN UP FOR A PERSONAL ZOOM ACCOUNT

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 17

Click on “Join with Video”

If you can hear the ring tone, click on Yes. If you can’t click on No.

• Zoom will try to find another speaker device on your device

Say a few words. If you can hear them replay – click on Yes. If not, Zoom will search for another mic source on your device

Click on “Join with Computer Audio” You have successfully tested Zoom!

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 18

Sign In with your AAH-issued account

To schedule a meeting

HOW TO SET UP A ZOOM MEETING - DESKTOP

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 19

1. Name your meeting.

Assign date/time The following should all be set automatically, but please confirm every time to prevent Zoom Bombing. 2. Always generate the

meeting ID automatically. Never use your personal meeting ID.

3. Always require a

meeting password 4. Set for Outlook

calendar 5. Open “Advanced

Options” and do NOT check “enable join before host”

6. “Click “schedule”

This brings up a familiar calendar invite. Do not change date and time or delete anything in the body. You can add to the body of the invite, and you can invite people if you would like. This is not how you invite patients. If this is for a patient, then leave attendee location blank hit “send,” then choose “save and close”

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 20

It will still appear on your calendar.

To invite the patient, go back to the main screen of the Zoom application and click on the 3 little dots:

Choose “copy invitation”

Created by Dr. Betsy Winga Created 03/28/20 Revised 04/14/20 Approved by Dr. Tim Lineberry 21

Open up a new email. 1. Address to the patient’s

preferred email address

2. Encrypt in the subject line (Legacy Aurora: [encrypt]; Legacy Advocate: phi-encrypt; AAH: [PHI Encrypt])

3. Paste the invitation in the body of the email.

4. Send.

Patient receives the email in their personal in-box. When they click to view the encrypted email, it makes them register with a name and password, then they can see the email and access the link.

aurora.org

Advocatehealth.com