Plan for handling group during COVID-19

I am both tired of and relieved to be receiving messages from many businesses about their response/plans to COVID-19.  And here I am doing the same.  I do hope this communication finds you healthy and safe, and that we all remain so.

After much thought and consultation, I've decided to hold group online only starting March 18 until it feels appropriate to meet in close quarters again.  As we are all experiencing, changes are happening rapidly.

While we have used the app VSee before, and I continue to use it for individual sessions, I am moving to another platform for group, called SecureVideo.  SecureVideo is also widely used in the medical community and allows me to be in compliance with HIPAA.  It makes use of the Zoom app as the underlying technology, with "wrap-around" services for scheduling and invitations (and some other features I don't currently use).

You will receive an invitation for group video conferencing sessions by email if I have your email address, or by text if I don't have your email address.  To video conference, you must install a small app called Zoom on your computer or mobile device ahead of time.  You'll be prompted to install the Zoom app on your device the first time you RSVP to an invitation or click on the "Join Session" link.  You will only need to install it one time (per device that you choose to use).  And please note that if you're installing the Zoom app well ahead of our scheduled meeting, the app may automatically launch/open at the completion of the installation (in which case you can simply quit the app at that point).

Also note that if you already have Zoom installed from prior use, one of the choices during that initial RSVP or clicking the Join Session link will be to avoid downloading the app again by clicking a "Not Now" button.

IMPORTANT:  After you install the Zoom app, do not create a Zoom account, and do not attempt to log into the Zoom app.  The SecureVideo system will always do that for you automatically when you enter a conference.  You will not be able to join our meeting by going directly to the Zoom app yourself.

The invitation you receive will allow you to RSVP, and that will help me to know that you've received it.  And the invitation is what contains the button/link to join a session when it's time for our meeting, so keep the email/text invitation handy until completion of each group video conference session (you'll get a new invitation each week).

Once you've selected the Join Session button/link, you'll see a browser screen that allows you to "Enter Waiting Room".  Selecting "Enter Waiting Room" is what automatically launches/opens the Zoom app for our specific meeting, and you may be prompted at that point to allow "zoom.us" (the Zoom app) to launch/open (and you do need to allow that by clicking yes or ok).  Note that you can enter the waiting room before your session time to test your own connection.

Once you're in the "waiting room" you'll need to indicate that you're joining by computer or internet audio, and you'll need to "start video" in order for your device's camera to turn on and make yourself visible.

If you're using a computer or tablet, you'll be able to choose "Gallery View" which will show a window for each participant (versus a strip of thumbnail size images next to one larger window of one user).  On an iPhone, you will only see the person speaking, one at a time, rather than everyone at once.  If you can use a computer or tablet in Gallery View, it will be a better experience on your end.  For either a tablet or mobile phone, turning it sideways to landscape mode will give you and others more of a view.  

Once a meeting is over, I'll send the invitation for the following meeting and the process will repeat (without having to reinstall the Zoom app, unless you switch to a different device).

There is a lot of good help and support on the SecureVideo website and some links are provided below.  Note that if you see references in Help to VSee or Zoom, only Zoom applies for our use.

Zoom:  How do I enter a video conference session (Participant)?

Zoom:  How do invitees join a video session (Email/text message invite)?

I've had specific training and have been providing telemental health via video for more than 3 years, and via phone for much longer.  With that, there are some considerations to help facilitate:

• Get the Zoom app downloaded and installed well before the first use.
• Have a quiet private space without distraction available.
• For the session, set aside the time when you're not doing something else (such as driving).
• Use earbuds with a microphone to provide better sound than speakerphone, if you can.
• Use secure Wi-Fi or cellular data.
• Have my mobile number 512-658-2960 available in case you need to text due to technical issues.
• Just before a scheduled session, click on the link in your invitation and enter the waiting room, with camera ON and microphone ON (not muted).
• Close other apps and turn OFF notifications to minimize interruptions.

Note that if needed, you'll be able to dial-in using a phone line.  The information for that is on the same screen where you would Enter Waiting Room and just below the meeting time and my phone number on the left side of the window.  When you click on that dial-in option, it provides the phone number and code to use.  If you have a situation without internet access or where video isn't possible, dial-in would be an option for you.  DO NOTE that if you dial in by phone, by default your phone number would be visible to others instead of your name, although once you join, you and I are then able to "rename" that label to your name instead.  I just need a heads-up if you want/need me to do the renaming.

I hope this will go smoothly, and I expect there may be some glitches and struggles initially when switching to this format.  My own preference is meeting in person, although I'm glad we have technology (with all its challenges at times) to facilitate when we cannot meet in person.

And if you want additional personal therapy outside of our regular group schedule, please ask.  When I can, we can arrange a 15- or 30-minute video session or phone call at other times.  As I work from home more during this time, I expect to have some additional availability.

Please send a quick reply to the email or text from me that directed you to this web page so that I know you've read the above information.  If you were directed here from a text message and not from an email, please let me know if you would prefer email invitations for meetings (or other related updates) instead of by text and send me your email address right away.  And let me know if you prefer to receive any future updates to a different email address, or by text.

Take care.  See you by SecureVideo soon.