Cisco VX Clinical Assistant User manual

Cisco
VX Clinical Assistant
Mobile Cart
User Guide
Rev 01May2019

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Table of Contents
CISCO 1
1.0 OBJECTIVES ......................................................................................................................3
2.0 OVERVIEW .........................................................................................................................3
3.0 BASIC NAVIGATION...........................................................................................................5
4.0 GENERAL USE...................................................................................................................6
4.1 Set Up .............................................................................................................................6
4.2 Camera Controls.............................................................................................................7
4.3 Microphone......................................................................................................................9
4.4 Volume ............................................................................................................................9
4.5 Site to Site Calls............................................................................................................10
4.5.1 Making video calls to MBT Site..............................................................................................10
4.5.2 Making video calls to a site outside the MBT Network ..........................................................10
4.5.3 Recent Calls.............................................................................................................................10
4.5.4 Far End Control: Site to Site...................................................................................................11
4.5.5 Screen Layout: Site to Site .....................................................................................................12
4.5.6 Screen Layout: Site to Site - Sharing Content ........................................................................12
4.5.7 Sharing Content: Laptop - Site to Site....................................................................................13
4.5.8 Sharing Content: Patient Camera - Site to Site.......................................................................14
4.5.9 Sharing Content: Laptop and Patient Camera - Site to Site....................................................14
4.6 Multi-Site Event Calls (MCU) ........................................................................................15
4.6.1 Screen Layout: Multi Site......................................................................................................15
4.6.2 Screen Layout: Multi Site –Sharing Content.........................................................................16
4.6.3 Sharing Content: Laptop –Multi Site.....................................................................................17
4.6.4 Sharing Content: Patient Camera - Multi Site .......................................................................17
4.6.5 Sharing Content: Laptop and Camera - Multi Site .................................................................18
4.6.6 Adding an External Monitor....................................................................................................18
4.7 Receiving and Ending Video Calls...............................................................................19
4.8 Dual Video.....................................................................................................................19
5.0 TROUBLESHOOTING ......................................................................................................20
5.1 Audio Issues..................................................................................................................20
5.2 Video Issues..................................................................................................................20
6.0 VIDEOCONFERENCING ETIQUETTE.............................................................................21

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1.0 OBJECTIVES
This user guide will provide you with an overview and the knowledge to setup and use
the VX Clinical Cart videoconference solution and the TRC5 remote
Learning Outcomes:
After reviewing this guide, you should be able to:
1. Identify and explain the main parts of your videoconference solution.
2. Use the remote control or the source buttons on the cart to navigate through the
menus, set camera presets, and access additional video sources.
3. Setup and use the equipment.
2.0 OVERVIEW
The main components included with the VX Clinical Assistant solution are the Camera,
Codec, Ethernet Cable, Microphone, Screen/Monitor and Remote Control.

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1. Camera - The built-in camera is a high quality imaging device which transmits
images to the screen/monitor. The camera movements are controlled by a wireless
infra-red (IR) remote control that controls a variety of functions, both on the near and
far end.
2. Codec - The codec is the central part of the videoconferencing equipment. The main
task of the codec is the compression of outgoing video, audio and data, the
decompression of the incoming information and the transmission of this information
between endpoints. The name codec comes from a combination of the two words
compression and decompression.
3. Microphone - The microphone will automatically equalize sound levels so that loud
and soft voices are picked up and transmitted to the far end at approximately the
same level.
4. Screen/Monitor –The built-in screen/monitor displays the far end or the near end
image and content as selected by the user.
5. Remote Control - The remote control is used to place calls, adjust the volume,
navigate screens and select options. It controls all functions of the videoconferencing
equipment. The source control buttons on the front of the cart can be used as well.
The Cisco TR5 Remote Control
The SOURCE CONTROLS located on the front of the cart
allow the user to select and display peripheral devices that
are connected to the back of the videoconference solution.

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3.0 BASIC NAVIGATION
The remote control is used to operate your video equipment in conjunction with the
source controls found on the front of the cart. Refer to the diagrams in the previous
section for a description of each of the buttons. Here are some commonly used buttons
on the remote and navigation options.
Home Key - used to access the Home menu or display source softkeys.
Continue pressing to toggle between options.
Arrow Keys - found in the centre of the remote and used to navigate menus.
Back Arrow - used to collapse a menu or “go back”one level.
Enter Key –used to accept or select an entry.
Cancel/Clear key - used to remove characters from a text field.
5 Function Buttons - found on the top of the remote and correspond with
context sensitive softkeys that will appear at the bottom of the screen.
Screen Layout Button –allows you to change the layout of the images on your
screen (includes selfview option)
Home

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Softkeys default to the camera selection options.
Softkeys will auto hide at the bottom of the screen after approximately 5
seconds of inactivity. Pick up the remote to unhide.
Press the Exit softkey to return to the previous menu choices.
Press any arrow button to access the Camera Control softkey options (far end,
camera presets, main source and exit). You can now move the camera using the
arrow keys and the zoom +/-. Note: The Camera Control screen can also be
selected from the home menu.
Virtual Keyboard
In addition to using the keypad on the remote control you can also use the virtual
keyboard. Whenever there is a field that requires entry there will be a Turn Keyboard
On softkey.
1. Select Turn Keyboard On and use the Up arrow to move the cursor inside the
keyboard.
2. Use all 4 arrow keys to move about the keyboard. Select a letter using the enter
key. The list will keep filtering as you type. Highlight the site and press enter.
4.0 GENERAL USE
The following sections will provide instructions for using your VX Clinical Assistant
mobile cart solution to place and receive videoconference calls.
4.1 Set Up
To setup and use the videoconference solution:
1. Turn on the screen/monitor if required. Wake the codec by picking up the remote
control and point it towards the system (ensure your hand is touching the sensors
on the sides of the remote) or press any key on the remote. After approximately
15-20 seconds you will see the home screen.
Example showing a sub menu displayed by
pressing the right arrow key.
Press the key to display the Home menu on the screen.
The little
triangle
indicates that
a submenu is
available.
The element
currently selected
is indicated by
an orange rectangle.
Use the up/down
Arrow keys to
Navigate in a menu.

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The remote for the mobile cart is located on the right hand side of the unit,
directly under the round shelf.
If the Ethernet cable is connected correctly, you will see a green VPN light on
the front of the Router.
There should be 5 green lights on the front of the cart. If the power cord is not
plugged in you will only see 4 green lights.
4.2 Camera Controls
The camera can be controlled manually or by using Camera Presets.
To Adjust the Camera Manually
Use the arrows on the remote and the zoom +/- to move the camera to the desired
position.
To Use Camera Presets
Camera presets are useful when images from different camera positions are to be
viewed by the far end site(s). Presets are used to switch camera positions quickly and
easily without having to manually move the camera. (Note: The presets on the mobile
carts may need to be modified each time as the carts are typically moved from room to
room)
1. Press the Home Menu button .
2. Select Camera Control from the menu on the left side of the screen and press
OK .
There will be 5 context sensitive softkeys along the bottom
of the screen which correspond to the 5 buttons on the top
of the remote.
3. Select the Camera Presets softkey.
4. Select the desired camera preset from the list. (Sign, Participant, Room)
At any time you can press the back button on the remote control to exit the
Camera Presets menu,

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To Add a New Preset:
1. Move the camera to the desired position using the arrow keys and the zoom +/-.
2. Press the Home Menu button .
3. Select Camera Control from the menu on the left of the screen.
4. Select the Camera Presets soft button.
5. Scroll down using the arrow key and select Edit Camera Presets.
6. Click OK or click the forward arrow to bring up the preset listing.
7. Scroll down and select a Not Defined preset.
8. Click the forward arrow and enter the name using the keypad on the remote.
9. Hit the down arrow and select Save New Preset.
Use the key to remove characters in a text field.
Type in the preset name using the remote keypad (similar to texting –hit the
#7 key 4 times to get an “S”).
To Modify an Existing Preset:
1. Move the camera to the desired position using the arrow keys and the zoom +/-.
2. Press the Home Menu button .
3. Select Camera Control from the menu on the left of the screen.
4. Select the Camera Presets soft button.
5. Scroll down using the arrow key and select Edit Camera Presets.
6. Press OK or press the forward arrow to bring up the preset listing.
7. Scroll down to the preset to be modified and click OK or the forward arrow.
8. Select Update to Current Camera Position.

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The VX Clinical Assistant is set up with three (3) Standard Presets:
Camera presets will be set up and saved as part of equipment implementation but there
may be a need to change or resave presets particularly with mobile equipment.
1. Sign - The first preset is of a sign with the sites name. This is an off screen
camera view that allows users to move about the room without being on camera
and identifies the sites that are connected.
2. Participant (Presenter/Provider/Patient) –This preset is a close up view of the
person or persons involved in the event. Whether it is the patient, provider or a
presenter, when setting this preset, you want to ensure that the far sites are able
see the person clearly.
3. Room –Part of videoconference etiquette includes making the sites you are
connected to aware of everyone involved in the event. By setting a preset of the
entire room, you can easily identify everyone in attendance and then switch back
to preset number 2 as necessary. This preset is also helpful for question and
answer periods.
4.3 Microphone
To mute the microphone:
1. Press the Mic Off key on the remote control or on the microphone itself. An
onscreen indicator will appear when the microphone is off and the button on the
microphone will change to red.
2. To unmute, press the Mic Off key on the remote control or on the microphone
again. The onscreen indicator will disappear and the button on the microphone
will change to green.
4.4 Volume
To adjust the volume:
1. Use the Volume Key to increase or decrease the volume.
A Volume Bar will appear at the bottom right of the screen
Volume Bar

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4.5 Site to Site Calls
4.5.1 Making video calls to MBT Site
1. Locate the 5 digit number which can be found beside the VCU# on the following
iScheduler reports: Whiteboard, Clinic List or Confirmation. (See Fig 1 example
below.)
2. Enter the 5 digit number using the keypad on the remote. The number will
appear onscreen as you type.
3. Press the green Call key on the remote to connect.
4.5.2 Making video calls to a site outside the MBT Network
1. Enter the dial in number you were given using the keypad on the remote.
2. The numbers will appear onscreen as you type. Use the key to
backspace and delete any incorrect entries.
3. Press the green Call key on the remote to connect.
4.5.3 Recent Calls
This applies to both MBT sites and calls outside of the MBT network.
Using the green phone button on the remote to access Recent Calls
This option just brings up recent calls. (note: sites such as the rural RHA’s may
like this option as they often call the same sites and this will reduce the amount
of scrolling through the entire contact list or the number of steps required to
access recent calls using the Home menu as described above.)
Fig 1
Use the key to backspace and delete any incorrect entries.
Press & hold the abc/123 key to toggle between numeric and characters.

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Adding to My Contacts
1. Select the phone book button on the remote.
2. Scroll down and select a site (ex: Flin Flon-FFPHC-VCU1 ).
3. Press the right arrow and save to my contact.
4. Press Save again (This is a great option if you would like to add your most
frequently called sites from this particular equipment).
Accessing My Contacts
1. Press the phone book on the remote and press OK to select My Contacts.
2. Use the down arrow to select the site and press OK.
3. Press Call (or you can select the site press the green phone button on remote)
Alternatively, once your selected site is indicated by an orange border you can
press the green phone button on the remote.
4.5.4 Far End Control: Site to Site
Taking Far End Camera Control allows you to move the camera at the far end site(s).
Before taking far end camera control, always request permission first and explain why
you are taking control. You may need to take far end camera control if:
There is an unskilled operator at the far end.
The operator requests that you take control.
If the operator isn’t able to facilitate the event at their end.
To use far end camera control during a call:
1. Press the Home Menu button then select Camera Control
2. Select Far End from the Camera Control options.
3. Move the camera to the desired position using the arrow keys and the zoom +/-
keys.
4. Select Near End to turn off Far End Control. Alternatively you can select the
the Exit soft key. There is a message in the top left of the screen which lets you
know if you are using NEAR END or FAR END CAMERA CONTROL.
If the soft buttons change back to Camera, Source 1, Source 2, etc…you can
quickly change the soft keys back by pressing an arrow key on your remote.
This will then allow you to select the Far End soft button again.

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4.5.5 Screen Layout: Site to Site
The Screen Layout button on the remote control allows you to control how
images are displayed on your screen. (this option also includes selfview)
The layout and selfview options are different during site to site, multi-site events
as well as when you are sharing content and are therefore addressed under each
of those sections.
1. Press the Screen Layout button to open the Layout Control window.
2. Show or hide selfview using the menu items. Selecting the selfview option allows
you to toggle back and forth between “show” and “hide” selfview.
3. Press the Move Selfview softkey to move your selfview PIP around the screen.
Each time you press the key the PIP will move to the next location around the
outside of the screen.
4. Press the Maximize Selfview soft key to show your site full screen. (You will not
see the other sites on the screen if you maximize your selfview.) Select the
Restore Selfview to return to the previous screen layout.
If hide selfview has been previously selected, it will have a slash through it with
another option below it as well (the option will be the previously selected option
and you cannot change that option in this mode)
4.5.6 Screen Layout: Site to Site - Sharing Content
The following menu items are available for all sites when content is shared:
Equal –sites will appear in equal size on the screen
Prominent - your home site will appear larger than the other site on your screen
Overlay - your site will appear smaller and will be overlaid on the other site
Single - your site will appear full size on your screen
Hide Selfview/Show Selfview –shows the image of what you are sending to the
other sites.
The following Softkeys are available when content is shared:
Minimize Presentation - allows you to view the speaker full screen and puts the
presentation over on the left hand side.
Restore Presentation - allows you to restore the presentation and toggle
between the presenter and presentation in case the presenter is speaking
between slides.
Single - allows you to view the presentation full screen.
Press the Screen Layout button on the remote to bring the menu options up on screen
again.

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These 2 options will also be available as soft keys at the bottom of screen:
Move Selfview PIP –each time your press the button, the PIP will move
around the outside of the screen.
Maximize Selfview –will show selfview full screen
When the presenting site exits the presentation, the only menu items that will be
available is: Hide Selfview/Show Selfview
Pressing the Screen Layout button on the remote or the Remote Layout soft
button on the bottom of the screen only changes the layout when a site is sharing
content.
4.5.7 Sharing Content: Laptop - Site to Site
To connect a laptop to the videoconferencing equipment:
1. Using a VGA/ DVI cable, connect the DVI end to the DVI-I into source 3 at the
back of the mobile cart. Do not plug it into the one that shows a picture of a PC.
2. Connect the VGA end to the matching port on the laptop and turn the laptop on.
VGA Connector
3. Press and hold the PC button on the remote and select PC as the source and
then select the source 3 softkey or the source 3 button on the cart. (Alternately
you can select the Home Menu button and select Presentation and then
select PC on the sub menu.)
If you do not see your PC image, do the following: on the laptop keyboard, press
the Function key (Fn) and the appropriate F key (often F5, F8 or F10)
simultaneously. A display options menu will appear, select the option to display
on both as shown below. Display options
4. Use camera and source 3 on either the remote or the cart to toggle between
views.
DVI Connector
Source 3
Do Not Use

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5. To display the local presentation full screen, press the PC button on the remote
then press the layout button and select the desired display option.
6. Press the camera softkey to display the far end site again.
4.5.8 Sharing Content: Patient Camera - Site to Site
To connect a camera to the videoconferencing equipment:
1. Connect the camera to the back of the mobile cart based on the connections
below:
GlobalMed Total ExamHD:
oHDMI –source 1 or 2
oDVI-D - source 3
AMD: S Video source 1-3
LibreStream: S Video source 1-3
2. Connect the other end to the appropriate port on the Patient Camera.
3. Turn on the Patient Camera.
4. Select the soft key or button on the front of the cart that matches the source you
are using. (Ex: if you connected the cable into source #2, then select the source
2.)
5. Use the applicable source and the camera source to toggle between views.
4.5.9 Sharing Content: Laptop and Patient Camera - Site to Site
When both a Laptop and a Patient Camera will be used with the videoconferencing
equipment use the softkeys to select the applicable sources to toggle between views.

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4.6 Multi-Site Event Calls (MCU)
Multi-site (MCU) sessions will be connected to the event automatically at the
scheduled start time.
If you are registered for the event and it is already in progress and you are NOT
connected, you can join by using the connection information shown on the
Whiteboard.
MCU calls will be automatically disconnected at the scheduled end time.
4.6.1 Screen Layout: Multi Site
This is the default layout you will see on your screen, unless
another option was chosen by the host/presenter when the
event was booked (see below).
These are the layout options available when an event is booked.
The number indicates how many more sites are
connected but are not shown on the screen.

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4.6.2 Screen Layout: Multi Site –Sharing Content
The following menu items are available for all sites when content is being shared:
Equal –sites will appear in equal size on the screen
Prominent - your home site will appear larger than the other site on your screen
Overlay - your site will appear smaller and will be overlaid on the other site
Single - your site will appear full size on your screen
Hide Selfview/Show Selfview –shows the image of what you are sending to the
other sites.
The following Softkeys are available when content is being shared:
Minimize Presentation - allows you to view the speaker full screen and puts the
presentation over on the left hand side.
Restore Presentation - allows you to restore the presentation and toggle
between the presenter and presentation in case the presenter is speaking
between slides.
Single - allows you to view the presentation full screen.
Press the Screen Layout button on the remote to bring the menu options up on screen
again.
These 2 options will also be available as soft keys at the bottom of screen:
Move Selfview PIP –each time your press the button, the PIP will move
around the outside of the screen.
Maximize Selfview –will show selfview full screen
When the presenting site exits the presentation, the only menu item that will be
available is: Hide Selfview/Show Selfview
Pressing the Screen Layout button on the remote or the Remote Layout soft
button on the bottom of the screen only changes the layout when content is being
shared.

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4.6.3 Sharing Content: Laptop –Multi Site
To connect a laptop to the videoconferencing equipment:
1. Using a VGA/ DVI cable connect the DVI end to the DVI-I into source #3 on the
back of the mobile cart.
2. Connect the VGA end to the matching port on the laptop and turn the laptop on.
VGA Connector
3. Press and hold the PC button on the remote and select PC as the source.
(Alternately, you can select the Main Menu button and select Presentation
and then select PC on the sub menu.)
If you do not see your PC image, do the following: on the laptop keyboard, press
the Function key (Fn) and the appropriate F key (often F5, F8 or F10)
simultaneously. A display options menu will appear, select the option to display
on both as shown below. Display options
4. Use Camera and Source 3 on the remote or the Source Control panel on the cart
to toggle between views.
5. To display the local presentation full screen press the PC button on the remote
then press the layout button and select the desired display option.
6. Press the camera softkey to display the other sites again.
4.6.4 Sharing Content: Patient Camera - Multi Site
To connect a camera to the videoconferencing equipment:
1. Connect the camera to the back of the mobile cart based on the connections
below:
DVI Connector
Source 3
Do Not Use

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GlobalMed Total ExamHD: HDMI (source 1 or 2) DVI-D (source 3)
AMD: S Video source 1-3
LibreStream: S Video source 1-3
2. Connect the other end to the appropriate port on the Patient Camera.
3. Turn on the Patient Camera.
4. Select the soft key or button on the front of the cart that matches the source you
are using. (Ex: if you connected the cable into source #2, then select the source
2.)
5. Use the applicable source and the camera source to toggle between views.
4.6.5 Sharing Content: Laptop and Camera - Multi Site
When both a Laptop and a Patient Camera will be used with the videoconferencing
equipment use the softkeys to select the applicable sources to toggle between views.
4.6.6 Adding an External Monitor
If you require an external monitor so that the participants at your site can view the
session on a larger screen rather than on the mobile cart screen you can add an
external monitor.
This can be accomplished by changing the video setting from Single (default) to Dual
monitors.
1. Connect the external monitor to the cart using the HDMI output cable that is
hanging at the back of the cart’s pedestal.
2. Change the monitor setting from Single to Dual:
Home>Settings>Administrative Settings>Advanced>Video>Monitors. Set to
Dual.
3. The default setting is single so when the equipment is shut down or restarted it
will revert back to Single mode.
4. Use the Source Controls on the cart to present different content on the second
display monitor if required.
Alternate method for changing from Single to Dual mode: when a second display
is connected, press and hold the Layout button on the Source Control panel on
the front of the cart for 5 seconds to enable the Dual Display option. The display
will be mirrored.

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4.7 Receiving and Ending Video Calls
Your VX Clinical Assistant Mobile Cart has been configured to automatically accept all
incoming connection requests. This means that both site to site connections initiated by
another site and multi-site connections will be automatically connected.
You will hear a dial tone that indicates there is an incoming call and your microphone will
automatically mute so that the connecting site cannot overhear what you are discussing.
Once the connection is made, you will need to unmute your microphone so that the other
site(s) can hear you.
If you do not want to accept an incoming call, press to reject the call.
Multi-site (MCU) sessions will be connected to the event automatically at the
scheduled start time.
If you are registered for the event and it is already in progress and you are NOT
connected, you can join by using the connection information shown on the
Whiteboard.
MCU calls will be automatically disconnected at the scheduled end time.
Ending video calls:
At the completion of the call, press to disconnect
4.8 Dual Video
Not currently in use
The equipment listed below supports dual video streams which allows users to display
additional video sources through a single DVI port connection:
Cisco SX20 Set Top
MX200/300 Touchscreen
VX Clinical Assistant (Mobile Cart)
Dual video stream allows you to view two different live video streams simultaneously; the
main video and one additional source. For instance, you could view both the PC
presentation as well as the person who gives the presentation.
If the connecting video system does not support dual video stream, no second video
stream will be established for this system and the PC presentation will be shown as the
main video.

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5.0 TROUBLESHOOTING
5.1 Audio Issues
Issue
Possible Cause(s)
Resolution
Far-end site unable to hear
you
Your microphone is muted
Your microphone is obstructed or
too far from the person speaking
Un-mute your microphone
Check microphone and ensure it
points towards the person
speaking
Unable to hear far-end site
Microphone is muted at far end site
Near end monitor and/or codec
Volume is too low
Try to instruct far site to un-mute
their microphone
Increase the volume on the
monitor and/or the codec
Audio distortion from far-
end site
Far site monitor volume is too high
Turn down the volume on the far
end monitor
Echo or distortion at near-
end when people speaking
Far-end microphone is situated too
close to the monitor
Speaker/volume is too high on far-
end monitor
Ask to move microphone further
away from monitor
Ask far-end site to turn volume
down on their monitor.
5.2 Video Issues
If you are experiencing any problems with the videoconferencing equipment or
have any questions, please contact the Service Desk for assistance:
Service Desk 204-940-8500 Option 4, Option 1
or toll-free 1-866-999-9698 Option 4, Option 1
Additional Training Information
For additional information on videoconference equipment visit www.mbtelehealth.ca or
contact your Facilitator-eHealth Solutions.
Issue
Possible Cause(s)
Resolution
Picture is blank on the
monitor
System has gone into “sleep” mode
Monitor has been powered off
Monitor input has changed
Pick up the remote, system will
reactivate in normal mode.
Turn the monitor on
Check to see if the monitor
input has been changed (using
the select or input button on
the TV Monitor)
Near-end site unable to
hear or see the picture
from far-end peripheral
Proper input has not been selected
Cables are not properly connected
Check for correct input
selection on remote control
Check that output from laptop
patient camera, VCR, or
document camera are
connected properly