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RESOURCES. Telehealth. Provincial Health Services Authority. Telehealth & General Meeting Room Design Requirements

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RESOURCES

Telehealth

Provincial Health Services Authority

Telehealth & General Meeting Room Design Requirements

Prepared by IMITS, LMC Telehealth and C&W Media Services December, 2013

Revised, August 2014

(2)

Contents

1. Small Meeting Room with Monitor Only... 3

2. Small Videoconference Meeting Room ... 4

3. Clinical Telehealth Room - Patient Site ... 5

4. Clinical Telehealth Room - Provider Site ... 7

5. Mobile Cart Videoconferencing Room ... 8

6. Medium Meeting Room with Monitors Only ... 9

7. Medium Videoconferencing Room ... 10

8. Large Videoconference Meeting Room ... 11

9. Computer Training Room with Videoconferencing ... 15

Appendix A Screen Size Guidelines Chart ... 18

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1. Small Meeting Room with Monitor Only

1.1. Description

A small meeting room example is an 8 x 12 foot room used as a meeting space or an interview room. Room furnishings would include a central table, a conference phone, working network ports, and a single monitor to project computer presentations.

1.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

1.3. Default Small Meeting Room Setup

1.4. Furniture

 Table with four to six chairs

1.5. Equipment

 Conference phone

 Wall phone mounted by the door

 Monitor (42” – 50”) with inputs replicated on a wall plate below the monitor

1.6. Additional Requirements

 One quad power plug and two data drops on the front wall at countertop height

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2. Small Videoconference Meeting Room

2.1. Description

These rooms are approximately 8 x 12 feet and are used as designated videoconference rooms, with a central table and a conference phone. There is one monitor, one camera, and one microphone in the room for videoconferencing.

2.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

2.3. Default Small Videoconference Room Setup 2.4. Furniture

 Table with four to six chairs

2.5. Equipment

 Conference phone

 Wall phone mounted by the door

 Monitor (42” – 50”) with inputs replicated on a wall plate below the monitor

2.6. Additional Requirements

 One quad power plug and two data drops on the front wall at countertop height

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3. Clinical Telehealth Room - Patient Site

3.1. Description

Clinical videoconferencing rooms are used to provide clinical services over

videoconference. Clinical rooms are best located near admitting departments and close to facilities, including washrooms, change facilities, and patient reception areas.

Clinical videoconferencing rooms can be equipped with basic videoconferencing equipment and, possibly, a clinical cart or mobile unit. Clinical rooms may have a stretcher, medical devices and supplies, and videoconferencing peripherals to augment exams as necessary.

3.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

3.3. Default Patient Room Setup

3.4. Furniture

 Minimum two to four chairs (dependent on room size)

 Flat surface for writing notes or charting

 Patient stretcher or exam bed (in rooms where exams are defined as a requirement)

 Supplies to facilitate necessary exam(s)

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3.5. Equipment

 Videoconferencing equipment options:

 Mobile clinical cart

 Desktop computer or laptop compatible and capable of running software such as PACS

and any videoconferencing peripherals being used

 Landline

 Medical peripherals such as:

 Stethoscope

 ECG

 Ultrasound

 Exam camera

 Otoscope

 Electronic microscope

 Spirometer

3.6. Additional Requirements

 Network connection(s) for the videoconference unit, telephone, and computer in appropriate location(s). (Dual data drops in two locations in the room.)

 Sufficient power outlets to run a computer, videoconference unit, plus additional peripherals (if used), in appropriate location(s). (Quad outlet at each location.)

 Locations for connections and outlets dependent on requirements and design

 “Session in Progress” signage (for the outside of the door)

 Lockable room door

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4. Clinical Telehealth Room - Provider Site

4.1. Description

Clinical Telehealth rooms are used for clinicians providing services over videoconference.

Ideally, clinical Telehealth rooms are located near clinicians’ offices.

Clinical videoconferencing rooms can be equipped with basic videoconferencing equipment, either fixed in the room or on a mobile cart.

4.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

4.3. Default Clinical Setup 4.4. Furniture

 Two chairs

 Table or desk with computer

 In-room printer (as needed)

4.5. Equipment Options

 Mobile or clinical cart

 Desktop computer or laptop

 Landline

4.6. Additional Requirements

 Network connection(s) for the videoconference unit, telephone, and computer in appropriate location(s). (Dual data drops in two locations in the room.)

 Sufficient power outlets to run a computer, videoconference unit, plus additional peripherals (if used), in appropriate location(s). (Quad outlet at each location.)

 Locations for connections and outlets dependent on requirements and design

 “Session in Progress” signage (for the outside of the door)

 Lockable room door

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5. Mobile Cart Videoconferencing Room

5.1. Description

A meeting-style room with the infrastructure and space to accommodate videoconferencing via a mobile cart.

5.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

5.3. Default Meeting Room Setup 5.4. Furniture

According to room type.

5.5. Equipment

 Landline

 Mobile videoconferencing unit

5.6. Additional Requirements

 Two groups of data drops and power at either side of the room

 Easily accessible data drops and power locations

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6. Medium Meeting Room with Monitors Only

6.1. Description

A medium sized room that is between 16 and 41 square meters, with a seating capacity of 6-15. The room is equipped with dual monitors.

6.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

6.3. Medium Sized Room Setup

6.4. Furniture

 Minimum of six chairs

 Round, oval, or U-shaped table appropriate for room size

 Room may be used in lecture-style with table and chairs aligned to face the screen

 8’ x 4’ whiteboard

6.5. Equipment

 Conference phone and a landline by the door

 Monitor (42” – 50”) with inputs replicated on a wall plate below the monitor

 Floor box requirements:

 Two power outlets

 Two data drops

 Laptop audio and video

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7. Medium Videoconferencing Room

7.1. Description

A medium sized room for videoconferencing is between 16 and 41 square meters, with a seating capacity of 6-15. The room is equipped with fixed videoconferencing technology, dual monitors, one or two cameras, and ceiling microphones.

7.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

7.3. Default Conference Room Setup

7.4. Furniture

 A minimum of six chairs

 A round, oval, or U-shaped table appropriate for room size

 8’ x 4’ whiteboard

 Lockable, ventilated AV equipment cabinet located in a front corner of the room

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7.5. Equipment

 Display: Two high definition flat screen monitors, size depends on size and dimensions of the room (55” minimum). See Appendix A, Display Size Guidelines Chart.

 Videoconferencing core equipment: Codec and camera with microphones, speakers.

Codec must have two camera inputs. Second camera, if required.

 Video switching: Minimum of four inputs

 Speakers: In ceiling (8” minimum) to provide complete room audio coverage

 Microphones: In ceiling (either Shure or Audio Technia) to provide good coverage for both meeting and presentation formats

 Crestron touch panel:

 DTMF dialing

 Wired

 Rack mounted control unit in equipment cabinet

 Touch panel controls all audio and video equipment settings, plus inputs and outputs

 Touch panel screen will be colour and no smaller than 8” diagonal viewable

 Programming: Provides control of all audio, video, and switching requirements from Crestron touch panel and provides all programming codes and X Panels to PHSA Telehealth

 Standard computer connected to videoconference equipment with wireless keyboard and mouse, in addition to regular keyboard and mouse

 Network cabling to equipment rack. Four drops behind the rack:

 One drop for codec on separate VLAN

 One for room computer

 One for AV switch

 One spare

 Floor box requirements:

 Two power

 Two data

 Laptop audio and video

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8. Large Videoconference Meeting Room

8.1. Description

Most buildings will have one large conference room capable of seating 15-45 attendees.

Large meeting rooms range in size from 40 to 100 square meters. These rooms generally contain sophisticated, fixed videoconferencing equipment, including optional podiums and monitors for the presenter to see the far end of the conference.

8.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

8.3. Default Conference Room Setup

8.4. Furniture

 Minimum of 15 chairs

 Foldable moveable tables, stackable chairs with trolley to facilitate user requirements for attendees

 Podium at the front of the room on the left side of the screen (if needed)

 Lockable, ventilated AV equipment cabinet located in a front corner of the room

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 Entry at the back of the room, to avoid interrupting the speaker and other attendees

 Room must be adequately outfitted for data, power, and A/V cables approved by Telehealth

8.5. Equipment

 Display: Two high definition flat screen monitors, size depends on size and dimensions of the room (55” minimum). See Appendix A, Display Size Guidelines Chart.

 Videoconferencing core equipment: Codec and camera with microphones, speakers.

Codec must have two camera inputs. Second camera, if required.

 Video switching: Minimum of four inputs

 Speakers: In ceiling (8” minimum) to provide complete room audio coverage

 Microphones: In ceiling (either Shure or Audio Technia) to provide good coverage for both meeting and presentation formats

 Crestron touch panel:

 DTMF dialing

 Wired

 Rack mounted control unit in equipment cabinet

 Touch panel controls all audio and video equipment settings, plus inputs and outputs

 Touch panel screen will be colour and no smaller than 8” diagonal viewable

 Programming: Provides control of all audio, video, and switching requirements from Crestron touch panel and provides all programming codes and X Panels to PHSA Telehealth

 Standard computer connected to videoconference equipment with wireless keyboard and mouse, in addition to regular keyboard and mouse

 Network cabling to equipment rack. Four drops behind the rack:

 One drop for codec on separate VLAN

 One for room computer

 One for AV switch

 One spare

 Floor box requirements:

 Two power

 Two data

 Laptop audio and video

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8.6. Additional Requirements 8.6.1. Floor Boxes & Conduit

 Floor boxes and associated cabling routed, via a conduit, to side walls and into ceiling cavity. Provide sufficient floor boxes, in consultation with the authority.

 All A/V conduits to be 2” minimum diameter

 Projector should be on the health authority network

 Power: Quad power in each box. Duplex power and a data drop in ceiling at projector location. Power adequate for all A/V components is required for the floor box for the equipment cabinet.

 Data: Two data jacks per box at least one of which is activated initially. Video – A/V inputs.

 Audio: Provide for an audio output for Press Feed

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9. Computer Training Room with Videoconferencing

9.1. Description

These are rooms dedicated to computer training and are configured in classroom format:

 Front facing student desks

 Computer for each student seat

 Instructor workstation with computer in a front corner of the room

The rooms are equipped with a ceiling mounted projector and a screen with audio and video cabling routed to the instructor’s workstation.

Increasingly, computer training rooms also have videoconferencing functionality as education is now often provided via education institution videoconferencing.

9.2. General Requirements

See Telehealth Room Preparation Generic Guidelines.

9.3. Default Computer Training Room Setup

7

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9.4. Furniture

 Chairs and desks to accommodate number of students

 8’ x 4’ whiteboard

 Lockable, ventilated AV equipment cabinet located on the front wall under the screen, or as required by end users

9.5. Equipment

 Display: Two high definition flat screen monitors, size depends on size and dimensions of the room (55” minimum). See Appendix A, Display Size Guidelines Chart.

 Videoconferencing core equipment: Codec and camera with microphones, speakers.

Codec must have two camera inputs. Second camera, if required.

 Video switching: Minimum of four inputs

 Speakers: In ceiling (8” minimum) to provide complete room audio coverage

 Microphones: In ceiling (either Shure or Audio Technia) to provide good coverage for both meeting and presentation formats

 Crestron touch panel:

 DTMF dialing

 Wired

 Rack mounted control unit in equipment cabinet

 Touch panel controls all audio and video equipment settings, plus inputs and outputs

 Touch panel screen will be colour and no smaller than 8” diagonal viewable

 Programming: Provides control of all audio, video, and switching requirements from Crestron touch panel and provides all programming codes and X Panels to PHSA Telehealth

 Standard computer connected to videoconference equipment with wireless keyboard and mouse, in addition to regular keyboard and mouse

 Network cabling to equipment rack. Four drops behind the rack:

 One drop for codec on separate VLAN

 One for room computer

 One for AV switch

 One spare

 Floor box requirements:

 Two power

 Two data

 Laptop audio and video

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9.6. Additional Requirements

 Wall-based services: Wall-based services are fine for fixed education rooms as data and power can be placed along walls. If an education room could be used as either a meeting room or conference room, in-slab services would instead be required.

 AV conduit should be at least 2” in diameter

 Projector should be on the health authority network

 Power: Duplex power for each workstation

 Data: Three data drops are required for every two students, three data drops at the instructor’s desk location, and three data drops for the printer

 Video route: Projector video ports to a wall location next to the instructor’s desk. If a videoconferencing unit is provided, route the projector to the A/V equipment cabinet either in the instructor’s desk or at the front of the room.

 Audio route: Audio to a wall mounted port on the wall next to the instructor’s

workstation. If a video conferencing unit is provided, route the audio to the equipment cabinet at the front of the room or in the instructor’s desk.

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Appendix A Screen Size Guidelines Chart

The following chart can be used to calculate display size according to the viewing distance to the furthest person. Standard display height is calculated by using detail viewing ratio.

This ratio is equal to the viewing distance of the furthest person divided by the detail factor of six. For example, if the furthest person is 18 feet from the screen, the required height is 3 feet.

For different applications, the display height can be a factor of one quarter the viewing distance, for general viewing, and a factor of one eighth the viewing distance, for inspection viewing.

Intended Use Definitions

General Viewing: Intended for videoconference meetings without sharing content (i.e.

PowerPoint presentations). The calculation for screen height is the distance to the last viewer in the room divided by four.

Detail Viewing: Intended for viewing PowerPoint and Excel presentations for local or videoconference meetings. The calculation for screen height is the distance to the last viewer in the room divided by six.

Inspection Viewing: Intended for the ability to examine items such as X-rays, ultrasounds, and applications where very fine items are being viewed. The calculation for screen height is the distance to the last viewer in the room divided by eight.

Intended

Use General=8 Detail=6 Inspection=4

Factors and viewing distance in feet Dimensions ” LCD size

(inches) 8 6 4 Height Width

46 15.03 11.28 7.52 22.56 40.10

52 17.00 12.75 8.50 25.50 45.33

55 17.98 13.48 8.99 26.97 47.94

60 19.61 14.71 9.81 29.42 52.30

65 21.24 15.93 10.62 31.87 56.66

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Factors and viewing distance in feet Dimensions “ Projector

Screen

size 8 6 4 Height Width

60 19.61 14.71 9.81 29.42 52.3

80 26.15 19.61 13.07 39.22 69.73

92 30.07 22.55 15.03 45.1 80.19

100 32.68 24.51 16.34 49.03 87.16

106 34.65 25.98 17.32 51.97 92.39

110 35.95 26.96 17.98 53.93 95.88

119 38.89 29.17 19.45 58.34 103.7

133 43.47 32.60 21.73 65.2 115.9

160 52.29 39.22 26.15 78.44 139.5

215 70.27 52.70 35.14 105.41 187.4

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If you have any questions or require assistance, please contact Telehealth Support at 604.297.8777 or 1.866.966.4347. Telehealth is open Monday to Friday, from 7:30 am to 5:00 pm (PST).

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