Videoconferencing - Frequently Asked Questions

How do I schedule a videoconference?

To obtain information on videoconferencing at UC Davis Health System, please contact (916) 734-5675 and ask for the videoconference coordinator.

How much notice is required when requesting a videoconference?

It is important to contact our videoconference coordinator, as soon as possible, since the remote site will need a site certification.

What does ‘site certification’ mean?

Site certification is a process whereby we certify each remote site by connecting their equipment to our equipment. This process is completed initially for each site when connecting to UC Davis Health System. Certification needs to be completed a minimum of two weeks prior to the videoconference date. For sites that have already been certified, it is still important to establish a test connection at least 48 hours prior to the start of the event.

What information will I need to provide?

The videoconference coordinator will need the name of the technical contact at the remote site(s) as well as that person’s telephone number and/or email address. In the case where there is not a technical contact our videoconference coordinator will want the contact information of the person who is responsible for the telemedicine equipment. Upon contact, our site certification form will need to be completed and returned.

Why is it necessary to conduct another test with sites that have already been certified?

Videoconferencing is a technology that is rapidly and constantly evolving. Sometimes, even a minor change, such as a software update, can effect connectivity between the two sites. Also, many sites, including UC Davis Health System, are continually replacing and adding equipment. It is imperative to test at least 48 hours prior to a videoconference to ensure we can still connect. This allows time for troubleshooting.

What do I need to do on the day of the videoconference?

Our videoconference coordinator will set up the videoconferencing equipment and establish a connection with the remote site(s) one half hour prior to the start time of the videoconference. We request that the person responsible for the equipment, as well as the person organizing the videoconference be present at that time. This ensures the equipment, as well as the overall room set up is optimal for the groups needs.

How much will it cost to schedule a videoconference?

It varies based on the videoconference. Please contact our videoconferencing coordinator who can provide you with a proposal.

What conference rooms with videoconferencing capabilities are available here at the Health System?

The most frequently used locations include:

Tower DCR
ACC Building, Room 3015B
Cancer Center Breakout Room/Auditorium
ACC Building, Room 3030C
Sherman Building, Room 3950
PSSB, Room G300
Sherman Building, Room 3105

If these locations do not work for your videoconference, please contact our videoconference coordinator who can assist you.

What if I am hosting a lecture with a substantial audience that I would like to videoconference?

There are several locations that allow for this type of videoconference, including the PSSB Auditorium and the Cancer Center Auditorium. Under these circumstances, it will be imperative for you to work closely with the videoconference coordinator to ensure they have a complete understanding of your videoconference needs.

How many sites can be included in a videoconference call?

Typically, most connections are between two sites (a point-to-point call). However, many of the units are capable of connecting 4 sites simultaneously. If your videoconference is larger, the videoconference coordinator will discuss the option of using our Multipoint Conferencing Unit (MCU or bridge) to accommodate all the sites. However, please keep in mind that videoconferences requiring multiple connections take more time to organize and are more expensive.

What is the difference between IP and ISDN video calls?

Internet Protocol (IP) and Integrated Services Digital Network (ISDN) both refer to a method of connection. IP uses an existing Internet connection or dedicated connections that have a flat rate service fee so there are no usage charges. ISDN, on the other hand, is a digital telephone service with usage charges similar to that of a traditional telephone service. Remote sites that connect using ISDN are to initiate the connection. In the event that an outbound call has to be made to the remote site, a standard ISDN usage rate will be billed to the customer.

If I am going to connect using an IP-based connection, how much bandwidth do I need?

Most videoconference calls at the Health System are established at 384k, which means that a high-speed broadband connection will be necessary.

Should I be worried about security?

Depending upon the nature of the meeting, security and HIPAA compliance may be a valid concern. Please let the videoconference coordinator know in advance, if your meeting will contain sensitive information and they will ensure that there is an appropriate level of security.