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Standard Work: Sunny Hill Video Observation for Families Document Owner(s): Program Manager, CDBC, Program Manager, BCAAN, Program Manager, NMPDepartment: CDBC, BCAAN, NMP

Created: October 17, 2019Last Revised: July 16, 2020

Date Approved: July 16, 2020

Performed By: Clinicians, Reception, Therapy Aide Other Roles Involved: Volunteers, IMITS

Process Summary: The steps to provide families access to the Video Observation rooms to observe their children’s appointments. Process is applicable to all Sunny Hill outpatient programs, including BC Autism Assessment Network (BCAAN), Complex Development & Behavioural Conditions (CDBC), and Neuromotor (NMP).

Objective: To allow families safe and private access to observe their children’s outpatient appointments over video feed.

# Major Steps Details/Pictures/Visuals Rationale, Quality or Safety Considerations Resources

1 Computers & monitors turned on at beginning of day

At the beginning of the day, the 7:30am reception shift will set up all computers and monitors in observation rooms 1H49 and 1J60.

Refer to Appendix A: Observation Camera Process (p.4)

2 During the appointment, clinician identifies if the family would like to observe

Clinician asks the family if they would like to observe the appointment via video feed. If the family would like to observe, they are escorted or directed to reception to gain the login credentials.If the family does not want to observe, the clinician directs the family to the family lounge (1J72).

3 Reception provides family with access information

At reception (1J04), family requests login credentials for the appropriate appointment room. Reception provides the family with login credentials (i.e. a physical copy of the web address and password).

Unique passwords in place to protect the privacy of children and families

Refer to Standard Work: Sunny Hill Video Observation – Password Management

4 Family goes to an Observation Room

Reception or volunteers guide family to the appropriate observation room. CDBC/BCAAN video observation occurs in 1H49, NMP video observation occurs in 1J60. The family enters the room and chooses a computer.

5 Family sets up computer

a) If monitor is not already on, family turns on computer monitor.

b) A webpage automatically displays when the computer starts. If the webpage does not automatically display,

Refer to Appendix A: Observation Camera Process

C-05-16-60764 Published Date: 08-Aug-2020Page 1 of 6 Review Date: 08-Aug-2023

This is a controlled document for BCCH& BCW internal use. Refer to online version. Print copy may not be current. See Disclaimer at the end of the document.

family clicks on the icon “Cameras” and the webpage will display.

c) Family selects appropriate room from webpage and waits for sign-in screen.

d) Family enters login credentials (username and password) gained in step 3.

If technical difficulties, the family contacts reception who will identify a designated local contact for support.

(p.4)

6 Family observes the assessment

To listen to video audio: Family may use personal headphones, or Family may use Sunny Hill-provided disposable

headphones.

Use of headphones encouraged to maintain privacy and confidentiality if there are other families present.

7 Assessment ends

At the end of the assessment, family closes the video feed and gathers belongings.

Family places the used physical copy of login credentials into the wall-mounted slot box, near the entrance of the observation room. Alternately, families give the used physical copies of login credentials to reception upon exit from the building.

Instructed to close the video feed to protect the privacy of children and families.

8 Family leaves observation room

Family leaves the observation room and goes to either child play area (1J70) or the family lounge (1J72) to meet the clinician and child.

9 Post-observation clean-up

After the assessment has ended, a volunteer or Therapy Aide enters the observation room to:

Confirm that the viewing session was closed Safely dispose of used disposable headphones, if they were

left in the room.

Disposable headphones protect against the spread of bacteria and infection between users.


10 Computers & monitors turned off at end of day

At the end of the day, Therapy Aide turns off all computers and monitors in observation rooms 1H49 and 1J60.


Related Documents:



Standard Process: Sunny Hill Video Observation Password Management Standard Process: Sunny Hill Video Observation for Staff/Students

Version HistoryDATE DOCUMENT NUMBER and TITLE ACTION TAKEN16-Jul-2020 C-05-16-60764 Standard Work: Sunny Hill Video Observation for

FamiliesApproved at: Sunny Hill Quality of Care Committee

DISCLAIMERThis document is intended for use within BC Children’s and BC Women’s Hospitals only. Any other use or reliance is at your sole risk. The content does not constitute and is not in substitution of professional medical advice. Provincial Health Services Authority (PHSA) assumes no liability arising from use or reliance on this document. This document is protected by copyright and may only be reprinted in whole or in part with the prior written approval of PHSA.



Appendix A: Observation Camera Process Refer to Method 1 if you signing in from a network computer outside of the designated observation

rooms Refer to Method 2 if you are signing in from a computer within the designated observation rooms

Method 1 For Clinicians at Sunny Hill, not using the designated observation rooms (i.e. using their own computer). Note: You MUST be hardwire connected to the network. Clinical Cameras will not work on WiFi.

1. Open the CHROME browser using the icon below. This can be found under your windows start bar or by typing “chrome” using the magnifying glass search.

Note: Use Google Chrome only as the clinical cameras are not fully compatible with Internet Explorer.

2. In the browser address bar, enter the camera name provided to you Example: SHRoom38

3. In the pop-up window, enter the following:a. Username: [Here, please enter the username that was given to you]b. Password: [Here, please enter the password that was given to you]

4. If asked to save the password, click “Never”5. Plug in your headphones to the audio jack, or ensure you are in a private area where others cannot

hear.



6. Click on the “play” icon to begin

7. When finished with your session, close the browser to log-out of your camera session.

Method 2 For clients or patient family use from designated Observation Rooms 1H49 and 1J60.

1. If the clinical camera launch page is not already open, click on the desktop icon called “Observation Cameras”

2. Click on the provided room number to open the Camera Launch page

3. In the pop-up window, enter the following:a. Username: [Here, please enter the username that was given to you]b. Password: [Here, please enter the password that was given to you]



4. Plug in your headphones to the audio jack.

5. Click on the “play” icon to begin

6. When complete, close the browser window.

At the end of every viewing session: Check to make sure the browser window has been closed Open a new browser window so it is easier for the viewer to launch the camera

At the end of the day: Turn off each computer (this is important because screen saver mode has been turned off)

At the start of each day: Turn on all computers and check to make sure the launch page automatically loads Check to make sure you can navigate to one camera

