TELEMEDICINE OPERATING PROCEDURES AT SGPGIMS


This Standard Operating Procedure is designed to help clinicians, teachers and students to use telemedicine technology effectively to facilitate the telemedicine applications.

If you are new to telemedicine, this guide will provide the background you need to get started.Effective use of telemedicine technology for interactive learning requires practice and planning as well as attention to a few important instructional strategies

   The following list should remind you of strategies to consider when designing two-way video instruction.

  • Learn the telemedicine system (Video Conferencing, Data Sharing through Telemedicine Software). Feel comfortable with the videoconferencing system and take your time to experiment and practice with the videoconferencing system.
  • Looking directly into the conference camera and maintain eye contact during the conference.
  • Show interest in all participants rather than concentrating only participants. Try to bring participants into interaction by askin a question.
  • Move and gesture slowly and smoothly. If conference is operating at low bandwidth then avoid rapid movements. More movement degrades more video quality.
  • Maintain appropriate on-camera positioning.
  • Maintain enthusiasm towards the technology and the subject matter.
  • Speak in a strong, clear voice & Use good quality audio-visual aids that are suitable for transmission.


  • Register Records in the daily Log Book
  • Regular Trial session to be held with all telemedicine partners
  • Check working of all communication modes available with you on daily basis.
  • You must have contact numbers, email address of all telemedicine centers so that in case of emergency you can give a message/call.
  • Schedule Session in advance after the confirmation from doctors of both end.
  • Monthly Schedules with all your telemedicine activities to be floated in the telemedicine website/ Notice board/ all telemedicine center with whom you are supposed to contact.
  • Data transfer from telemedicine software is to be done in regular manner.
  • Immediately inform technical people when you find anything wrong in the Telemedicine network and also inform to the participating doctors about the cancellation of schedule.
  • In case of emergency tele-consultancy, Immediately export the data from telemedicine Software in a form of Powerpoint or HTML format and take it to the doctorís seat.
  • One day before please remind doctors regarding the conference/session.
  • Find out who handles technical problems and how to contact him/her if in-house technical person is not available with you. You must have contact number and local Service centerís address of all equipments.
  • Rebooting the system or redialing may resolve connection problems.
  • If you have never connected with your remote site (or if either site has new equipment), plan a "test call" a week or so ahead of time.
  • If the audio which you are receiving is too loud. Adjust the sound on your remote control device.


  • Before fixing the session check whether Digital Lecture Theater/ Board Room is available for that session or not.
  • Talk to doctors at our sides whether their schedule permits to attend the session or not.
  • Identify target audience (Doctors, Medical Practitioners, Health workers, Health administrators) and inform them in advance.
  • Ensure proper distribution of Circular /posters to respective doctors.
  • Arrangement of all Conference Equipments like.
    • Projector with backup projector.
    • Computer
    • Presentation Pointer
    • Video Conference Equipment
    • LCD or Plasma Screen
    • Projection Screen
  • Check whether AC, Lighting System and Connectivity cables are working or not.
  • Name and Contact No. of Technical Person at Remote end.
  • Type of Video Conferencing like it is Single point to point or Multipoint.
  • Plan for storing and archiving Conference data, if needed.
  • The volume of the received audio is to set in advance. The local audio sent to the remote party should be tested prior the conference to avoid delay in transmission.
  • Identify Mode of communication with technical detail in advance for the conference.
  • If you are using ISDN Line then check whether all lines are ok or not. Checking of ISDN line can be done either by connecting ISDN phone to ISDN Line or Just by Dialing any number from Video-conferencing kit in analog mode.
  • In most of the Video Conferencing Equipments Sequence of ISDN line plays an important role. Please check the ISDN Sequence number inside the Software.
  • If it is in fiber optic or Satellite communication then set IP address of both side must be of same pool. Check the connectivity by pinging remote computer.
  • Two or three trial testing in real conference environment must be done in advance to sort out all technical problems.
  • Please check the Batteries of all the equipments used in video conferencing like hand mike, presentation pointer, Remote of LCD Screen and Video Conferencing Kit. Rotate camera with zoom in and zoom out feature to check whether battery is in working mode or not.
  • Data Transfer during the session is one of the important part in Telemedicine. Check whether scanner or other medical equipment is in working mode or not
  • Check data transfer by sending/ receiving 4-5 dummy patients to remote location both from Telemedicine software and with netmeeting (Feature of Windows XP/2000).
  • Add Conference ISDN/ IP Number in the address book of the Conference Kit.


  • Planning of Multi-site / Multi-conference telemedicine sessions are more complex. You have to manage more than one sites and more people of different locations.
  • For multi-site telemedicine conference, make sure dates and times are set well in advance. Make sure that you have the contact number of each of the participants.
  • Use your mobile phone and stay connected throughout the event. That way you can monitor what is going on and make strategic changes to camera position, lighting, and so on without interrupting the flow of the event.
  • Plan a practice session with all sites a few days before the conference. You might pre-sets camera ahead of time and save them for the event. Make sure all sites call in at least 10minutes in advance of the program. Have a back-up technology such as ISDN line if technology fails.
  • The simplest, most significant way to improve multipoint videoconferences is to make sure everyone mutes their end until they are invited to speak. This greatly reduces noise.
  • Set the ground rules prior to the conference.
  • Each site facilitator should preset a few camera settings (group, speaker's podium, etc.).


  • Turn on Video Conferencing Equipment Room. The main power switch is at the bottom front of the unit or at the back side of the equipment.
  • Switch on LCD Screen and set video proper mode like S-Video, AV/DV, RGB etc.
  • The Control Screen and the Remote Video, when on a call, will be shown on the screen in Picture in Picture format.
  • If Two LCD Screen is attached to equipment make sure after the call, Local video is on one screen and remote party sees, will be on the other LCD screen.
  • Name and Contact No. of Technical Person must be with you at the time of conferencing.
  • You must know the mode of communication with all technical detail in advance.
  • Establish your connection 5-15 minutes prior to the meeting time. Most technical problems involve establishing a connection, so this up-front time will allow you to work out connection issues without wasting the time of videoconferencing participants.
  • To receive a call originated by the remote party, do nothing. The connection will be automatically established and you will see the remote party on the control screen.
  • If the audio which you are receiving is too loud. Adjust the sound on your remote control device
  • To terminate call just press END CALL.


  • Register Conference Detail along with technical quality and duration in the daily log book. Never forget to mention number of participants. Log book must be signed by participant for the authenticity of the conference and for audit purpose.
  • Archive video, Photographs, presentation of sessions for future reference if applicable
  • Approval for video and slides from Clinical grand rounds/ Conference presentation to be posted to the e-Seminar web site if applicable.
  • Check whether all equipments are there or not. Place the equipment back in the Store/ Almirah
  • Switch off the Projector with proper way. Most of the projectors needs proper shut down and takes 5 minutes of time before the actual shutdown takes place.

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