Using MS Teams

In this section:

Patient instructions for Microsoft teams group sessions

Patient etiquette guide for Microsoft teams group sessions

 

 

Patient instructions for Microsoft teams group sessions

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Using a smartphone or tablet - Android o/s

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You will be required to download the Microsoft Teams application to your phone or tablet before

your appointment. It is recommended that you do this in good time ahead of your appointment.

Important disclaimer

To use the Microsoft Teams app you will need to enable certain security permissions as detailed in the user guide below.

In summary, you will need to allow the following security permissions on your device:

• Allow Teams to record audio
• Allow Teams to make and manage phone calls
• Allow Teams to take pictures and record video

Please do not be alarmed by this and be rest assured that your consultation will not be recorded or shared inappropriately with others in accordance with NHS policies, however, to use the Microsoft Teams app you will need to allow these features on your device.

 

Join your video appointment using a smartphone or a tablet

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*Note - screenshots are taken from a Google Pixel 4a handset running Android version 13. Your experience will differ depending on your device and operating system.

 

Step 1: Using your smartphone or tablet go to the App Store (iOS) or Google Play Store (Android)

 

 

Step 2: Search for Microsoft teams in the App Store or Google Play Store.

 

 

Step 3: Download and install Microsoft Teams to your mobile or tablet

 

 

Step 4: Go to your inbox to locate the emailing containing the details of your appointment, including the meeting link.

 

 

Step 5: When you are ready, click the meeting link to join. 

 

 

Step 6: You may receive a prompt to Allow Teams to make and manage phone calls. Please make sure that you Click the Allow option

 

 

 

Step 7: Click where it says Enter name on screen.

 

 

Step 8: Please use the keyboard to enter your full name. This is a requirement as it will help our clinicians easily identify you.

 

 

 

Step 9: At this stage, please ensure that your microphone and camera are switched on. Click the video feed icon and give your device the required permission in MS Teams as shown below.

 

 

 

Step 10: Then, Click to switch on your microphone and as before, make sure that you give your device the required permission as shown below.

 

 

 

Step 11: Click the Speaker icon to check audio playback settings. Your choices will vary depending on your setup so please make sure that you select the right option (e.g. wireless headphones might display differently here)

 

 

 

Step 12: When you are ready, click the Join now option.

 

 

 

Step 13: You will enter the meeting lobby and be greeted with this screen until your consultation begins.

 

 

 

Step 14: Once the consultation starts, you will be admitted into the meeting and have access to the in-meeting controls (*Note: these options may disappear from view after several minutes and you will need to click the screen to see them once more) Starting at the top of the screen, from left to right, firstly, you can click to change the view:

 

 

Secondly, click to access the chat:

 

 

Thirdly, click people to see information about meeting participants (e.g. their name)

 

 

 

Step 15: In-meeting controls continued - located towards the bottom part of your view, from left to right, firstly, you can Click to switch on your camera or microphone:

 

 

Secondly, Click to change the audio output settings:

 

 

Thirdly, click the three-dot option:

 

 

From here, you can access the following:

• Emojis
• Chat
• People
• Share (Click to share photo, video, or screen)
• Views
• Live captions (choose to start live captions)
• Don't show chat bubbles
• Put me on hold
• Turn off incoming video
• Dial pad

 

 

Step 16: When you are ready to leave your consultation, Click the leave button

 

 

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Patient etiquette guide for Microsoft teams group sessions

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When participating in a Microsoft Teams meeting as a patient, it's essential to follow proper etiquette to ensure effective communication and a positive experience for everyone involved. Here are some etiquette guidelines to consider:

• Be punctual: Join the meeting on time. If you anticipate being late, inform the organizer or your healthcare provider in advance.
• Check your technology: Ensure your microphone, camera, and internet connection are working properly before the meeting starts. Test them beforehand if necessary.
• Find a quiet, private space: Minimise background noise and distractions to maintain confidentiality and focus during the consultation.
• Dress appropriately: While you might be joining the consultation from the comfort of your home, it's still important to dress as you would for an in-person appointment out of respect for the healthcare provider and any other participants.
• Respect others' time: Avoid interrupting others while they are speaking. Allow everyone a chance to share their thoughts and concerns.
• Use appropriate language and tone: Be courteous and professional in your interactions with others. Avoid using offensive language or engaging in disrespectful behaviour.
• Listen actively: Pay attention to what others are saying and respond thoughtfully. If you have questions or need clarification, wait for an appropriate time to ask.
• Mute when not speaking: If you're not actively participating in the conversation, mute your microphone to prevent background noise from disrupting the meeting.
• Follow the agenda: If there is an agenda for the meeting, stick to it to ensure that important topics are covered within the allotted time.
• Respect privacy and confidentiality: Avoid discussing sensitive personal information in a public setting. If out and about, try and use headphones.
• Be patient and understanding: Technical issues or other unforeseen circumstances may arise during the meeting. Stay calm and patient while they are being resolved.
• Provide feedback: After the meeting, if you have any feedback or suggestions for improvement, be sure to share your thoughts with us - typically you can email us using the same email address from which the confirmation of appointment details were sent to you.

 

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