Participate in a virtual group as a patient

A virtual group is a telehealth activity. It is a video meeting between a group of patients and a healthcare professional. This video meeting:

• Takes place at home;
• Allows participants to see and hear each other;
• Uses Microsoft Teams app;
• Can be done with a computer, tablet or smartphone.

What are the advantages of a virtual group?

Your appointments take place at home, which saves you time, energy and money. In addition, a virtual group is:

• free;
• safe;
• easy to use.

Who is it for?

Can I be accompanied by someone during a virtual group?

Your healthcare provider will tell you if the group is open to a friend or relative. In some cases, only invited patients can participate.

According to the law*, you have the right to accept or refuse an intervention by a health professional. This means you also have the right to:

• be informed about available services, such as telehealth;
• participate in decisions concerning you, such as choosing group meeting in person or remotely;
• change your mind if you prefer to no longer participate in the virtual group.

You are not obliged to accept a virtual group session. Do not hesitate to ask questions and discuss it with your health professional!

What am I consenting to?

I agree to participate in an online communication with other participants that involves an exchange of personal information using the Microsoft Teams app. I am aware that other participants will hear and see information about me. I undertake to respect the confidentiality of exchanges. Furthermore, although Teams is an application approved and deemed secure by the department, I understand that there is a very low risk of information leakage.

The meeting will not be recorded. No participant is permitted to record images or sound during the meeting.

The login link is essential for participating in a virtual group. This link was sent to you by email or you obtained it by other means. In addition to the login link, you should normally receive:

• the name or topic of the group;
• the date and time of the session;
• the name of the healthcare professional responsible for the meeting;
• how to notify someone if you will be absent;
• how to identify yourself when connecting to Teams (not always specified).

If you are missing the link or any of this information, contact your healthcare professional or clinic.

Download the Microsoft Teams app?

The virtual group will take place using the Microsoft Teams app.

Equipment testing means checking that sound, video and your Internet connection are working properly.

If you are unsure whether your computer or mobile device is ready for a virtual group, click on this button:

If you get a “failed” message, you can contact a technician to solve the problem.

Final preparation before starting your meeting:

Organize your environment

Choose the location for your virtual group session. Your home is often a better choice than a public place. This ensures privacy and avoids the security risks associated with public Internet connections.

Have everything ready

Make sure you have the same documents and information on hand as for an inperson group session:

• Your means of identification (often specified in the invitation);
• Your telephone (so your professional can reach you if a problem arises);
• Documents useful for this group session (if needed).

Here’s how things should go when it’s time for your virtual group.

Log in to the meeting

About ten minutes before the agreed time, log in to the meeting by clicking on the Teams link provided in the invitation.

Click “Continue on this browser”.

You will be asked to authorize the use of your microphone and camera. Click “Allow”.

The next window allows you to activate audio and video and identify yourself.

1. Make sure the camera and microphone icons are activated;
2. Identify yourself according to the instructions provided (full name, pseudonym, child’s name, or other) in the “Type your name” field;
3. Click the “Join now” button when you are ready to start the meeting.

If an accompanying person logs in to the meeting using their device, they will have to follow the same steps and enter their own name.

Waiting before the meeting

You may have to wait a few minutes before the meeting starts. When your professional is ready, they will admit you to the meeting.

If you are not admitted within 30 minutes, you will be automatically logged out of Teams. If this happens, log in again using the link provided.

Here’s how things should go when it’s time for your group session.

Log in to the meeting

About ten minutes before the agreed time, log in to the meeting using the Teams link provided in the invitation.

Choose “Join without signing in” to join the meeting as a guest.

Select “While using the app” when prompted to allow audio use.

When prompted to allow call management, select “Allow”.

The next window allows you to activate audio and video and identify yourself.

1. Make sure the camera and microphone icons are activated;
2. Identify yourself according to the instructions provided (full name, pseudonym, child’s name, or other) in the “Enter name” field;
3. Click “join now” when you are ready to start the meeting.

If an accompanying person logs in to the meeting on their device, they will have to follow the same steps and enter their own name.

Waiting before the meeting

You may have to wait a few minutes before the meeting starts. When your professional is ready, they will admit you to the meeting.

If you are not admitted within 30 minutes, you will be automatically logged out of Teams. If this happens, log in again using the link provided.

At the beginning of the meeting, your professional will want to make sure that you are the right person. This is a standard security measure. If someone else is with you, let your professional know and introduce them.

Your professional may give you instructions to help protect participants’ privacy. For example, blurring the background or wearing headphones.

During the meeting, stay visible to the camera. The professional will tell you whether you should keep your microphone on or off.

Microsoft Teams

Here’s an overview of the buttons you can use during a video group session with Teams:

Legend (those in bold are the most important):

1. Chat: messaging tool
2. People: number and names of participants
3. Raise: indicate that you wish to speak
4. React: send a reaction emoji
5. View: change the on-screen display
6. More: settings and other options
7. Camera: activate/deactivate camera
8. Mic: activate/deactivate microphone
9. Share: share your screen
10. Leave: leave the meeting

If there is a technical issue

Sometimes the connection is interrupted during a meeting. If this happens, log in again using the link provided in the invite.

Sometimes, technical problems can disrupt the group session, such as:

• difficulty hearing;
• difficulty activating the microphone or camera;
• a frozen screen.

If it’s the case, please inform your professional in order to find a solution.

If you continue to have significant technical issues, your professional may try to reach you by phone.

End the session

When the group session is over, click the red “Leave” button and close the Teams app.