GoToMeeting Procedure

What it is:GoToMeeting is the conference call software we use to allow SRMC faculty to tune into our Best Practice and Journal Club meeting (every Wednesday meeting should have GoToMeeting set up).

Procedure:

  • Make sure you are logged in on the computer (this distinction is important later on).
  • Allow the speaker to pull up their PowerPoint before you continue (it’ll be easier that way). Meanwhile, you should be setting up the camera by plugging it into power and plugging it into the USB port on the computer. Make sure you press the button with the green telephone receiver on it to turn on the camera.
  • Launch an internet browser and navigate to GoToMeeting.com
  • At the top right, select “Sign In” and enter the username: and the password: Hospitalist2016
  • In the center of the screen, you will see the Best Practice meeting (along with any other meetings you have created). Select “Start”
  • It will take a moment to download. If any prompts come up, select “run” or “download meeting”, depending on what is needed. If you have logged in on the computer (and had done so before), you won’t have to wait as long for the meeting to start.
  • When the meeting launches, you will have a toolbar on the right. Make sure all three icons at the top are green (you will probably have to click on the two on the right to activate them.) The one on the left is the microphone and should activate automatically. The center icon is the Screen Sharing icon, which allows attendees to see what you are doing on your screen (which is why I make sure the presenter pulls up their presentation before I activate the meeting). The one on the right is the video camera.
  • The audio source is shown below the icons. The options are “Computer audio” or “Phone call”. Make sure you have “Computer Audio” selected.
  • Make sure your speaker does not have any protected health information in their PowerPoint; otherwise, we will not be able to record or broadcast to SRMC – they will have to use the conference room phone to join the meeting.
  • If the speaker is comfortable with it, instruct them to click on the “record this meeting” in blue toward the bottom of the GoToMeeting dashboard. This will activate the recording. Then, the speaker should minimize the dashboard by clicking the two arrows that are facing each other. Do not press the X because it’ll end the meeting.
  • Before leaving the speaker, instruct them to leave the meeting alone when they are finished so you can capture the recording.

Ending the meeting

  • At the end of the meeting, press Esc to exit out of full screen if they have gone into that view for their PowerPoint. Restore the dashboard and end the meeting by clicking on the recording icon at the bottom of the dashboard. Then, close the PowerPoint and end the meeting (by pressing the X). It’ll ask if you are sure you want to close the meeting. Select yes.
  • A window will automatically pop up, encouraging you to convert the recording to an MP4 file. Go ahead and allow it to convert while you clean up and put away your equipment (camera).
  • When it is done (it may take several minutes) the file will be saved to the computer. Open a file (using the computer’s start menu) and navigate to the “Documents” tab on the left hand side (under “Libraries”). The recording should have been saved there as an MP4. Click and drag that file to your H drive so that you can access the file from your computer. If you were unable to log into the computer, you will need to put the recording on a flash drive.
  • Log off and you’re done!