SOM Webex Service Ending Spring 2024
Table of Contents
Benefits of this Change
This change will provide multiple benefits for the school, including:
- Streamlined use of similar technologies within the school
- Reduced need to learn multiple platforms
- Less confusion with 大象传媒 Health tools and lowered risk of clinical data in School of Medicine tools
- Improved support for existing platforms
- Software and support cost savings
Actions Required
SOM Webex users with meetings scheduled May 17鈥痮r beyond should reschedule those in Zoom or Microsoft Teams. Users should also download any SOM Webex cloud recordings they want to keep prior to May 17. Please see below for more information regarding these important steps.
For users who need to store or share downloaded recordings with Protected Health Information (PHI), please see Platforms Approved for Sharing PHI on our Video Conferencing Guidelines page. Please also refer to for more information.
大象传媒 Health employees should follow 大象传媒 Health guidelines. All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health. Please contact 大象传媒 Health Information Services Division (ISD) at for technical assistance.
Rescheduling SOM Webex Meetings
SOM Webex users with meetings scheduled鈥疢ay 17鈥痮r beyond should reschedule those meetings in Zoom or Microsoft Teams.
Information for scheduling meetings in Zoom and Microsoft Teams can be found at the following:
If you have questions or need support with this process, please visit our Video Conferencing website and click the Request Help button.
Downloading SOM Webex Recordings
SOM Webex users should download any cloud recordings they want to keep prior to May 17.
To download recordings, with your Onyen email (Onyen@ad.unc.edu) and password, click Recordings in the left-side menu, then click the download icon to the right of your recording title.
You can download multiple or all recordings, by clicking the checkbox to the left of each title, then selecting the Download button that appears at the top of the page.
Important! Please note the following for downloading SOM Webex recordings:
- Recordings with PHI must be downloaded to a School of Medicine managed computer that meets the .
- It is recommended that downloaded recordings with PHI be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.
- Downloaded recordings with no PHI can be uploaded to鈥�Panopto for streaming. Panopto cannot store or stream recordings with PHI, even with patient authorization.
If you have questions or need support with this process, please visit our Video Conferencing website and click the Request Help button.
大象传媒 Health Webex Information
大象传媒 Health affiliates have access to 大象传媒 Health Webex. Please note this change does not affect users of 大象传媒 Health Webex or SOM users who regularly join 大象传媒 Health Webex meetings.
- SOM affiliates do not need a 大象传媒 Health Webex account to join meetings created by 大象传媒 Health Webex owners. You can join those meetings by clicking the meeting link they provide.
- 大象传媒 Health affiliates can request a 大象传媒 Health Webex account through , or by calling the 大象传媒 Health Service Desk at 984-974-4357.
- Please contact 大象传媒 Health Information Services Division (ISD) at for technical assistance.
- 大象传媒 Health employees should follow 大象传媒 Health guidelines. All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health.
SOM Video Conferencing Options
Zoom and Microsoft 365 Teams video conferencing services are available to all School of Medicine users.聽SOM affiliates requesting a Zoom account are automatically placed into a HIPAA-enabled account. Teams and Zoom HIPAA-enabled accounts are approved by 大象传媒 for use with Protected Health Information (PHI). Please refer to for more information.
If you are unsure if your use is authorized, please visit the website and click the Need more information? button for assistance and guidance.
Zoom
大象传媒 Onyen owners can access their account by logging in with their Onyen and password.
Please note that SOM affiliates will be placed in a HIPAA-enabled Zoom account by default.聽If you have a valid business reason for switching to the main campus account and your job does not involve handling PHI, you can submit a request to the main campus Zoom team for review at .
If you are not sure which account type you have, you can check your page. If the Account Name is HIPAA, you are in the HIPAA-enabled account. If the Account Name is University of North Carolina Chapel Hill, you are in the main campus group.
Download the Zoom App
You can download the Zoom app onto a 大象传媒-managed device from Software Center on your PC. You can also download the app from the homepage by clicking Download Client at the bottom of the page.
Once the app is installed, sign into your 大象传媒 Zoom account using the SSO sign in method. Do not sign in with an email address. Please refer to our 大象传媒 Zoom Sign In guide for more information.
Zoom Plugin for Outlook
The Zoom plugin for Microsoft Outlook allows you to schedule meetings in Microsoft Outlook. You can also start Zoom meetings from Outlook. Please see the Zoom Support and pages for more information.
Recommended Zoom Settings
Please review the Security Recommendations section on our SOM Zoom Support page for recommended security settings.
Please also review your 大象传媒 Zoom settings on your page. We recommend that you update the default Zoom account settings to the following:
- Security
- Toggle OFF 鈥淲aiting Room鈥�
- Toggle ON 鈥淩equire a passcode when scheduling new meetings鈥�
- Toggle ON 鈥淩equire passcode for instant meetings鈥�
- Toggle ON 鈥淩equire passcode for Personal Meeting ID (PMI)鈥� (optional)
- Schedule Meeting
- Toggle ON 鈥淎llow participants to join before host鈥�
- Specific time setting is optional
- Toggle ON 鈥淎llow participants to join before host鈥�
- In-meeting (Basic)
- Toggle ON 鈥淐o-Hosts鈥�
- Toggle ON 鈥淢eeting Polls/Quizzes鈥�
- Screen sharing 鈥� Who can share? > All Participants
- Toggle ON 鈥淣on-verbal feedback鈥� (optional)
Microsoft Teams
Microsoft Teams is part of the Microsoft Office 365 shared files and collaboration tools offered by 大象传媒. Information about Teams can be found on 大象传媒鈥檚 page. Please refer to for more information.
Which Platform is Best for Me?
The following is intended as a starting guide for helping determine which system may be best for your use case. Please refer to for detailed information on each system.
Please also be aware:
- Individuals are responsible for ensuring they are in compliance with all University and other regulatory guidelines when handling Protected Health Information (PHI).
- Use of elements (e.g., SSN, PHI, PCI) require additional reviews beyond a risk assessment of the system used.
- If you are unsure if your use is authorized, please visit the website and click the Need more information? button for assistance and guidance.
- 大象传媒 Health employees should follow 大象传媒 Health guidelines. All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health. Please contact 大象传媒 Health Information Services Division (ISD) at for technical assistance.
| Zoom (HIPAA-Enabled) | Zoom (Main) | Microsoft Teams | Notes | |
|---|---|---|---|---|
| Education | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in an educational setting |
| Major Events | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in a major event and should work with the communications team to ensure policy alignment |
| Business Collaboration | Yes | If Tier 3 data is not in scope | Yes | Special consideration should be made for meetings involving disciplinary actions and other sensitive topics |
| Professional Development / Grand Rounds | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in a professional development setting |
| M&Ms | Yes | No | Yes | |
| Research | If clinical care is not in scope | If clinical care and Tier 3 data are not in scope | If clinical care is not in scope | |
| Clinical Care | No | No | No | All clinical care should be under the guidance of 大象传媒 Health |
Questions and Support
For questions or support, please go to the Video Conferencing homepage and click the Request Help button. You can also find helpful how-to information on the and pages.