Manage Settings: Account Options for Admins

Support Center > Tips and Settings

Published 10/16/2019 at 2:44am UTC

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Details

The system allows for a number options to be configured at the organization level (applies to all users) and at the individual user level. If enabled by admins, some settings at the organization level can also allow for exceptions at the user level. 

  

The support article below goes over the Options available for Admins to edit at the organization level. To access the settings listed below, an admin can click on the profile icon in the upper right hand corner and select "Account Options".

Some Options can be set to allow individual users to override the organization default.

 

If there is a default value for a given setting, it appears in the upper right hand corner of the setting panel.

  • Admins will see the system's Default Value. 
  • Non-admins will see the system's Default Value, unless this setting has been overridden by an admin. Then non-admins will see the value entered by the admin. 

 

All changes save automatically.

 

Account Options in profile menu

 

 

Answer

 

Click on any category name on the Options page to expand the options available in that category. 

 

Set Up

Restrict Site Access to IP Range(s)

If your site uses a Custom Subdomain (e.g., yoursite.securevideo.com), and you wish to limit the access to your subdomain to certain IP address ranges, enter those ranges here. The required format is IP version 4 CIDR notation (see Wikipedia article on CIDR), with multiple ranges separated by commas. IP v6 is not supported. For example, if you would like to allow access only from the two public class C address blocks that you own, which are 1.1.1.x and 2.2.2.x, you would enter: 1.1.1.0/24, 2.2.2.0/24. WARNING: changing this may immediately cause you to lose access to the system.

  • Default Value: No Value (allow all IP addresses)
  • Account Setting: Enter whitelisted IP address range(s) into this field. Changes will be saved automatically and take effect IMMEDIATELY, so do not make changes to this setting unless you are accessing it from within the address range you will add. (If an admin accidentally locks themselves out of the system, they can email [email protected] to request restrictions be removed. Such a request must be sent from an email address associated with an admin account.)
  • Can Users Override?: No (admin only setting)

 

Minimum Password Length

Enter the minimum number of characters for your users' passwords. The more characters, the more secure the password. Any change to the Minimim Password Length will affect only those users changing their password after the change is made.

  • Default Value: 8 characters
  • Account Setting: Enter the new number of minimum characters a user's password must be. The new value must be greater than 8, and will take effect for all new passwords. Any already existing passwords with fewer characters will still be allowed, but if the user resets/changes their password, the requirement will take effect then.
  • Can Users Override?: No (admin only setting)

 

Expire Passwords After Days

The number of days a user can have a password before it must be replaced at next login. To not expire your users' passwords, enter 0 here. If you do expire your users' passwords, users will also be prohibited from selecting any previously used password.

  • Default Value: 0 (Passwords do not expire)
  • Account Setting: Enter a number >0 to require users to change their passwords after X days.
  • Can Users Override?: No (admin only setting)

 

Enable Provider Listings

Providers can create a listing in our online clinician directory. Current and prospective clients will be able to see a photo, specialties and practice description, and can send a message to reach out to the Provider--without the need to publicly divulge the Provider's e-mail address.

  • Default Value: No
  • Account Setting:
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Billing

Credit Card Charge E-Mail

In what circumstances would you like to receive an e-mail when your credit card is charged each month?

  • Default Value: When charge does not match the normal monthly charge
  • Account Setting:
    • Always: Receive an email notification on each credit card charge. 
    • When charge does not match the normal monthly charge: Receive an email notification if the charge is unusual (e.g., pro-rated months/users, or in cases of session usage past included sessions. 
    • Never: Do not receive an email notification for any credit card charge.
  • Can Users Override?:
    • Yes: This setting will appear within each user's own User Options (as long as the user has an Administrator or Billing Manager role), so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Scheduling

Public User Label

A 'Public User' is what SecureVideo calls a user who is not part of your organization. For some of our customers, this referred to as a 'Patient', for others a 'Client', and for yet others a 'Student' or 'Member'. Please enter how you would like to refer to your users who are not identified as part of your organization. Note: for some of our customers, this will not be applicable.

  • Default Value: Patient
  • Account Setting: Enter the term you would like used instead of "Patient" to designate non-organization account holders.
  • Can Users Override?: No (admin only setting)

 

Schedule Through Clinics

If enabled, a host can schedule sessions only with users who would be able to request a session of that host through a virtual clinic, if a virtual clinic were enabled. This is a technique to implement the notion of Departments in large organizations, and is also a sensible setting to use for an account using Individual Clinic Associations.

  • Default Value: No.
  • Account Setting:
    • No: Users can view other account holders in the autofill for scheduling and chat (as long as "Show Hosts in Contact List" is not also set to "No").
    • Yes: Users can only see the names of other account holders they are explicitly given permission to view.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Play Sound Upon Virtual Clinic Request

Would you like your device to play a sound when a virtual clinic patient has requested a session? This sound can help alert you that there's a patient waiting to see you. The sound may not play on mobile devices.

  • Default Value: No.
  • Account Setting:
    • No: No sound will occur when a Virtual Clinic request is received.
    • Yes: If a user is on their dashboard when a Virtual Clinic request is received, a ringing sound will start, and will not stop until the request is resolved.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Receive E-mail Notification Upon Accepted Invitation

Would you like to receive an e-mail notification when your session participants accept a session invitation from you?

  • Default Value: Yes
  • Account Setting:
    • Yes: Receive a notification whenever a participant RSVPs Yes.
    • No: Do not receive a notification even if a participant RSVPs Yes.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Receive E-mail Notification Upon Declined Invitation

Would you like to receive an e-mail notification when your session participants decline a session invitation from you?

  • Default Value: Yes
  • Account Setting:
    • Yes: Receive a notification whenever a participant RSVPs No.
    • No: Do not receive a notification even if a participant RSVPs No.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Receive Text Message Upon Participant Waiting Room Entry

Would you like to receive a text message when a session participant is entering your waiting room? This can help you enter the session as quickly as possible, even if you don't have the SecureVideo application open. It can also allow you to not enter a waiting room until the patient is entering the waiting room, in the event that they are late to a session.

  • Default Value: No
  • Account Setting:
    • Yes: Receive a notification whenever a participant clicks to enter the waiting room.
    • No: Do not receive a notification when a participant clicks to enter the waiting room.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Show Hosts in Contact List

If Show Hosts in Contact List is enabled, then session hosts will be able to see the names of your other account users in order to easily schedule sessions with them. You should disable this (set to No) if you do not need or want your users able to easily videoconference with each other, for example if you are running a network of clinicians who generally will only videoconference with patients.

  • Default Value: Yes
  • Account Setting:
    • Yes: Users with the host role will be able to view all other users in the autofill for scheduling sessions or initiating Clinical Chat. (Does not affect users with the Account Administrator role, and assuming no other permission sets are in place via Schedule Through Clinics.)
    • No: Users that only have the "Videoconference Session Host" and "Videoconference Session Participant" roles (and no other roles) will not be able to see other users that only have these two roles.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Show 'New Session' buttons at the top of the dashboard

The buttons hosts use to create a new session are shown at the bottom of the dashboard by default, because most hosts access existing sessions for often than they create new sessions. However, if your hosts will have a lot of sessions on their dashboard, or will generally follow the pattern of Create Session > Connect to Session > Delete Session, then it would make sense to show the 'New Session' buttons at the top of the dashboard (select 'Yes' to do this).

  • Default Value: No
  • Account Setting:
    • Yes: Receive a notification whenever a participant clicks to enter the waiting room.
    • No: Do not receive a notification when a participant clicks to enter the waiting room.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Notifications

First Reminder to Session Participants (Minutes Before Session)

Enter how many minutes before the scheduled appointment time the participant(s) should receive their first reminder. If you don't want to send any reminders to your participants, enter 0 for both First Reminder and Second Reminder.

  • Default Value: 120
  • Account Setting: Enter the number of minutes prior to the appointment time that you want the first reminder to be sent. Use "0" to not send a first reminder.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Second Reminder to Session Participants (Minutes Before Session)

Enter how many minutes before the scheduled appointment time the participant(s) should receive their second reminder. If you don't want to send a second reminder to your participants, enter 0 here.

  • Default Value: 10
  • Account Setting: Enter the number of minutes prior to the appointment time that you want the first reminder to be sent. Use "0" to not send a second reminder.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Receive Non-Confirm Notifications (Minutes Before Session)

Enter how many minutes before the scheduled appointment time you would like to receive an e-mail notification of any hosts who have not yet RSVP'd to confirm that they will attend the session.

  • Default Value: 15
  • Account Setting: Enter the number of minutes prior to the appointment time that you want a notification to be sent if any participants have not yet RSVP-ed. Use "0" to not send this notification.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Enable Meeting Notifications?

If Meeting Notifications are enabled, then organizational session participants will receive e-mail or text messages notifying them when their session has been scheduled or rescheduled, reminding them of upcoming sessions, and alerting them when session participants have either RSVP'd or failed to RSVP for upcoming sessions.

  • Default Value: Yes
  • Account Setting:
    • Yes: Hosts will receive all meeting notifications for their meetings, unless otherwise disabled in another setting.
    • No: Hosts will not receive any meeting notifications. This "No" setting will override any other setting for meeting-related emails.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

In Session

Default Video Resolution (VSee customers only)

When a new Session Host or Participant is created for a customer using the VSee video engine, specifies their default video resolution. Session hosts can later change this resolution for themselves or any session participant, however the default is useful as many users do not understand the trade-offs involved with video resolution. You should use high if, for your account, you generally expect good network conditions and high endpoint processing power. Low is a good setting when you generally expect poor network conditions or low endpoint processing power. Customers using the Zoom video engine are unaffected by this setting.

  • Default Value: High
  • Account Setting:
    • HD: Video will launch with HD resolution if supported by user's webcam and bandwidth.
    • High: Video will launch with high resolution, if supported by user's bandwidth.
    • Standard: Video will launch with standard resolution.
    • Low: Video will launch with low resolution.
  • Can Users Override?:
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.
    • No: This setting will not appear to users.

 

Participant Dial-In Policy

Set when session participants can dial-in to a session as if it were a phone call. Telephone dial-in is a useful backup if a participant has trouble with the app or does not have the right equipment, and if you do not need to be able to see them. Please note that lack of video may affect reimbursability and/or clinical scenarios; consult regulations applicable to your use. This setting only affects customers using the Zoom videoconferencing engine.

  • Default Value: Hosts Can Allow Participants to Dial In
  • Account Setting:
    • Never Allow Participants to Dial In: The option will not appear for either host or participant.
    • Hosts Can Allow Participants to Dial In: Hosts can enable dial-in on a session-by-session basis. Participants will see the option to request dial-in, but cannot enable dial-in themselves.
    • Always Allow Participants to Dial In: Either the host or participant can enable dial-in for a session.
  • Can Users Override?:
    • No: This setting will not appear to users.
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.

 

Website Address

You can enter the URL address of your website (for example, https://www.mywebsite.com), which will be displayed to your session participants as they join the session. This can be a convenient way to guide your session participants to useful resources that you store on your website (e.g., statements of understanding, informed consent forms, billing documents, etc.)

  • Default Value: Blank
  • Account Setting: Enter a website address if you would like to add a "Website" button to each host's waiting room page.
  • Can Users Override?:
    • No: This setting will not appear to users.
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.

 

Enable Session Notes

With our Session Notes feature, you can create, view, and manage clinical session notes. A Session Note can be attached to a session, where it will appear on the chart of every participant in that session; or, the Session Note can be attached directly to a participant's chart. Session Notes that you create can be viewed only by you, and are strongly encrypted to HIPAA standards.

  • Default Value: No
  • Account Setting:
    • No: Hosts will not be able to create session notes. If session notes already exist, they will become hidden.
    • Yes: Hosts will be able to create, view, edit, and delete session notes.
  • Can Users Override?:
    • No: This setting will not appear to users.
    • Yes: This setting will appear within each host user's own User Options, so that they can enable it for themselves.

 

 

This article was last reviewed by our Support team on October 14, 2019.