Getting Set Up with
Zoom Video Conferencing

This page is for new clients to see the process of getting set up in our Zoom secure video conferencing system prior to their first session.

 

 

Welcome!


Welcome to Laura M. Brotherson’s Zoom Video Conferencing Set Up page! Here you will find helpful information to get you ready for your first online video conferencing session with Laura. We will walk you through the steps for setting up a Zoom account and installing/downloading it to your devices.

Online clients need to complete the steps as soon as possible before their first session, so that we won’t need to spend much session time on technology issues.

With Zoom, you will be able to:

  • CONNECT – Connect with Laura at your scheduled session time (similar to Skype) in a more secure HIPAA compliant way.
  • RECORD – Have the option to securely record your session if you’d like to review it again later and/or to share it with a spouse who was not able to attend the session.

 


Overview — Setting Up Your Secure Video Conferencing Account

 

The following information provides step-by-step instructions for setting up your account with Zoom. Please create an account with the email invite sent you to get set up as soon as possible before your appointment. Please plan to do the following steps:

NOTE: Once you are brought in as a new client, we will send you an email invitation through Zoom for you to create an account or accept Laura’s invitation to be added to her contacts. Check in with us if you have not received that email:

Email: Click here to contact us
Phone: 801-709-0253 (voice and text)

1.0 Invitation from Laura M. Brotherson for Zoom
2.0 Accept contact invitation request and download Zoom client
3.0 Install Mobile Zoom App
4.0 Meeting with Laura through Zoom
5.0 Recording Video Sessions (optional)
6.0 Tips for Your Zoom Counseling Session

1.0 Invitation from Laura M. Brotherson for Zoom

 

You will receive an email from Zoom that will have one link that will serve two purposes. If you do not have a Zoom account, you will first be guided through the setup of Zoom on your computer.

If you do already have a Zoom account using the same link in that email, you will simply accept Laura’s contact invitation request to be added to her contacts. This will allow her to easily connect with you for your video conferencing sessions. (Instructions for setting up the Zoom app on your phone will be described in step 3.0.)

For online clients, you will need to get Zoom set up on your computer AND phone (as a backup) as soon as possible before your next appointment. (You can click on any of the images below to view a larger version.)

Invitation from Laura

Step 1. You will receive an email from Laura M. Brotherson, LMFT, CST titled “Zoom Invitation from Laura M. Brotherson, LMFT, CST.” (This will be email #3.)

Step 2. Open and click the link, which will then open a new window or web browser.

Step 3. If you already have an account with Zoom, skip to the next section below titled “2.0 Accept contact invitation request and download Zoom client.” If you do NOT have a Zoom account, please continue to step 4.

Sign Up

Step 4. Click on the top right corner that says “SIGN UP, IT’S FREE.” (Since we are covering the costs for the secure, HIPAA compliant version of Zoom, you will not be subject to the 40 minute time limit for free accounts.)

Step 5. Enter your email address. Confirm this is the email you want to use by clicking “Sign Up.” If not, click cancel to re-type your email correctly, or to use a different email address.

Step 6. Zoom will send you an email titled: “Zoom account activation.” Open this email and click the blue button “Activate Account,” which will open a new window/ web browser.

Activate Account

Step 7. Enter your name (as you want it to display on our video chats) and create a password. Be sure to make it memorable and/or record it somewhere, though you will be able to use the “Forgot Password” option if needed in the future.

Step 8. Check the “I’m not a robot” reCAPTCHA, then click “Skip this step,” which is an option to invite other people to Zoom.

Step 9. Your account has been created.

Step 10. We recommend you do the test meeting by clicking “Start Meeting Now” to test out your audio and video. If you don’t already have Zoom on your computer, you will be prompted here to download it. This is described in section 2.0.

Invitation from Laura

Step 11. To accept Laura’s Invitation to be added to her contacts, go back to the original email (from Laura M. Brotherson, LMFT, CST) and click on the same link used to create an account, and follow the steps in section 2.0 below.

2.0 Accept contact invitation request and download Zoom client

 

After clicking on the link in the email from Laura mentioned above:

Invitation Accepted

Step 1. The new browser window will say:

“Hi [your name], Laura M. Brotherson (her email adr will display here) and you are friends now.

“If you have not installed Zoom client [the desktop app], click button below to download and install Zoom.”

Step 2. If you do not have the Zoom program on your desktop computer and plan to use your computer for counseling sessions, please click download and continue to Step 3. If you already have the Zoom program on your computer, then your process is complete. Please proceed to section 3.0 below.

Desktop Program Installing

Step 3. The Zoom installer/launcher will be seen downloading at the bottom of your screen (for Windows users.)

Step 4. When the download is complete, click on the downloaded application to start the installation process. (Note: A window may pop up asking permission for Zoom to make changes to your computer. Please accept, or click “Yes” for the process to finish.)

Step 5. The Zoom application will open where you can sign in. The installation for Zoom on your computer is complete. Please proceed to section 3.0 below to install the Zoom app on your mobile phone as well.

3.0 Install Mobile Zoom App
iPhone – Zoom App

 

If you do not already have the Zoom app on your phone and would like to have the option to meet with Laura using your phone (also required as a backup if there are issues with the computer), please follow the instructions below after creating your Zoom account in the steps above:

Step 1. Go to your phone’s app store, i.e. iPhones would click on the “App Store” icon.

Step 2. Search for the “Zoom Cloud Meetings” app (see image to the right) and download/install. This will create a Zoom app icon on your phone (usually placed at the end of your other apps).

Step 3. Open the Zoom app and Sign in. When it’s your session time, you will just wait for Laura to “call” you from within Zoom (similar to how Skype works). We won’t be using any of the “scheduling” functionality within Zoom.

Please note: Laura’s assistant (Beth) will contact you before your first appointment to test out Zoom on all applicable devices so valuable session time isn’t used.

4.0 Meeting with Laura Through Zoom
Zoom Program

 

Be sure to give yourself enough time to get logged in to Zoom before your session with Laura. There are two ways to access Zoom when meeting with Laura: 1) your Desktop Computer or 2) your Mobile/Device App – whichever you prefer using for your video session with Laura.

Step 1. On your computer open the Zoom program, or on your phone click on the Zoom app. (Note: If using your computer, please be sure you are using the Zoom program downloaded to your computer as logging in online does not provide an option for instant video conferencing that we will be using.)

Step 2. Login with your username and password.

Step 3. Wait for Laura to “call” you. Then click “Accept.” You will also need to click on the green “Join Audio Conference by Computer” button allowing the audio to stream through your microphone and speakers.

Step 4. When you get into the video conference call, in the lower left-hand corner, as you are talking, you should see the microphone fluctuating with “green” indicating that the audio is working. If you are having issues with your audio, click on the up arrow “^” to the right of the microphone to either join by calling in with your phone or to check your audio.

Step 5. In the upper right-hand corner, you can choose “Gallery View” to see Laura and yourself side-by-side or “Speaker View” (to see Laura in the larger screen).

Gallery View
Speaker View

5.0 Recording Video Sessions (optional)

 

Secure recording of your video session with Laura is available. If you would like your video session(s) recorded, please let us know by contacting Laura’s executive assistant (Beth) by clicking here and we will send you the necessary Consent to Record form to be signed before your next video session. (Note: This form only needs to be filled out once to apply for any sessions you would like to have recorded. You may rescind your request at any time.)

6.0 Tips for Your Zoom Counseling Session

 

  1. If using your phone, laptop or tablet, be sure to have a full battery and/or have a charger with you.
  2. If you will be using your phone for sessions, it may be helpful to have a book or a purse or something to prop the phone up against, so you don’t have to hold it throughout the session.
  3. If using your phone for sessions, you can switch to “Gallery View” or “Speaker View” by swiping the video across your screen.
  4. If you want to use your computer, not your phone, for video sessions, be sure you are logged into Zoom (the program, not the website) on your computer and are NOT logged into Zoom on your phone otherwise it will default to calling you through your phone.
  5. The video connection works best when you have a good high-speed internet connection (usually in your home or office).
  6. If doing sessions at your home, be sure you aren’t streaming a movie i.e. for your kids, at the same time.
  7. When waiting for your session, just log in to Zoom on your computer or phone. When Laura is ready she will usually text you first to let you know she’s ready, and check that you are ready. She will then call/ invite you into a secure zoom meeting. (You don’t have to do anything except “accept” the invitation.) It sometimes takes a few seconds for the audio to click into action. If using your computer, please be sure after accepting the invitation to click the green “Join Audio Conference by Computer” to have the audio stream through your microphone and speakers.
  8. Note: While it’s possible for you to call Laura from within Zoom by going into/”starting a meeting,” then clicking on her contact info to invite her into the call, she may still be in a previous video conf call or in-office session, so it’s best to just wait for her to call.

If you have any additional questions in setting up your Zoom account, please feel free to contact us:

Email: Click here to contact us
Phone: 801-709-0253 (voice and text)

If you haven’t set up your client portal account through SimplePractice, you can find the instructions on our New Client Set Up page.