Setting up your virtual care space

What this is: a quick checklist for setting up a virtual care space that's private, safe and reliable.

Who it's for: care staff and nurses preparing a room and equipment before a consultation.

A good setup does half the work. Get the room, the equipment and the connection right, and the consultation runs smoothly for the resident and the clinician. Print this and keep it with your equipment.

This guide assumes a virtual care cart, the most common setup in residential aged care. If your equipment is fixed, wall-mounted or a smaller mobile unit, the same checks apply, just adapt the cart-specific steps to your setup.

The room

Private and quiet. Choose the resident's room or a dedicated space where the conversation can't be overheard.
Well lit. Light should fall on the resident's face, not behind them. Avoid backlighting from windows. Use a lamp if the room is dim.
Safe. No trip hazards. Cords tucked away. Clear path to the resident.
Comfortable. Seat the resident comfortably, with room for a staff member and, if needed, a family member.
Undisturbed. Put a "do not disturb" or "occupied" sign on the door once the consultation starts.

The equipment

Cart positioned so the resident is centred and close enough to the camera.
Camera angled at the resident's eye level where possible.
Microphone or speakerphone close to the resident; speakers far enough away to avoid echo.
Screen placed so the resident can see and be seen clearly.
Peripherals ready for what the consultation needs — for example the examination camera for skin or wounds, the stethoscope for chest sounds, vitals devices for observations.
Charged. Confirm the cart and any wireless peripherals have enough battery.
Clean. Wipe down the equipment before use, in line with infection control.

The connection

Test the internet in this location before you start. Run a quick speed check if you're unsure.
Know your backup. If Wi-Fi is unreliable here, identify a room with a wired connection, or use a mobile (4G/5G) connection on a SIM-enabled device.
Have a plan B. Keep the clinician's direct contact handy so you can switch to phone or reschedule if the connection drops.

A quick test run

Log in early — a few minutes before the start time.
Check audio: can you hear, and be heard, clearly?
Check video: is the picture clear and the resident well framed?
Check peripherals: does the device you'll need connect and display?
Stay until you're sure everything works before the resident is left waiting.

Setting up for specific needs

Hearing: offer headphones or a second speaker; face the resident; use captions if available.
Vision: make sure audio is clear; describe what's happening; sit close.
Dementia: use a quiet, familiar space; keep the same staff member present; allow extra time.
Mobility or comfort: bring the equipment to the resident rather than moving the resident, where you can.

Pin this near your equipment

A one-line reminder for the team:

Private. Lit. Safe. Charged. Connected. Tested. Then bring the resident in.

Need help?

Your Visionflex team is here to support your rollout, training and day-to-day use.

Visionflex support: visionflex.com/support | support@visionflex.com | +61 2 8914 4000 (9am to 5pm AEST)