Attending a meeting via videoconference

Virtual meetings offer practitioners the flexibility of connecting remotely with Council members and their representatives. This fact sheet outlines what you need to know about attending a meeting via videoconference. 

Before a videoconference meeting, we’ll give you instructions on how to participate. Health Professional Councils Authority (HPCA) staff members who work with each Council might organise a videoconference test beforehand. If you need help you can arrange this with us when we contact you about the meeting.

It’s important to be familiar with the videoconferencing platform used by the Council – Microsoft Teams – so you can resolve any technical issues before the meeting. Contact your case manager or designated staff member in case you have problems connecting. 

You will need: 

• access to a desktop or laptop computer (PC or Mac), or a device such as a smartphone (mobile) or tablet

• a camera and internet connection. Please adjust the camera on your device to ensure other meeting participants have a clear view of you 

• a fully charged or plugged-in device (some meetings take several hours) 

• a secure, private location that is quiet and well-lit with no distractions. 

If participating using your mobile phone only, we recommend you have a stand available to support your device for the duration of the meeting. 

If you have access to headphones with a microphone, we encourage you to use them. This helps block out background noise for you and improves audio quality. 

If you are having issues with your browser, try using Google Chrome. 

• Follow the instructions provided to connect to the videoconference.

• Join the meeting at least 10 minutes before it is scheduled to start.

• Once successfully connected, you will enter a virtual waiting room. Wait here and do not disconnect.

• The meeting host will admit you to the meeting when the council is ready to begin. 

• If you can’t connect, please contact your case manager as soon as possible.

• We’ll ask you to confirm your full name, date of birth and mobile phone number to make sure we are speaking with the right person. 

• We’ll ask you to confirm any support person/s present with you. 

• We’ll explain how the meeting will be conducted. 

• If you have any technical difficulties during the hearing, we’ll contact you on the mobile you provided

• Please have your mobile phone nearby as staff may need to contact you. 

Towards the end of the meeting, the delegates will ask you to disconnect from the videoconference so they can discuss your matter. They will give you a set time to rejoin.

When you return, you’ll join a virtual room and re-enter the videoconference once the delegates are ready. 

You can request a break at any time during the meeting. Please let the delegates know how much time you need, disconnect and then reconnect when you are ready.

At the end of the hearing, simply disconnect. 

Resolving technical issues during the meeting 

If there are technical issues, we'll stop the meeting and attempt to reconnect with you or call you on the mobile you provided. You can also contact your case manager or designated staff member. 

If we can’t resolve the issues, council delegates may decide to: 

• consider your matter just using the documentation supplied 

• reschedule the videoconference if there are issues that need further discussion 

• refer the matter back to the council for consideration or other action if necessary. 

A staff member will tell you as soon as possible about any decisions the council delegates make. 

It’s important to be in a secure and private location for your videoconference, because sensitive information may be discussed.  

It is against the law to record these meetings without permission. We only record meetings when there is a legal requirement to do so. We will advise you if a recording is required and send you a copy if you request it. 

Other members of the council (apart from the delegates who are hearing your matter) may take part in the videoconference if that is needed.