Zoom for Life Sciences
From deploying Zoom across your life sciences organization to understanding available resources and in-meeting controls for administrative use, various types of education, telehealth, clinical trials, sales interactions, and more, Zoom has you covered.
Outside of everyday administrative use, Zoom can help clinicians and other life sciences personnel decrease time to market for the drug development process, reach experts regardless of where they are located, and decentralize clinical trials to include trial participants in multiple locations. Across the globe, life sciences organizations of all sizes are using the Zoom platform for a variety of applications that streamline processes across the organization.
Below, you’ll find resources, tips, and guidance for setting up and using Zoom for life sciences.
Navigating your onboarding deployment
We have you covered with our step-by-step onboarding guide to help you set up your account. Zoom offers many options and configurations to help maintain the safety and privacy of your healthcare organization.
1. Deployment at a glance
Here is what a successful deployment at Zoom will look like:
Step one: Prepare for deploymentAs a Zoom admin, you will complete steps within this deployment guide to prepare for deployment (manage users, install Zoom’s client app, etc.)
Step two: Attend admin trainingLearn about the Administrator Portal and how to manage your Zoom account.
Step three: Introduce Zoom to your organizationChances are, many of your employees have heard of Zoom or used it with your family and friends. Establish internal communications and resources to notify your team of Zoom.
Step four: User product trainingHave end-users learn the basics of Zoom
Step five: Go liveDeploy Zoom at your organization
2. Getting started with deployment
Create your Zoom Deployment Team
One of the first steps to configuring your Zoom account is assigning a team of admins to manage the deployment and day-to-day operations of Zoom.
a. Assign your Zoom administrators
Zoom administrators will be responsible for deploying Zoom for their organization. Admins are given the responsibility to manage users on their account, which includes adding, removing, or editing users. You can also manage your organization’s account settings, API features, and SSO.
b. Understanding and verifying system roles
i.) There are 3 types of roles in your organization’s Zoom account:
- Owner: Has all privileges, including role management. Role management allows you to assign users to a role, granting those users permission to view and edit a subset of pages belonging to the account. Accounts can have only one owner.
- Administrator (back-end user): Can add, remove, or edit users. Can manage advanced features like API, SSO, and Meeting Connector. Admins can also make changes to settings within the Zoom account. Accounts can have multiple admins.
- Members: All end-users that do not have owner or admin permissions.
c. Account owner’s first step (optional)
The account owner is the only role that can initially designate new administrators or custom access roles for the account.
i.) After a user role has been created, the owner (or others with role management permissions) can assign users to that role, granting those users permission to view and edit a subset of pages belonging to the account. If you want to grant role management permissions to admins, please follow the steps below:
- Sign in to zoom.us as the account owner or someone that has access to edit roles.
- In the navigation menu, click User Management then Role Management.
- Click Edit in the Action column for the Admin role.
- Click the checkboxes that enable permissions for users in this role to see or edit those pages.
- Scroll to the bottom of the page and click Save Settings.
3. Zoom user management
User management allows account owners and admins to manage their users by adding, deleting, and assigning roles and add-on features.
a. Understand and confirm your license needs
Do all of your users need paid Zoom licenses? Learn more about Zoom user types and roles to determine what license types are most suitable for your various users.
b. Provision users
4. Zoom account profile
The account profile page provides you with visibility of your basic account information. An account can include an entire company or an individual user, depending on the size of your account.
Based on your role and subscription plan, you can also view and manage advanced features, including account support information, associated domains, the account’s vanity URL, and the Usage Overview with cloud recording and audio usage details.
Zoom Account Profile:
a. Make your Zoom sign-on experience consistent with your brand by creating a Vanity URL with custom branding and logos.
- A Vanity URL is a custom URL for your company, such as yourcompany.zoom.us. Please note that this subdomain is required for configuration if you intend to turn on SSO (Single Sign-On) and is where you would direct your users to log in via SSO.
b. Allow for better organization without additional work for the admin team by applying for associated domains.
- What are the benefits of associated domains? Any individual with your organization’s email address domain will be moved under your account. Also, all future individuals who sign up with a matching domain will automatically join your account.
c. Add an extra layer of security with single sign-on (SSO), which allows you to log in using your company credentials.
- What are the benefits of using Zoom SSO? Zoom SSO streamlines the user experience and account management. Zoom acts as the Service Provider (SP) and offers automatic user provisioning.
- Single sign-on advanced help articles
Note: If you require further assistance, please contact Zoom Support.
5. Configuring account settings for security
Zoom gives you the capability to create different groups to edit and manage settings per your policy, helping to safeguard information by giving permissions only to those who need them. For example, you may want your researchers to be able to record and save meetings locally or to Zoom cloud to maintain a record of a study’s progress, but you may not want users who are receiving vital patient information over video meetings to record those interactions for privacy purposes.
The ability to customize account configurations and manage permissions can help enable your organization to safeguard protected health information (PHI) and support your HIPAA compliance obligations, if applicable to your organization.
In addition to the ability to grant access to certain features by Groups, Zoom provides notifications to users whose meetings may be at risk of being disrupted, powerful and tailored encryption options, audio signatures and watermarks, data center selections for processing certain customer data when hosting meetings and webinars, waiting rooms and passcodes, and the option to specify time-out periods.
6. Preparing to go live
Successfully introduce Zoom to your team by equipping them with the proper tools, resources, and training!
a. Learn how-to use Zoom! The Zoom Learning Center offers a growing list of on-demand courses and short videos designed to give you just the information you need when you need it. Whether you’re a new user looking for help joining your first meeting, or a Zoom Administrator setting up Zoom Phone, we’ve got you covered.
- Zoom Administrator Training:
b. Deploy/install the Zoom desktop client: The Zoom desktop client provides Zoom users with the best in-session experience. There are two methods to deploy the Zoom client across your organization.
- Manual installation by employees: You can instruct providers and staff to download and install the Zoom client here: https://zoom.us/download
- Mass installation (MSI) by IT team: Admins can deploy the Zoom desktop client on behalf of your staff through MSI deployment for Windows or Mac, making the transition more seamless so users can get started more quickly!
c. Set-up your team’s calendar integrations (optional, but recommended): If you are using Outlook or Google Calendar, install a calendar add-on or extension to maximize scheduling efficiency for your providers and staff.
d. Roll out communication to your team: Establish internal communications and resources to notify your team about Zoom.
- Company announcement: Notify your team that your organization is using Zoom. Provide information on getting started, respond to anticipated questions, and let your staff know when they can start using Zoom.
- Training announcement: Promote the Zoom Learning Center and Zoom Help Center to help prepare your end-users to start using Zoom.
- Zoom end-user training:
- On-demand ‘show me’ recordings under the‘Zoom Meetings’ section.
- Zoom end-user training:
- Post-deployment email: Share valuable tips and drive user adoption with Zoom.
7. Post-deployment: Measuring adoption & success
Track your organization’s ongoing usage with robust reporting and dashboard tools.
a. Use the Reports section of the web portal, a powerful tool that provides account owners and admins with various account, meeting, and webinar statistics, to review how your organization is utilizing Zoom.
b. Get a high-level view of overall usage, live in-meeting data, and more with the Zoom Dashboard. You can use this data to analyze issues that may have occurred, check connection quality, and better understand how users are holding meetings within your company.
8. Zoom Phone deployment
Zoom is available to help you implement your new Zoom Phone system so you can begin enjoying the benefits of a modern communications solution for your organization. Whether you’re implementing physical phones, softphones, or a combination of both, we’ll walk you through the setup process and help you configure settings to get your team up and running!
Also, with an executed BAA, you can use Zoom Phone’s products and features to communicate with patients. Used properly, Zoom Phone can help you make and receive patient calls, or use optional features like visual voicemail and call recording. You can even use scheduling integrations like Reminders to send automated text message reminders to patients.
Additional Zoom Phone resources:
- Emergency location
- Customizing audio greetings + hold music
- Changing phone settings
- Customizing call handling
- Sharing voicemail access
- Setting business, closed, and holiday hours
- Add caller
Collection of short videos
Managing life science workflows
This section will help you better understand how your Zoom product suite can help you in your day-to-day tasks and activities as a medical device, pharmaceutical, or biotech organization, beginning with common use cases.
Conducting clinical trials:
Initial participant interactions – When a trial is announced, and participants are in the inclusion/exclusion phase for study participation, you can use Zoom Phone, Zoom Meetings, and/or Zoom Contact Center to take inbound calls or hold pre-scheduled meetings with interested individuals who fit the study criteria. Zoom Webinars can be utilized for public presentations of upcoming or ongoing trials to help generate interest.
Conducting the study – Whereas trials have commonly been localized or required participant travel, Zoom’s product suite can help your organization conduct studies virtually anywhere, utilizing Zoom Meetings with integrations that allow for remote monitoring (such as this electronic stethoscope). Virtual trials allow your team to gain a more diverse pool of participants or include participants who are difficult to reach in person due to health or other reasons. While these studies are ongoing, Zoom Whiteboard and Zoom Team Chat can help research teams collaborate and increase communication efficiency. Additionally, Zoom’s ability to integrate with major EHRs can help facilitate easy workflows for clinical trial engagement and telemedicine interactions.
Disseminating research – Research teams can utilize Zoom Webinars or Events to host conference calls, during which research can be shared with colleagues in the field, providers, or the general public.
Monitoring manufacturing facilities:
Long gone are the days of having to travel to a facility to check for equipment malfunctions and perform maintenance. Now, you can use Zoom Meetings to connect technicians with workers on the floor, helping to troubleshoot and resolve issues more quickly. On-site employees are able to utilize hands-free cameras to help technicians diagnose and address issues. Bringing in remote equipment experts and engineers virtually can also help save on the cost and time associated with travel, resulting in shortened downtime and increased productivity.
In addition to fixing malfunctioning equipment virtually, companies can conduct virtual inspections with regulatory agencies over Zoom Meetings – or use our suite of products to collaborate and prepare for an inspection in advance.
Sales representatives no longer need to drop by a doctor’s office to try to gain a few minutes of time with the provider. Instead, quick appointments can be scheduled over Zoom Meetings – allowing the doctor to be aware of when a meeting will take place and provide their full attention, rather than trying to meet while running between appointments. In addition, this virtual sales workflow can help reduce costs associated with travel and the number of representatives needed to cover a specific region, resulting in savings for your business and increased access to medical education for providers on the pharmaceuticals you sell.
Other use cases:
Beyond the workflows identified above, the Zoom product suite can assist with your day-to-day workflows in many different ways:
- Quick syncs with internal colleagues, allowing for screen share + visuals
- Scheduled external meetings for collaboration, project planning, and accountability
- Conducting 1:1 sessions with patients and study participants
- Training new employees
- Regulatory + compliance meetings
Zoom Webinars + Events
- Growing participant interest in upcoming studies
- Sharing findings and results with colleagues in the field
- Providing updates to providers of new drugs and developments
- Inbound calls from potential study participants and general information
- Outbound calls to colleagues for quick conversations where visuals aren’t needed
- Text reminders to study participants
- Outbound calls from sales reps to schedule time with providers
Zoom Contact Center
- Quickly change call flows to accommodate new call queues for upcoming study participants, to provide basic information on drug programs, and to answer customer questions related to medications
- Allow your team to be reached by phone, text, chat, or video
- Keep a record of caller information, such as names, numbers, locations, and call history
- Upgrade your conference rooms to allow for a simpler workflow when starting or joining virtual meetings
- Create video-enabled lab spaces for collaboration
- Display digital signage throughout your office space to keep employees informed
- Create workspaces that employees can reserve ahead of time
Zoom Team Chat
- Keep key players up to date on the current progress of the latest project, drug development, or study
- Set reminders to follow up on specific tasks
- Create group chats to help ensure everyone has the information they need at their fingertips
- Brainstorm ideas with your team, in or out of a Zoom Meeting
- Use templates to quickly put together a visual for your presentation
- Keep a running list of tasks and who has completed them
Like the meeting host, the alternative host will have the ability to manage participants in a meeting. The alternative host can also start the meeting if the host has not yet joined the session.
The Waiting Room feature allows the host to control when a participant joins the meeting. This allows the host to make sure the correct participant is in the Waiting Room before admitting them to the meeting. The meeting host can admit participants one by one or all at once.
With select licenses, a Zoom user can host concurrent meetings. For example, a research assistant can start a Zoom session with one participant, then place that participant into the Waiting Room to wait for the lead researcher to join. The research assistant can then start a new session with a second participant, while the first session remains open.
Breakout Rooms enable you to create sub-sessions within a meeting. In a group research setting, meeting hosts can break the larger group into several smaller Breakout Rooms or invite one participant to join a Breakout Room for a one-on-one session while the main group continues to meet.
Do you need to include interpreters in your meetings or webinars? Contact Zoom Support to have this feature enabled. Interpreters will provide their own audio channels for the language they are translating to.
You can assign or delegate a user or multiple users in your account to schedule meetings on behalf of others. For example, using the researcher’s Zoom profile, an assistant could schedule a meeting for a researcher and participant.
As we continue to see activities that were previously strictly in-person shift to a virtual setting, it’s important to enable secure meetings and strong connections. Review our guides linked below for tips on securing your Zoom Meetings and optimizing Zoom’s performance, as well as other features to be aware of.
We also have patient and provider checklists that—while geared towards telehealth practitioners—provide great tips for any user who may be hosting or participating in a Zoom Meeting.