Handheld Dictation

1. The dictating author records one or more voice files on their handheld recorder.
2. The recorder is "docked" or connected to their desktop PC.
3. The digital voice files are automatically copied to the network File Server, and a back-up of each file is made on the attorney's PC. The recorder is then automatically erased and within a few seconds, the author is back at work.
4. The typist receives an alert that dictation files are now available on the server.
5. The typist selects the file they wish to transcribe from within their Transcription Software. By selecting a file, others who may be eligible to type are prevented from listening to the voice file, thereby eliminating an unnecessary duplication of work.
6. Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
7. The typed documents are stored and shared according to your existing workflow.

The main difference between a single office and a multi-office configuration is that if multiple offices wish to "pool" their transcription so that more than one typist can access the work regardless of the originating office, connections from each PC to a central server must be established via a VPN (Virtual Private Network). Other than that, the workflow remains much the same:

1. The dictating author records one or more voice files on their handheld recorder.
2. The recorder is "docked" or connected to their desktop PC.
3. The digital voice files are automatically copied to the network File Server, and a back-up of each file is made on the attorney's PC. The recorder is then automatically erased and within a few seconds, the author is back at work.
4. The typist receives an alert that dictation files are now available on the server.
5. The typist selects the file they wish to transcribe from within their Transcription Software. By selecting a file, others who may be eligible to type are prevented from listening to the voice file, thereby eliminating an unnecessary duplication of work.
6. Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
7. The typed documents are stored and shared according to your existing workflow.

Enterprise Solutions

You may need a more sophisticated configuration, however. If your operation uses Citrix or Virtual Terminal Services, American Dictation can easily help you configure and install an appropriate system. See our Enterprise Solutions section for more information, or call 866-408-1383 and ask to speak to an Enterprise Specialist.

If the author needs to send dictation from a remote location, such as a temporary office, home or hotel, the workflow changes only in the method by which the dictation is transferred to the central office:

1. The dictating author records one or more voice files on their handheld recorder.
2. The recorder is "docked" or connected to their desktop PC.
3. The digital voice files are automatically copied to the author's PC. The software will then send the files (encrypted for security purposes, if desired) via e-mail to a selected typist. Alternatively, the files can be transferred by FTP* to an FTP server* in the office. The recorder is then automatically erased and within a few seconds, the author is back at work.
4. The typist receives an alert that dictation files are now available
5. The typist selects the file they wish to transcribe from within their Transcription Software.
6. Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
7. The typed documents are stored and shared according to your existing workflow.

There are several considerations to make when choosing which Internet protocol (e-mail or FTP*) is best. Talk to an American Dictation Enterprise Specialist at 866-408-1383 for more information.

* American Dictation provides low-cost FTP services for its customers. For more information,Contact American Dictation.

Most common in medical offices, a transcriptionist may be working from a remote office or home. Using the built-in Internet transfer functionality of the software, the voice files can be encrypted (for HIPAA compliance) and sent to the Transcriptionist via e-mail or FTP*.

Note: at this time, only the Olympus DSS Player Pro software system can allow the transcriptionist to return typed documents via the same encrypted method by which the voice files are sent.

1. The dictating author records one or more voice files on their handheld recorder.
2. The recorder is "docked" or connected to their desktop PC.
3. The digital voice files are automatically copied to the author's PC. The software will then send the files (encrypted for security purposes, if desired) via e-mail to a selected typist. Alternatively, the files can be transferred by FTP* to an FTP server*. The recorder is then automatically erased and within a few seconds, the author is back at work.
4. The transcriptionist retrieves the files from their e-mail or FTP server*.
5. The transcriptionist selects the file they wish to transcribe from within their Transcription Software.
6. Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
7. The typed documents may be returned to the author via the Internet (see not above).

There are several considerations to make when choosing which Internet protocol (e-mail or FTP) is best. Talk to an American Dictation Enterprise Specialist at 866-408-1383 for more information.

* American Dictation provides low-cost FTP services for its customers. For more information,Contact American Dictation.