Quick Reference Guide: Dictation & Transcription
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- Georgina McDaniel
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1 1 Quick Reference Guide: Dictation & Transcription Dictation: This screen can be accessed from multiple locations within Practice Manager. Dictate Letter > Front screen>patient>correspondence
2 2 Dictate Letter > Front screen>patient>patient Details>Correspondence Dictate Letter > Front screen>lists>clinic List>Correspondence Or Dictate Letter > Front screen>lists>clinic Lists>Right Click Patient Appointment
3 3 Clicking Dictate Letter will open the Dictation box as shown below. Patient: Select the patient the dictation is regarding. Author: Select your name from the drop down list to specify who is going to record the dictation. (This only applies for Group and Clinic versions and should otherwise be left blank). Comments: Any comments relating to the dictation. Transcription Method: How the dictation will be transcribed. Select Type of Letter: Letter type you want to be used when transcribed. Instruction To Transcriptionist: Allows you to record instructions for the transcriptionist. Body Of Letter: Where you will record the dictation.
4 4 You can leave a dictation on hold or you can complete the dictation by clicking ok. You will be prompted which option you wish to select. Complete An On Hold Dictation > Front screen>patient>correspondence Select the dictation you wish to complete and then click Complete Dictation You can also remove an on hold dictation by selecting the dictation and clicking Remove From List
5 5 Import Dictation > Front screen>patient>correspondence Load from: Select the file icon and navigate to where your dictation is saved. Delete: Removes the dictation from the list but WON T delete the original file. All: Ticks all the dictations in the list. None: Un-ticks all the dictations. Import Column: Allows you to un-tick and tick the dictations you wish to import. Click import which will then display the import dictation box. Author: Select your name from the drop down list to specify who is going to record the dictation. (This only applies for Group and Clinic versions and should otherwise be left blank). Patient: Select the patient the dictation is regarding. Filename: The file being imported. Play/Rewind/Fast Forward: Allows you to listen to the dictation you are importing. Date/Time: Time and date being imported. Select Type of Letter: Letter type you want to be used when transcribed. Comments: Will populate with the dictation filename but can be over written. Transcription Method: How the dictation will be transcribed. Delete Original: Deletes the original file after import Urgent: Marks dictation urgent.
6 6 You can drag and drop dictation files on to the front screen of Practice Manager. This can be done by accessing the dictation files you wish to import through My Computer or you can drag and drop a dictation file from an in Microsoft Outlook. Transcription Transcribe Letter/Notes > Front screen>patient>correspondence
7 7 Transcription Bureau: Only becomes active when the transcription bureau module is enabled. Allows you to check how many transcription credits you have and gives an option to purchase more credits. Send To Bureau: Only becomes active when the transcription bureau module is enabled. Select the dictation you wish to send to the bureau to be transcribed. Check Bureau: Only becomes active when the transcription bureau module is enabled. Manually checks to see if the bureau have sent any transcriptions back. Report: Prints a report of the transcribe letters screen. Preview: Preview of the transcribe letters report. Remove From List: Removes the selected transcription from the list. Send To Bureau ( ): Only becomes active if the status of the dictation is Transcribed. Create an message with the dictation attached to send to the bureau. Print Letter: Prints a copy of the letter. Edit Letter: Opens the letter in word. Transcribe: Opens the letter to be transcribed and DGL Transcriber box to play the dictation. DGL Transcriber Foot Pedal: If you use foot pedals tick this option. Drop Down Box: Allows you to select the device you wish to listen to your dictation on. Instructions/Dictation: Select which option you wish to listen to. Start/Stop: Manually start and stop the dictation. (Foot pedals will do this automatically.
8 8 Transcription Bureau The Transcription Bureau module allows you to send your dictations off to be transcribed by the transcription bureau. This module works on a credit based system through Practice Manager and transcription credits can be purchased through the software. (Please note the transcription credits are different to SMS + Postcode Look-Up and E-Fax credits). Each transcription credit pays for 5 lines (or part thereof) of text. To get the transcription module enabled you will need to call Customer Support on Purchase Transcription Credits > Front screen>patient>transcribe Letter/Notes>Transcription Bureau>Check Transcription Credits Remaining Transcription Credits: How many credits you have remaining. Purchase Credits: Where you buy more transcription credits. When a transcribed document is returned from a Transcription Bureau, you are given the opportunity to review the transcription and either accept or reject it. The bottom of the screen will show the cost of the transcription and the number of Transcription Credits you will be charged should you accept the transcription. If you are happy with the transcription click accept. If there are problems with the transcription you can click reject. You will be asked to provide a reason for the rejection so that feedback can be given to the transcription bureau concerned. You will not be charged for the transcription and the transcribed text will not be inserted in the letter.
9 9 When the dictation has been transcribed it will be displayed in the patients previous letters screen. If you require further information on previous letters please refer to the new letter and previous letters quick reference quide. Previous Letters > Front screen>patient>correspondence
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