Tutorials. for Transcriptionists & Reviewers

Transcription

1 Tutorials for Transcriptionists & Reviewers

2 Table of Contents This page intentionally left blank. Page 2

3 Table of Contents Transcriptionists and Reviewers Tutorials Table of Contents Introduction 5 About this Document Tutorials 9 ITC Tutorial 1: Initial ITC Login and Overview 10 ITC Tutorial 2: ITC User Settings General 13 ITC Tutorial 3: ITC User Settings Quick-Type 16 ITC Tutorial 4: ITC Transforming Dictations 19 Appendix: ITC Keyboard Shortcuts 22 Page 3

4 Table of Contents This page intentionally left blank. Page 4

5 Introduction Introduction Page 5

6 Introduction About This Document Scope of the Document These training tutorials will assist you with learning the functionality of the InfraWare Transcription Client (ITC) in order to rapidly increase your productivity with the InfraWare platform. The tutorials are geared towards transcriptionists and QA reviewers, the primary users of the ITC. Want More Information? For getting started with the software quickly, be sure to read the Transcriptionists and Reviewers Quick Start Guide, which is also included in the Welcome Kit. For in-depth information concerning ITC features and the First Draft Speech Recognition with which you will be seeing, read the white papers presented in the Transcriptionists and Reviewers Guide. In addition, the online Knowledge Base is a fully searchable set of answers to technical questions. The Knowledge Base is accessible from any of the InfraWare applications the InfraWare Dictation Client (IDC), the InfraWare Transcription Client (ITC), and the InfraWare Management Console (IMC) as well as the public website at Prerequisites Participants should have reviewed and be familiar with: InfraWare Platform Overview InfraWare Components and Configuration The Speak to Type demo company Documents for these topics are published by InfraWare Education and available from your administrator or directly from customer service. Page 6

7 Introduction Tutorial Contents Tutorials are arranged by topic and in order of natural progression of information. We recommend that you perform each lesson in order. 1. Initial Login and Overview 2. User Settings General 3. User Settings Quick-Type 4. Transforming Dictations Upon completion, please see the tutorials of other platform components. Page 7

8 Introduction This page intentionally left blank. Page 8

9 Tutorials Tutorials Page 9

10 ITC Tutorial 1: Initial ITC Login and Overview Before you begin This introduction to the InfraWare Transcription Client (ITC) uses the Speak to Type demo company for sample data. Please obtain a current password from your administrative contact to login with the usernames specified in hands-on steps. This tutorial is for users that already have the ITC properly installed. Contact your Administrator if you need help initially. Step-by-step Tutorial Task Login to the ITC as a sample with the Password obtained from your Supervisor. 1. Double-click on the InfraWare Transcription Client (ITC) desktop icon. 2. Enter Roger.Milton@SpeakToTypeX.c om for address with a password as provided. (Be sure to replace the letter X with the number provided to you. The password is the same as the one used for John Smith in other tutorials.) 3. Click Login Notice Notice that the program loads to the Main Window. This is where you will download dictations and First Drafts to begin the process of turning dictations into transcribed documents that will become a permanent part of the Patient s Medical Record. From this screen, you will be able to launch your User Setting preferences, begin the process of Editing Dictations as well as a host of other options that we will explore throughout this tutorial. Task Observe the button bar. Page 10

11 ITC Tutorial 1: Initial ITC Login and Overview (continued) Step-by-step Tutorial (continued) 4. Read each button label. 5. Now observe the menus across the top beginning with File and ending with Help. 6. Click the Help menu option to view the options. 7. Select Help Topics from the Help menu. Notice The Help documentation loads within the InfraWare Knowledge Base with the topic selected as the ITC. Task Observe the Status indicators and options 8. Look at the bottom edge of the Main Window. On the left side, there is text describing the communications status with the server: Yours may have a different message. This area will indicate when jobs are downloading. 9. Now, look at the right side of that bottom edge of the window: Click the down arrow to indicate your work status. Based on your selection here, the platform reports Page 11

12 your status to managers and knows what type of jobs to download for you. Conclusion Now you know how to login to the InfraWare Transcription Client (ITC) and to navigate the Main Window and access the Help feature. Subsequent tutorials will demonstrate how to use the ITC. Page 12

13 ITC Tutorial 2: ITC User Settings General Before you begin From the last tutorial, you should be logged into the InfraWare Transcription Client as If you are not already logged-in, do so before you begin. Step-by-step Tutorial Task Explore the Settings tab. 1. Click the Settings menu option, then User Settings. 2. Select the General tab. Notice Notice that there are several options on the General User Settings tab. We will explore each of these in just a moment. For now, take a moment to familiarize yourself with this screen. Task Customize your User Settings. Notice The first User Setting that we will customize is the Starting Status. 3. In the Defaults area, set your Starting Status to Transcribing and ready for new jobs. This will allow the ITC to download jobs. Page 13

14 4. In the Playback area, notice the box next to Number of Words to Rewind When Stopping. Change this number to 3. (This applies to synchronized playback of audio and text when back-end speech recognition is used. 5. In the box next to Number of Seconds to Rewind When Stopping, change this number to 2. (This applies to playback of audio without synchronized text.) Page 14

15 ITC Tutorial 2: ITC User Settings General (continued) Step-by-step Tutorial (continued) Notice Now, when you edit a dictation, your cursor will rewind 5 words each time you stop the dictation. This option may be changed at any time. In the next step, we will customize the Default Play Speed. 6. In the Default Play Speed area, drag the slider bar to the left to (1.50 means 50% faster than dictated. 1.25% means 25% faster..75 would mean 25% slower than dictated.) Notice You have now customized the Default Play Speed according to your preferences. This option may be changed at any time throughout the dictation correction process. The final setting that we will explore is Synchronize text with audio by default. Conclusion 7. Ensure the box next to Synchronize text with audio by default is checked. This will separate the cursor from the text when you are correcting a dictation. This option may be changed at any time throughout the dictation correction process. Hit F12 to toggle the Synchronization off/on. For additional shortcuts, see the Keystroke Legend tab (F7) in the Function Panel of a loaded job. 8. Click Save. Now you know how to customize your User Settings in the ITC according to your preferences. Page 15

16 ITC Tutorial 3: ITC User Settings Quick-Type Before you begin From the last tutorial, you should be logged into the InfraWare Transcription Client as If you are not already logged-in, do so before you begin. Step-by-step Tutorial Notice The Quick-Type feature of the ITC is a basic word expander with the capability to import word expander lists from Microsoft Word or a delimited text file. Task Customize your Quick-Type preferences. 1. Click the Settings tab. 2. Select User Settings. 3. Select the Quick-Type tab. Notice Notice that you have the option to use the Quick-Type feature or not. By utilizing the Quick-Type feature, you will be able to type a minimal number of characters and the ITC will automatically complete the text for you. If you prefer a different word expander, most products designed for Windows applications will work in the ITC. Page 16

17 ITC Tutorial 3: ITC User Settings Quick-Type (continued) Step-by-step Tutorial (continued) 5. In the Replace field, enter sob. 6. In the With field, enter short of breath. 7. Now click Add. 8. Now click Save. Notice Quick-Type With text can be nearly any length, but formatting is not supported only text. InfraWare s implementation of normals (also known as standards) supports formatted text including fonts. Task Import word expanders from Microsoft Word. 9. From the Quick-Type window, click Retrieve from File/MS Word near the bottom of the window. 10. Select Retrieve from Word s Autocorrect list. 11. Click Retrieve near the bottom of the window. 12. Click the Save button to close. Notice There will be a slight pause while the ITC compiles and Imports the word expanders. This might take a minute or longer. Finally, the list fills with the data from Word. Task Save to File your word expander list. 13. From the Quick-Type window, click Save to File. 14. In the Export To window that appears, select Desktop as the location to save the exported file. 15. Name the file Janie Morley Word Expander. 16. Click Save. 17. Minimize all open programs until you can view your Desktop. Notice Notice that the file, Janie Morley Word Expander is now located on your Desktop. Page 17

18 ITC Tutorial 3: ITC User Settings Quick-Type (continued) Step-by-step Tutorial (continued) Task Restore Backup of word expander file. 18. From the Quick-Type window, click Retrieve from File/MS Word near the bottom of the window. 19. Select Restore from QTB Backup File, then click Retrieve. 20. In the Retrieve From window that appears, select Desktop as the location to restore the previously exported file from. 21. Click Open near the bottom of the window. Notice There will be a slight pause while the ITC compiles and Imports the word expanders. Click OK when prompted. Conclusion Now you know how to customize the ITC s Quick-Type settings according to your preferences as well as Import/Restore and Import from Word any Microsoft Word-based word expanders. Page 18

19 ITC Tutorial 4: ITC Transforming Dictations Before you begin From the last tutorial, you should be logged into the InfraWare Transcription Client as If you are not already logged-in, do so before you begin. Step-by-step Tutorial Task Transform a dictation into a professionally transcribed document to be placed in the patient s medical record. 1. While looking at the Main Window, ensure that you have an Internet connection and that your status is set to I am transcribing and am ready for more jobs. 2. Once a dictation has downloaded, you will see the job appear in the Main Window. 3. Double-click on the first dictation to open it in the ITC Editor. Notice You will be prompted to verify the Admitting/Discharging/Transfer (ADT) patient information. The system will attempt to match the dictation with patient information. If no match could be made, however, you will receive a warning that indicates you will need to enter some information manually or search for a patient record. Dictation playback is available while viewing ADT information. 4. Verify the ADT patient information, then press Accept to save the ADT information. Page 19

20 ITC Tutorial 4: ITC Transforming Dictations (continued) Step-by-step Tutorial (continued) 5. Press play on your foot pedal to hear the dictation. Alternatively, if you do not have a pedal installed, click the F2 (Audio Controls) tab near the bottom of the window to simulate a pedal. Notice In the next step, you will use the following Keystroke Shortcut to highlight and correct the text to the right. Pressing the Shift Key and the Right Arrow on your keyboard, highlight the incorrect text and replace it with the correct text. 6. Follow along with the dictation and the First Draft, change the first sentence to read Diagnosis/Onset: Female stress urinary incontinence and fecal incontinence. First refer to Physical Therapy on 08/31/04. Notice In the last step, the cursor followed the text and you could not correct and listen ahead to the dictation. In the next step, you will learn a Keystroke Shortcut that will allow you to separate the cursor from the audio. 7. Hit the F12 key. Notice By selecting this option, you will cause the cursor and the dictation to separate. This will allow you to correct the document and listen ahead to the dictation at the same time. 8. Continue through the dictation correcting the next few sentences. Notice This is a very long dictation. If you wish to work through to the end you are welcome to do so. For additional Keyboard Shortcuts, please see the Keyboard Shortcuts section of this manual. Page 20

21 ITC Tutorial 4: ITC Transforming Dictations (continued) Step-by-step Tutorial (continued) 9. Save the transcription according to your company s policy. 10. From the Main Window, highlight the transcription that you have just completed. 11. Click Mark Complete. Notice The transcription will now be sent back to the InfraWare servers and queued for the next workflow step. Conclusion Now you know how to correct a First Draft generated by the back-end speech recognition service. Page 21

22 Appendix: ITC Keyboard Shortcuts Overview The InfraWare Transcription Client (ITC) makes extensive use of keyboard shortcuts to reduce the amount of mouse use needed to transcribe and review dictations. Main Window Function Keystroke Global Documents Ctrl+Shift+G Change User Ctrl+U Exit Ctrl+X Open Job Enter (with job selected) Mark job complete Ctrl+C Return job to server Ctrl+R Split Job Ctrl+S Request Reprocessing Ctrl+P Search for Jobs Ctrl+Shift+S Refresh List F5 User Settings F10 Help Topics F1 Dictation Editor Basic Editor Commands Function Save Print Copy Cut Paste Select All Undo Redo Find Replace Insert Symbol Format Characters Help Keystroke Ctrl+S Ctrl+P Ctrl+C Ctrl+X Ctrl+V Ctrl+A Ctrl+Z Ctrl+Y Ctrl+F Ctrl+R Ctrl+Shift+S Ctrl+F F1 Page 22

23 Appendix: ITC Keyboard Shortcuts (continued) Dictation Editor (continued) Panel Shortcuts Function Function Panel Audio Controls Panel Document Specifications Panel Templates Panel Normals Panel QA Marks Panel Legend Player Shortcuts Function Play/Pause Rewind Fast Forward Synch audio with text Formatting Shortcuts Function Bold Italic Underline Capitalize Word Capitalize First Letter Decapitalize Word Navigation Function Highlight next word Highlight previous word Select word to right Select word to left Skip to next paragraph Skip to previous paragraph Skip to next field Skip to previous field Keystroke F11 F2 F3 F4 F5 F6 F7 Keystroke Ctrl+\ Ctrl+[ Ctrl+] F12 Keystroke Ctrl+B Ctrl+I Ctrl+U Ctrl+. Ctrl+/ Ctrl+, Keystroke Ctrl+L Ctrl+K Ctrl+Shift+Right Arrow Ctrl+Shift+Left Arrow Ctrl+Down Arrow Ctrl+Up Arrow Ctrl+Page Down Ctrl+Page Up Page 23

24 Appendix: ITC Keyboard Shortcuts (continued) Dictation Editor (continued) Other Shortcuts Function Display Normals Mark for QA Display Template Bookmarks Display ADT Editor Global Documents Keystroke Ctrl+N Ctrl+Q Ctrl+T Ctrl+Shift+A Ctrl+Shift+G Page 24