Fusion Dictate User Guide Version 9.0 Document and Software Copyright Dolbey Systems, Inc 2006

Transcription

1 Fusion Dictate User Guide Version 9.0 Document and Software Copyright Dolbey Systems, Inc 2006

2 Fusion Dictate Introduction Fusion Dictate is a Microsoft Window Application specifically designed to aide in Professional Audio Dictation. It has many functions and features that will increase productivity and ease of dictation. It has been designed to work exclusively with the Fusion Voice Dictation System. Security features, such as timed log-offs, passwords and encryption will help in maintaining today s and future security standards for professional dictation. Features at a Glance Integrates with the Fusion Voice Dictation System for User Profile setup and Application Log-in. Automatic File Transfer and routing capability for dictated audio. Configurable security, flow auditing, and encryption features. Integrated hardware support for many industry standard foot pedals and microphones, especially the Philips Speech Mike. Insertion of Audio Template Files, commonly known as Normal s. Integration capabilities with many of the common Legal, Medical and Engineering Information Systems on the market today. Available Audio Formats are compatible with Speech to Text Processing Engines on the market today. Ability to run limited audio file reports against the Fusion Voice Dictation System. Ability to listen to audio files on the Fusion Voice Dictation System. Ability to edit audio files on the Fusion Voice Dictation System. Due to continuous product improvements, specifications are subject to change without notice. Fusion Voice and Fusion Dictate are registered trademarks of Dolbey. Windows, Internet Explorer and.net are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Pentium, Xeon and Dialogic are trademarks or registered trademark of Intel Corporation or its subsidiaries in the United States and other countries. SpeechMike is a trademark of Koninklijke Philips Electronics NV. All other trademarks and trade names are the property of their respective owners. -2-

3 Fusion Dictate - Installation and Requirements System and Software Requirements Fusion Dictate is designed for use with many different types of computer systems. With this in mind, its setup and use is directly related to the hardware platform that it is installed on. To maximize this application s benefits and to achieve the highest level of productivity, it is recommended to use high-end audio and workstation technology. You will have to meet the following minimum PC hardware and software requirements before installing and using Fusion Dictate: Pentium Based PC Processor 850 MHz or above 512 MB of System RAM 500 MB Free Disk Space MS/Windows 2000, XP Operating Systems Microsoft Internet Explorer 6 or above with 128 bit Encryption PC Microphone, Philips Speech Microphone, or Headset Microphone Available 9-pin Serial or USB Port for Foot Pedal if support is desired. Network or Internet Connection Microsoft.Net Framework 2.0 It is recommended to have a high quality full duplex sound card installed in the system for use by the application. Embedded or chip-set sound cards do not always provide the needed feature sets for maximum audio performance. Note: Dolbey Systems Inc. reserves the right to change the minimum software operating requirements at any time. Please contact our technical support department directly for current minimum requirements. Dolbey Systems Inc. Technical support staff is available Monday through Friday between 8:00 a.m. until 5:00 p.m. Eastern Standard Time at Software Installation Fusion Dictate utilizes Microsoft s Windows Installer Technology. Simply insert your Installation CD in the CD-Rom drive of the computer and follow the simple, yet detailed instructions provided. Hardware Installation Instructions for installing the foot pedal and microphone are normally provided by the hardware vendor. Please follow these instructions and test the hardware according to the manufacturer s recommendation. Recommended Microphones Philips Speech Mike either USB or serial connection, bar code reader is optional. Recommended Foot Pedals Dolbey System s IN-25 or IN-USB models -3-

4 Quick-Start and Basic Usage First Time Connection Setup The first time the application is started a connection to the Fusion Voice Dictation System must be defined. You will require two pieces of information to define the connection. The server name or IP address of the Dictation System and the TCP/IP port that it is listening for connections on; this information can be acquired from your System Administrator. In most cases if the application detects that a connection is needed it will display the connection editor dialog (see Figure 3.1) before the login dialog. In order to set up a connection manually you must first click on the Options button located in the lower left hand corner of the Login Dialog. The dialog will expand giving you options to configure, define, or delete the connection information. An unlimited amount of connection may be defined to many different Fusion Voice Systems. There are three options for maintaining connections: Define New Connection this option will display the connection editor dialog (see Figure 3.1). Enter a name for the new connection, the Server Name or IP Address, and the IP Port in the appropriate field. If the connection being defined is a backup connection to a backup dictation systems check the this is a backup connection for a fault tolerant system checkbox. Click Ok to save your changes. Delete Current Connection this option will delete the currently selected connection. Configure Current Connection this option will allow changes to the currently selected connection. When chosen the connection editor dialog (see Figure 3.1) will be displayed. Click Ok to save your changes. Note: Further options such as hardware setup and audio file destinations may need to be configured in the application. Please see these sections for more information. Figure 3.2 Connection Options from Login -4-

5 Figure 3.1 Connection Editor Dialog -5-

6 Logging in to Fusion Dictate Figure 3.3 The Login Dialog Fusion Dictate requires each user utilizing the application to have a User Account or Profile defined on the dictation system they are connecting to. Each account will have a numeric id (and possibly a numeric facility code) and a password that will need to be entered to access the system. The Login Dialog will allow the user 3 changes to successfully log-in before the application terminates itself. Once logged in to the system the user s configuration parameters are retrieved and a quick check is made to see if the user has any Open (Incomplete) dictations on the system. If so a dialog similar to the below will be displayed (See Figure 3.4). Clicking Yes will open the Job s console and allow access to the Open Dictations. Clicking No will allow the user to begin dictating. Figure 3.4 Open Dictation Check -6-

7 Dictation Workflow Once successfully logged in the user may begin entering any configured demographic information such as Report Type or a primary identifier. After entry has been completed the user may begin dictating the audio file. When finished; selecting any of the End Job functions will automatically begin a new dictation; the workflow ensures the quickest method of continuous dictation with the least amount of user intervention. Normal Dictation Workflow is something like the below diagram: TIP: Due to the workflow design in order to exit the application it is best that the user ends the current dictation by asking the application to exit or to logoff, selecting its disposition and then letting the application shutdown/logoff normally; otherwise the user will need to hit the Escape key at any demographic dialog and then attempt to shutdown the application. -7-

8 Console Workflow When using the application via Job s Console access (see Figure 3.5 below) and performing editing or finishing of an incomplete dictation the workflow is somewhat different. The user will be taken back to the Jobs Console display until they either close the Job s Console window or terminate the application. Figure 3.5 Jobs Console -8-

9 Work Station Configuration and Options Many of the configuration options for the application will depend on the users profile settings on the Fusion Voice Dictation System. Option such as what demographics to prompt for between each dictation, the length of the prompts, special input parsing and seek intervals (FF or Rewind increments) are defined in the configuration group set for the user on the Fusion Voice System. Other Work Station related options are set from within the configuration dialogs in the program such as microphone type and mappings, External System Integrations and the defined audio-format. Software Configuration Dialogs Fusion Dictate is configured via the Configuration Menu Option from the Main Display Window. Right click on the menu button to the right of the Options Menu text to access the Configuration Menu dialog. Note: This option may be password protected and you may need to speak to your system administrator to access this function. Figure 1.1 Fusion Dictate Recorder Options Drop Down -9-

10 User Configuration Dialog Figure 1.2 User Configuration Tab All users who may use a particular station or instance must have an account on the server that the User may log in to obtain configuration information. The User Configuration Tab displays a dialog that will allow editing workstation based parameters for the currently logged in user. The first pane entitled User Audio Normal s allows configuration of the storage path where audio template files are stored as well as allows the user to remove or rename files in the selected path. Note that this may be a shared path accessible by all work stations or a local path on the current work station. By default this path is set to the applications Templates directory. -10-

11 The pane immediately to the right allows the configuration of the type of Seek that a rewind or FF function will perform. There are three types of selectable seek types detailed in the table below: Seek Type Single Seek Continuous Seek Proportional Seek Description Each button or Microphone click will rewind for the number of seconds defined in the Users Rewind Increment Settings in the Fusion Voice Server. Each button click will continuously rewind until a pause is encountered; for the number of seconds defined in the Users Rewind Increment Settings in the Fusion Voice Server, Each button click will continuously rewind until a pause is encountered, the rewind increment will proportionally increase for every quarter of a second that passes. This allows an ever increasing Rewind/FF increment. The rewind interval is tied to the users Rewind Increment on the Fusion Voice Server, Table 1.1 Seek Type Options SM Record Gain the SM Record Gain slider is used only with Philips Speech Mikes to set an individual record gain for the logged in user. The Gain will be set to the saved value every time a user logs in to the application. If the gain (slider set to 0) is disabled the application will use the current record gain settings under the standard Windows Multi-media controls. -11-

12 System Configuration Dialog The System Configuration Dialog allows setting the general path and system options for this particular instance of Fusion Dictate. Figure 1.39 System Configuration Options Within the Global Audio Options pane are several important configuration entries: Limit Audio Length of individual dictation moving the slider to the right will increase the limit of how long any individual dictation may be. This option is useful if the application is accidentally left in record for extended periods of time to limit the size of transferred dictations. The value displayed to the right of the slider is in seconds and indicates the maximum amount of recorded audio allowed. -12-

13 Enable Full Duplex Mode enabling this feature will allow the program to output specific tones when different operations take place. It is highly recommended that a Full Duplex Sound Device be used with the application when enabling this option. Tones are located in the applications Sounds directory and are provided during installation in the applications MIDI directory. Simply copy the file over to the Sounds directory to enable a specific tone. You may also create your own tones if desired. The table below lists the Function and the corresponding file name that will be played when the function is accessed: Function File Name Played when a record operation is entered record.mid Played when a dictation is ended or completed eol.mid Played at Seek (Rewind/FF) increments seek.mid Played when a PACS generated XML file is found operation.mid Played when an impression marker is set impression.mid Played when a user attempts an invalid operation error.mid Played when a dictation is set as Priority priority.mid Played when a new dictation is ready to begin ready.mid Played when The Beginning a a dictation is reached start.mid Played when the end of a dictation is reached end.mid Table 3.1 Functions and Corresponding Audio File Names The Destination File and Demographic Format drop down allows the selection of the destination audio file format. Fusion Dictate is able record files in several different audio formats as defined in the table below: Audio Format Name Fusion Voice Normal Quality Format Fusion Voice High Quality Format Fusion Voice Compatibility Format Fusion Voice\Fusion Text SR Format Table 1.2 Audio File Formats Description ADPCM OKI 8 KHz format. This format should be used when audio size is a concern. 8 KHz PCM format. This format is best used when voice quality for transcription is a concern. 8 KHz G.711 format. This format is compatible between the Fusion Voice and Fusion Text Systems. 64 KHz PCM format. This format is best used when audio files are to be submitted for back-end speech recognition. The Display Options pane allows configuration of the following application display functions: Main Demographic Display This entry allows free form entry of how the Main demographic display area of Fusion Dictate outputs demographic information. The entry is set up by using a comma delimited format variables. Fields and Variables must be separated by commas; \n may be used as a carriage return. Example: Format String: Name:,@text, \n, Report ID:,@ReportID, Report Type:,@ReportType Will display: Name: NA Report ID: Report Type: 12 Please review the appendix section Placement Variables for more information. Force Fusion Dictate to always be displayed as the Top Most Screen enabling this option will attempt to have Fusion Dictate always as the top window in the desktop display. Allow On Screen Status Display enabling this option will allow Fusion Dictate to place a text display of the current audio operation in the lower left hand corner of the desktop. See Figure

14 Table 1.40 On Screen Display -14-

15 External System Integration Note: Selection and use of external system interoperability within Fusion Dictate requires a license from Dolbey Licensing is based on concurrent usage on the dictation system. If a license is not available to the application then the below defined functionality will be disabled and an entry will be made in the application s log file indicating the inability to obtain a license once a user has logged in to the dictation system. Contact Dolbey Systems or your local dealer for more information. Figure 1.3 External System integration Tab The PACS System Integration tab enables Fusion Dictate to communicate with a PACS system, by writing information to a XML file for the PACS system to process or scanning for an information file about the next screen a PACS system may show. Several Vendors have submitted and agreed upon specifications for XML integration. Note that you will have to contact your PACS vendor to determine if this feature is supported. The supported vendors format may be selected with the drop down box. Trigger File and Path Checking the box will cause the program to wait until a XML file is found in the path defined in the Trigger File and Path entry. This file is then scanned and the demographics used to automatically populate and start the next dictation. You must type on the full path and file name for the trigger file. Note a valid vendor must be selected in the drop down above. -15-

16 Response File and Path - checking this box will cause the program to create an XML response file when the dictation has been completed. You must type on the full path and file name for a response file. Note a valid vendor must be selected in the drop down above. Note: Selecting the Trigger File and Path option will cause Fusion Dictate to run in Scan Mode until the PACS systems writes out this XML file. Scan mode is indicated by the appearance of a dialog box that indicates the application is waiting for PACS Data. Note: XML Format details for each vendor may be obtained from Dolbey Systems or the vendor in question. The Radiology System Interface Options pane enables connection to a database of the information system such as orders, patient data, order status, etc. Look-ups are based on the bar code or input in the Report Identifier field. Any SQL/ODBC compatible database storing HL7 records may be used for data lookup. There are three fields that must be successfully configured before the interface link may take place: Interface Connection String This is a standard Microsoft ODBC connection string. For connection information contact your database provider or network administrator. Stored Procedure or Query You may define a custom query (SQL) within this textbox to perform lookups based on your database format. Contact your database administrator or Dolbey Systems for detailed information. Query Display Format This entry will allow formatting and information display of query returns on the Fusion Dictate main screen. Each display and format field is followed by a / character. The format is defined as follows: 'FieldSep / OBRFieldID/ ORCFieldID/ OBXFieldID/ PIDFieldID/ PV1FieldID/ Display <TAG>@TAG/ Display <TAG>{Field Sequence}/ Display <Tag>/ Display <Tag> FieldSep HL7 Field separator character. This is normally a pipe. SubFieldSep HL7 sub-field separator character. This is normally a caret ^. OBRFieldID field number of the OBR segment stored in the Database. ORCFieldID field number of the ORC segment stored in the Database OBXFieldID field number of the ORC segment stored in the Database PIDFieldID field number of the ORC segment stored in the Database PV1FieldID - field number of the ORC segment stored in the Database Zeros indicate that a segment should not be processed (return information from the query). Spaces are not allowed within this definition block but may be used for formatting later with the Display Tags. Example: /^/0/0/0/11/0/Medical Record: <PID19>@Defuser0/ Name: <PID5>{1}/, <PID5>{0}/Account: <PID18>/ ExternalID: <PID3> Notice that the Display Option will only process information from field 11 of the database; this happens to correspond with the PID field in that database. Display This indicates a text display along with the data. Normally this will display a field name, such as Patient Name. Example: Name: <PID5> <TAG> - This is the HL7 segment tag. See the Appendix for a table of HL7 tags. Tags follow the segment name and field number format such as <PID1>. Each tag corresponds to a parsed segment This tag will input the returned query information into one of the available information fields in a single Fusion Dictate audio file. Example: If you wished to set an account number in the demographics of the current dictation you would simply type <OBR1>@Account; this will place the account number of the returned query into the Account field of the current dictation. {Field Sequence} The number between the brackets will display the sub-field of the currently selected HL7 field identifier. Example: To return the patient s last name from a query you would type <PID5> {1}; this returns sub field 1 of field 5 of the PID segment. Powerful and informational displays can be built with the field formatting tools. What information to display and include with each dictation depends on the requirements of the individual department. -16-

17 Microphone Configuration Tab The Microphone Configuration tab allows customization and addition of available hardware such as microphones and foot pedals that Fusion Dictate may utilize. The Select Microphone drop down menu allows selection of the different types of custom microphone that Fusion Dictate supports: Generic Microphone This is the Generic Microphone that is shipped with most multi-media computers. It may be utilized, but in general it will not produce stellar results for a dictation application Philips Speech Microphone(s) This setting will enable Philips Speech Mike support for all models, including bar code, serial, and USB. Headset Microphone This setting will optimize the system for use with a head-set microphone. The Prevent Microphone Clipping on Low-end sound cards check box enables special checks and timers within the application to help prevent clipping and audio problems on some low-end sound cards. Figure 1.4 Microphone Configuration Tab -17-

18 Figure 1.5 Microphone Key Function Display The Philips Speech Mike Button Configuration pane allows mapping of button functions to the built-in buttons on the Philips Speech Microphone. To change the function of a button, you may simply click on the button in the picture. This will bring up a dialog listing that displays mappings available for assignment. Clicking on a mapping in the list will assign this function to the button. The Button Up and Button Down radio buttons allow you to select whether a button press or button release enables the function. Figure 1.6 Function Map Window -18-

19 The table below details the operation that each of the selectable function maps perform: Function Name Pause Play Record Rewind Fast Forward Toggle Record mode Next Dictation Insert Audio Template Priority No Operation Next Dictation Same Report Type Next Dictation Same Report ID Bring to Front Delete Current Dictation Send Key Set Impression Show Console Save Incomplete/Open Edit Demographics Toggle PACS Mode Toggle Record/Pause Description Pause the current dictation. Play the current dictation from the current position. Record Audio into the current dictation. Seek backward in the current dictation. Seek Forwards in the current dictation. Toggle the current record mode. The mode can be changed between record over-write and record insert. Complete and send the current dictation to the dictation system. Insert a predefined Normal Audio file in to the current dictation. Toggle the Priority of the current dictation. Do nothing. Complete and send the current dictation to the dictation system. The same Report Type will be used for the next dictation. Complete and send the current dictation to the dictation system. The same Report ID will be used for the next dictation. Attempt to force the Fusion Dictate Application to the Front of the Display. Delete the current dictation and do not send it to the dictation system. Send the defined Keys to any window that has focus. See the Send Keys Table at the end of this document for a list of non alpha and numeric keys. Set the Dictation Impression at the current position in the dictation. Will end the current dictation and take you to the job console where you may edit or listen to dictations depending on permissions. Complete and send the current dictation to the dictation system but flag it as Open (not ready for transcription). Display the Edit Demographics dialog for the current dictation. Toggle the PACS Mode configuration on and off. Perform a Record Latch function. -19-

20 Table 1.3 Function Map Definitions Foot Pedal Configuration Tab In the Pedal Configuration tab, you may configure your USB, Generic Serial, DAC USB and DAC Serial foot pedal to work with Fusion Dictate. For the Generic Serial or DAC Serial select which COM port this pedal is connected. Like the Speech Mike, the pedal functions when pressed and released may also be mapped. The procedure is the same just click on the pedal and double-click the feature you wish to use. Figure 1.7 Pedal Configuration Tab -20-

21 Audit Trail and Security Options Dialog Figure 1.7 Audit Trail/Security Tab The Audit Trail and Security tab allows you to view and configure the current security options for the workstation. The Program Security Options Pane allows configuration of many of the built-in security options in Fusion Dictate. Enable Configuration Password Clicking on this option and typing in a password will lock out the configuration options of the program from the casual user. Allow Access to the Jobs Console This option turns on or off the ability for anyone using this work station to access the jobs console. Allow Editing of non open Jobs from the Console This option turns on or off the ability to do any editing of a job once it has been marked as complete. Note you can still edit your open jobs even if this option is turned off. -21-

22 Allow Listen (Play-back) Access of audio from the Console This option turns on or off the ability to listen (Via Fusion Dictate) to dictations that have already been done. You can still see the Jobs Console and if dictations have been done, you just can not listen to them. Allow Author Direct Routing to Transcriptionist This option turns on or off the ability to special assign your dictation to certain transcriptionists. Also referred to as Routing. When a dictation is routed to a particular transcriptionist, they are the only one who can type that dictation. The Audio Archive Options pane allows configuration of audio file archival and how long the files will remain on the work station: Path to Dictation Archive Directory this entry defines the local path where archived dictations are stored. You may use the Directory Picker button at the right of the entry to easily select a destination folder. Number of Days to Store Archive Files this defines the number of days an archived dictation is stored on the local workstation. Sliding to the right increases the number of days to a maximum of one year. In order to save disk space it is recommended to set this option as low as possible. Archive Encrypted Files Only when this option is checked only encrypted files will be archived to the defined directory. Log Current User Off after X minutes This will log the current user out of the instance of Fusion Dictate and save any current dictation as open once the program detects X minutes of in-activity. Inactivity minutes can be from 1 to 120 minutes. This is useful in the event a workstation is left logged in, as unauthorized personnel will not be able to use the station or create/play any dictations on the system once the timeout interval has expired. File Signature Data To enable File Signature s simply type in a phrase or signature tag to the supplied input box. This is commonly used to save the work station name that a dictation was created on. Each audio file that is created will have this data embedded into it. There is a 75 character length limit to what can be embedded. This option supports the following signature tags: [PID] The programs unique program identification code. This useful in determining where a dictation may have originated from. It is written in the following format PID: <identifier>. [UNI] The audio files unique identification code. This code is guaranteed to be unique to that specific file across all instances of Fusion Dictate. It is written in the following format UNI: <identifier>. [TMP] The name of the all Audio Template s that were inserted into a dictation. It is written in the following format TF: <Template Name> <Template Name>. Individual templates are separated by the pipe character. Note this option works while creating DVI style files or PCM Wave/Text demographics style files. -22-

23 VIS Station Configuration Please review the documentation that was shipped with your VIS Station for configuration options. Figure 1.10 VIS Station Configuration Tab The VIS Station Configuration tab allows the user to configure the rows of buttons on the bottom of the station for additional functionality relating to Fusion Dictate. The station may be programmed to perform motion control functionality on a single button press. Please review table 1.3 Function Map definitions for a description of the available function assignments. There is one special function available for the VIS station only; this is the Entry function. When selected a dialog will be displayed allowing the user to enter a sequence a characters that will be sent to Fusion Dictate on pressing the configured button. This is useful of the buttons are to be used for demographic input during the normal course of dictation. -23-

24 The Main Screen Display Figure 1.11 Fusion Dictate Recorder Main Screen The graphic above depicts the Main Screen of Fusion Dictate. The screen is divided into several regions to provide an at a glance display of current program statistics and operations. The first region is in the upper left corner and extends over three quarters of the display horizontally. The first line in this region displays the important demographics of the current dictation. Items displayed in this window can be configured via the Display Options Main Demographic Display entry. Figure 1.12 Main Demographic Display The second region is immediately below the Function Command Buttons and represents the Information System (RIS) query display area. This display shows demographic information about the current dictation after being interfaced to the RIS database. See the Main Screen Display Format in the Configuration Dialog for more information on how to customize this display. Note: This information will only be shown when a valid connection has been made with the RIS database. -24-

25 Figure 1.13 Main Display with Query Results Immediately below this region is the Audio Progress Bar. The red shaded area of the progress bar indicates audio that is behind the current position pointer. The grey area of the progress bar indicates audio ahead of the current position pointer. The middle of this bar displays the position in approximate percentage of the entire audio. Figure 1.14 Audio Progress Bar Note: By clicking on this bar, the current dictation position can be quickly changed to any point within the audio file. Clicking at the one quarter point will set the current position pointer to about 25% of the currently recorded audio. Figure 1.15 Control Buttons Below the Audio Progress bar are the familiar tape recorder display buttons common to most recording machines. The buttons are defined and labeled as follows: Home Jump immediately to the beginning of the current dictation. Rewind Play Rewind into the current audio. Note: Fusion Dictate taskbar icon will change to the color green when this button is used. Play audio from the current position. Note: Fusion Dictate taskbar icon will change to the color brown when this button is used. -25-

26 Pause Stop any current audio operation. Fast Forward (FF) Forward into the current audio. Note: Fusion Dictate taskbar icon will change to the color green when this button is used. End Jump immediately to the end of the current dictation. Record RW/FF Rate Open Jobs Table 1.5 Control Button Definitions Record at the current audio position. The record action of this function is determined by the current recording mode. Note: Fusion Dictate taskbar icon will change to the color red when this button is used. The RW/FF Rate plus and minus buttons let you adjust how fast or slow your rewind and fast forward moves. This is just for your current setting, if you need it changed permanently this must be done via the users setting on the server. The Open Jobs notification lets you know that you have dictations that are open and will be open until you close them. To access your open jobs, click on the Lock Icon. Note: The operation of the fast forward and rewind functions is determined by the rewind/ff seek settings in the configuration dialog and settings on the Fusion Voice Server. Note: Fusion Dictate also replicates these functions by allowing you to map these function to a Philips Speech Microphone or foot pedal. See Microphone and Pedal Configuration in the Configuration Dialog documentation. This section also contains the Current Audio Position and Total Recorded Audio. This displays the two values in minutes and seconds. Figure 1.16 Status Display Region The last display region which is on the right hand side of the main window displays current audio operations and audio state. The following information is displayed: Priority - When this display changes to red, the current dictation has been marked as a priority. Record Overwrite When this display is high-lighted while in record, the current recording mode is set to Record Overwrite. Record Insert When this display is high-lighted while in record, the current recording mode is set to Record Insert <Audio Operation> - The current audio operation is displayed, such as Record, Rewind, Home, etc. -26-

27 Options drop-down Menu Figure 1.17 Options Drop-down Menu Configuration This menu option displays the Configuration Dialogs. Quick View This menu option will display the audit trail for today s dictations on this instance of the program. Edit Demographics This will allow manual editing of demographics for the current dictation. This option is useful if a bar code is miss-scanned or if additional information needs to be added to the current dictation. It also is beneficial if the demographic information for a patient is not available through the RIS at the time of dictation. Display Help Display this Help File. Display About Display Program Version and About Information. Log Out The menu option will log the current user out of the program once the disposition of the current dictation has been determined. Exit Program This menu option will log the current user out of Fusion Dictate and then terminate the program. -27-

28 The Toggle Priority Button Figure 1.18 Toggle Priority Button Clicking on "Toggle Priority" button will allow you to toggle the priority status of the current dictation. The priority status is saved with the current dictation s demographics. You will see the word Priority show up under the counter when a job has been marked as priority. To take the priority off, click the Toggle Priority button again. This feature can also be mapped to a Speech Mike or VIS Station button. You must have permissions on the server to set jobs priority for this function to allow you to mark a job Priority. -28-

29 Normal s Drop-down Menu Clicking on this menu option will display the normal s (also known as templates) pick-list window to allow insertion of any pre-recorded audio templates. Clicking the menu button to the right of the text will display the following sub menus: Figure 1.19 Normal s Drop-down Menu Insert Normal This will display the Audio Template pick-list. Clicking on one of the Templates will insert this audio file into the current dictation at the last position paused. Audio Template Files created in one audio are not compatible with Audio Files created in another format. If this inconsistency is detected the application will warn the end user Figure 1.20 Audio Normal Selection Dialog -29-

30 Save Current as Normal This will save the current dictation as an audio template or normal that can be used in the future. You will be prompted for a friendly name for this normal. The current dictation may then be completed. It is advisable to name the normal something that is easily identifiable to its purpose, i.e. chest x-ray. This normal is then saved under your directory, but it can also be made accessible to all authors if you save it in a network folder. If you do not wish to send the normal recorded to the dictation system simply choose the Delete Current Option. Figure 1.21 Audio Template Description Dialog -30-

31 The Next Menu Figure 1.23 The Next Menu There are several options available to determine the routing and disposition of the current dictation. Clicking Next Menu This will save the dictation as complete, use the default routing to process the current dictation and begin the next job. New Dictation Same Report Type The current dictation will be saved as complete and the next dictation will only prompt for a report identifier, preserving the report or work type. This is useful when reading only one type of report or exam. New Report Type Same Report ID The current dictation will be saved as complete and the next dictation will only prompt for a report or work type. This is useful when reading multiple studies on one patient. New Same Report ID Same Report Type The current dictation will be saved as complete and the next dictation will contain the same Report Type and Identifiers. Save and Route To The user will be prompted with a dialog that contains a list of transcriptionists, after the user selects the transcriptionist they want to Route their work to, it will be saved as complete, and will only be available to be typed by that transcriptionist. Routed work can not be edited while it is routed. Save as Open The current dictation will be saved as Open for the current user. It will sent to the Fusion Voice Server with an Open Status and may be later retrieved. Jobs must have more then 1 second of audio to be eligible to be stored as open otherwise they will be erased. Delete Current The current dictation will be deleted (erased). -31-

32 Determine Dictation Status Dialog Figure 1.24 Status Dialog When you request certain functions or a shutdown/logout of the program, Fusion Dictate needs to know how to save the disposition of the current audio file. This dialog gives you four options to choose from: Click to Save the Current Dictation as Completed Click this button or use the ALT-C key combination to save the current dictation as completed. This will complete the audio file and allow the transfer daemon to route it to its defined destination. Click to Save the Current Dictation as Open Click this button or use the ALT-O key combination to save the current dictation as Open. This allows the user to retrieve this dictation from the server and finish (complete) it at a later time. Click to Discard the Current Dictation Click this button or use the ALT-D key combination to discard the current dictation. The dictation will be erased. A confirmation dialog is displayed to ensure that accidental erasure does not take place. Click on the X in the upper right corner to cancel the current dialog and return to the Fusion Dictate Application. -32-

33 The Jobs Console Figure 1.25 The Jobs Console The Jobs Console allows a validated user of Fusion Dictate to access job listings, edit and listen to jobs on the Fusion Voice System. Note that access to jobs may be constrained by security restrictions on the Fusion Voice System. The console consists of two main areas: Results Grid The Results grid is located at the top of the screen and will display the results from your most recently executed search. The user can sort these results by clicking on the header of the desired column. To sort a column in descending order, simply click on the column twice. The width of the columns can be adjusted by positioning the mouse pointer over the line between two columns, clicking the left mouse button and dragging the column border to a width that is suitable. The user may also reposition columns by clicking on the column header and dragging then into the position desired. -33-

34 To perform management operation on one or more jobs, select the jobs that you would like to manage, and select an action from the Tool-bar or right click on the results grid for the context menu. To copy information from the Job View screen to another program, Highlight the jobs whose information you want to copy then use the standard Windows Copy and Paste commands (Ctrl+c, Ctrl+v). -34-

35 Jobs Console - Filter Panel Figure 1.26 Filter Panel The filter panel criteria tab allow the user to specify the conditions that must be met for a dictation job to be returned in any search results. The tabs are normally hidden when viewing or otherwise working with a report. The tabs are also not displayed when viewing a pre-defined report. To display this panel when not visible the end user may press the F9 function or select the appropriate Tool-bar or Context Menu item entitled Toggle Filter Panel. In order to view a subset of dictation contained within the system the end user would enter criteria to ask the system to match upon. For example, if you enter 125 in the Author ID field and press the Apply Filter button, the grid will populate with all jobs that were dictated by the user with the ID 125. Any fields that you leave blank are not used in constraining your search. If you fill in multiple fields in the criteria filter, all of the conditions must be met for each job if the job is to be returned in your search results. For example, if you enter 125 in the Author ID field and 1-2 in the Report Type field the grid will only display jobs that were dictated by the user with the ID 125 and having a Report Type of either 1,2, or 3.. The View Filter Settings tab allows you to specify standard filter criteria for your search as well as limit your search by date ranges and Job States. Please see the Fusion Filter Language section for more details about search criteria settings. Note: A console search will only return the top 300 matching jobs for a specific search from the Dictation System. It is recommended that you enter as much detailed information (narrow the search) about the dictations you are looking for to ensure that all matches are returned. -35-

36 Jobs Console: View Filter Settings Tab Note: Note that dependent on system configuration some of the field names may differ on individual systems. Contact your system administrator if you are unsure of the definition or of information within a field. The Jobs Console View Filter Settings tab contains the following text fields for specifying search criteria: Field Ref Num. Author ID Report Type Report ID Facility Department Organization Description Matches against the jobs reference number. This is a numeric only field. Matches against the ID of the user who dictated the job. This is a numeric only field. Matches against the report type of the job. This is a numeric only field. Matches against the report ID that corresponds to the job. This is an alpha-numeric field that requires an exact match entry. Matches against the facility that the job was dictated at. This is a numeric only field. Matches against the department of the user who dictated the job. This is a numeric only field. Matches against the organization of the user who dictated the job. This is an alphanumeric field that requires an exact match entry. Table 1.6 Primary Free Form Report Criteria Fields To the right of these text fields is the Begin Date area. This area allows you to constrain your search results to a particular date range. The numeric fields on this screen support Fusion Filter Statements. For more information on using Fusion Filter statements to specify advanced criteria, see the chapter titled Fusion Filter Statements. More details on these fields and their use are explained in the table below. Field Begin Date Description The beginning of the date range that you would like to search. You have a choice between using a relative date, or a static date by clicking on the tabs labeled Relative Date and Static Date. A static date and time is a precise date and time. For example, January 21, :21 is a static date and time. A relative date is defined relative to the current day. For example, 5 days ago is a relative date and time, because the date and time that you are specifying depends on the current date and time. Table 1.7 Date and Time Report Criteria Fields Relative Dates are useful so that the date range need not be constantly changed by the end user. -36-

37 Below the date criteria area are lists of checkboxes that allow the user to specify additional criteria for a search. Each of the checkboxes represents a property or state that a job may or may not have. These checkboxes can be disabled, checked or unchecked. To check a field simply click in the check-box, to uncheck perform the same action. In order to set a field to disabled Right Mouse Click over the selected check box: If you leave the checkbox in its initial disabled state, the field will not be used in determining which jobs are returned in your search results. To set the checkbox to the initial disabled state, you will need to rightclick on the checkbox. Un-checking the box is not the same as disabling it, as you will see below. If you check the checkbox, your search will only return jobs that have the property that you have checked. If you uncheck the checkbox, your search will only return jobs that do not have the property that you have checked. Table 1.8 Job State Criteria Fields The following checkboxes are available for defining your search criteria by Job State: State Field Transcribed Priority Released Author Held Review Wait Description Checking this will constrain your search to contain only jobs that have been transcribed (Typed or Corrected). Un-checking this will constrain your search to contain only jobs that have not been transcribed. Checking this will constrain your search to contain only jobs that are marked priority. Un-checking this will constrain your search to contain only jobs that are not marked ready. Checking this will constrain your search to contain only jobs that have been released by a reviewer (QA). Un-checking this will constrain your search to contain only jobs that were either not reviewed, or are being reviewed and have not yet been released. Checking this will constrain your search to contain only jobs that are being held open by an author/dictator. Un-checking this will constrain your search to contain only jobs that are not being held open by an author/dictator. Checking this will constrain your search to contain only jobs that are awaiting review. Un-checking this will constrain your search to contain only jobs that are not waiting for review. -37-

38 Fusion Voice Filter Language Overview In the filter criteria areas of the Jobs Console, you are prompted to enter values into fields for the purposes of searching for dictations. Beyond accepting a single value, these fields also accept advanced entries through use of the Fusion Voice Filter Language. Using the Fusion Voice Filter Language, you can build a text sequence to be entered into a field that describes a list or range of values that you would like to use for the field. In the Filter Criteria areas of both the user and job view tabs, this feature allows you to execute a single search that includes several possible values for a single field. A Fusion Voice filter statement is a set of terms separated by commas that include all of the values that you would like to specify for the field. Terms include the following four types: Term Example Description Value (Single Expressions) 10 A single numeric value. Finite Range (Range Expressions) A range of values, written as two numbers separated by a hyphen. The example includes all values from 15 to 30. The logic in the filter will be based on the data type for the field you are searching on. Fusion Voice offers types of fields, numeric and alphanumeric. Numeric Fields include Author ID, Transcriptionist ID, Report Type, Department, and Facility. All other fields are alpha numeric. Numeric range example would be the 15 30, would return anything with a value of 15, 16,17,18.29,30. An example of a range you would use on an alphanumeric field is ABR ACB. This would return ABR, ABS, ABT, ABU, ABV.. ABZ, ACA, ACB. With this in mind typing 1 12 in an numeric field would return all items between 1 and 12 numerically while typing this into an alpha field would return anything alphabetically between 1 and 12 such as 1, 11, 111, 1112, 119, 12. Infinite Range (Limiting Expressions) >30 An infinite range of values written as being less than or greater than a certain number. You can use the greater-than (>), less-than symbols. The example includes all values greater or equal to then 30 Table 1.9 Filter Expression Types These terms can be combined into a single statement by separating each term with a comma. In the simplest case, these terms are individual values. For example, entering 1,3,8 into the department field of the job search criteria area and clicking Apply Filter would return all jobs that are by either department 1, department 3, or department 8. In more advanced statements, you may use ranges to include large groups of adjacent values. For example, entering 1,5-10,>15 into the department field of the job search criteria area and clicking Apply Filter would return all jobs with a department of 1, all jobs with a department between 5 and 10, and all jobs with a department that is greater than 15. Entering 1,5-10,>15 into the department field of the configuration group editor would cause users in that configuration group to only be allowed to create jobs that are in department 1, between department 5 and 10, or in a department greater than 15. You can mix and match the terms in any combination that you need.

39 Jobs Console -View Menu Figure 1.28 Jobs Console View Menu The View Menu contains several useful pre-defined reports that may be selected. The application will automatically fill in matching Filter Settings to return results matching the report. There are 4 pre-defined reports: Report Name View My Open Dictations View My Dictations from the Last 24 Hours View My Dictations from the Last 8 Hours View My Dictations from the Last 7 Days Description Returns a listing off all current jobs on the system that are in an Open or Author Held state for the currently logged in user. Return a listing of all job s on the system that were dictated within the last 24 hours from the present time for the currently logged in user. Return a listing of all job s on the system that were dictated within the last 24 hours from the present time for the currently logged in user. Return a listing of all job s on the system that were dictated within the last 24 hours from the present time for the currently logged in user. Table 1.10 Pre-Defined Report Entries -39-

40 The View Menu also contains the following menu options: Menu Options Customize Columns View Symbol Legend Toggle Filter Panel View (Hot Key = F9) Refresh View (Hot Key = F8) Description Displays the Customize Columns Dialog. See the Customize Columns section for further details. Note that column settings are preserved once set via this dialog. Shows a window which details the meaning of the first columns icon display (job states). When jobs are in certain states they may not be played or edited. See the Symbol Legend Dialog section for more details. Toggle the Filter Panel display. Refresh the current job listing from the Fusion Voice Server. Table 1.11 Additional View Menu Entries -40-

41 Symbol Legend Dialog Figure 1.30 Symbol Legend Window The Symbol Legend Dialog displays a symbol key relating to the! or Status Column available in the results grid. These symbols denote the current status of an individual dictation as detailed in the table below: Figure 1.12 Symbol Legend Window Symbol Text Completed Completed Priority Transcribed Transcribed Priority Q/A Review Wait Routed Checked Out Transcribe Hold Author Hold Archived Exported Access Denied Description The job has been dictated and is awaiting transcription The job has been dictated and is flagged Priority. The job has been transcribed. The job has been transcribed and is flagged Priority. The job is awaiting review (QA). The job has been routed to a Transcriptionist or QA person. The job is currently checked out for transcription or QA. The job is being held by the Transcriptionist. The job is being held by the author. Only the author who marked the job as held may access it. The job has been archived (purged), and its audio file is no longer available on the Fusion Voice system. It can be managed and reported on, but is no longer available for listening. The job has been exported from the Fusion Voice system. The job is locked. -41-

42 Customize Columns Dialog Figure 2.1 Customize Columns Dialog The customize columns dialog allows you to choose which information will be displayed in the results grid after you execute a search. This dialog is reached by clicking on Customize Columns under the View menu or may be selected from the results grid context menu. On the left is a list of available columns, on the right is a list of columns that you have chosen to see in your results: To add a column to the list of results that will be displayed, click on the column in the Available Fields list. Then click on the Add button to move this item to the Displayed Fields list. You may also double click on an entry to immediately move it to the Displayed Fields. To remove a column from the list of results that will be displayed, click on the column in the Displayed Fields list. Then click on the Remove button to move this item back to the Available Fields list. You may also double click on an entry to immediately move it to the Available Fields. Once you have selected the columns that you would like displayed, you can highlight them on the Displayed Fields list, and use the Move Up and Move Down buttons to re-order the columns to your liking. It is also possible to click and drag a column in the results grid to the place you would like it to be without using this dialog. The align-data radio buttons will force the selected choice of alignment for the column. The width of each column may be set by selecting it from the Displayed Fields list and entering the width in pixels in the Column Width field. You may also set the column width directly from the results grid by dragging the column header to the desired width. The Display Format area allows each column to have an individual format set for display purposes. Format types are as followed: Date Display Formats: d standard date and time display df long date and long time display df long date and short time display dr UTC corrected time display Time Display Formats: ms standard display md minutes:seconds display (no zero pad) -42-

43 mn decimal minutes display (no zero pad) mzd minutes:seconds display (zero padded) mzn decimal minutes display (zero padded) The Freeze Column check box will freeze the selected column and any preceding columns in the results grid display. This is useful if you wish to always display some type of job identifier even while scrolling to the end of a display row. -43-

44 Jobs Console - File Menu Figure 1.31 File Menu Options The file menu contains 2 options for closing the Jobs Console Window. The Exit and Return option will return the user to the main window of the Fusion Dictate application ready to start a new dictation. The Exit and Quit option will exit the Fusion Dictate application and log the user off of the Fusion Voice Server. Clicking the standard Close Window X will also return the user to the Fusion Dictate main window ready to start a new dictation. -44-

45 Jobs Console - Results Grid Figure 1.32 Filter Panel and Result Grid The Results Grid will display the results of a Pre-define dot user defined search in an easy to read tabular format. Many informational items about a dictation can be read from the results grid such as the current job state, the primary identifier of the dictation and any of the other 40 or so fields of information that the Fusion Voice Dictation System tracks with each job. Note: A console search will only return the top 300 matching jobs for a specific search from the Dictation System. It is recommended that you enter as much detailed information (narrow the search) about the dictations you are looking for to ensure that all matches are returned. -45-

46 Results Grid Context Menu Figure 1.33 Result Grid Context Menu The results grid context menu as well as the application tool bar allows access to the following application functions: Entry Name Listen to Selected (Hot Key = F2) Edit Selected Job (Hot Key = F3) Print Current (Hot Key = Ctrl+P) View Symbol Legend Customize Columns Description Selecting the Entry will cause the application to download the currently selected job in the Results Grid and load it into the built in player application. Only one job at a time may be retrieved for Listen or review access. See the Results Grid Mini-Player for more information. Selecting this entry will download the selected job (if it is eligible) and load it into the main Fusion Dictate application for audio editing. Jobs that have been transcribed or locked may not be edited. Only dictations belonging to the currently logged in user can be retrieved for edit. Selecting this entry will print the contents of the results grid. Selecting this entry will display the Symbol Legend dialog. This dialog explains the corresponding jobs states that are displayed in the! column of the results grid. Selecting this entry will display the customize columns dialog. Table 1.13 Result Grid Context Menu -46-

47 Results Grid Double Click Menu Figure 1.33 Result Grid Double Click Menu The results grid double click menu as well as the application tool bar allows access to the following application functions: Entry Name Listen to Selected (Hot Key = F2) Edit Selected Job (Hot Key = F3) Complete Open Job Cancel Description Selecting the Entry will cause the application to download the currently selected job in the Results Grid and load it into the built in player application. Only one job at a time may be retrieved for Listen or review access. See the Results Grid Mini-Player for more information. Selecting this entry will download the selected job (if it is eligible) and load it into the main Fusion Dictate application for audio editing. Jobs that have been transcribed or locked may not be edited. Only dictations belonging to the currently logged in user can be retrieved for edit. Selecting this entry will Cause the open job to be completed, it will not be opened for edit, it will just be removed from your open list and sent to the server for transcription. Will take you out of the double click menu. Table Result Grid Double Click Menu -47-

48 Results Grid Mini-Player When the Listen Option is selected from the Tool Bar or Context Menu the Jobs Console will contact the Dictation System and securely download the currently selected entries audio file to be played back. The file playback can be controlled in the Mini-Player tool-bar as shown below: Figure 1.35 Listen play-back The Mini-Player tool-bar has buttons to rewind (Hot Key Alt, left arrow), pause (Hot Key Alt, down arrow), play (Hot Key Alt, up arrow), fast forward (Hot Key Alt, right arrow), and exit. Clicking on the audio progress bar will change the current dictation position to any point in the audio file. Clicking on the audio progress bar above the arrows will allow you to move quickly to the any position of the audio file. Only one file from the results grid can be listened to in the Mini-Player at any given time. -48-

49 Editing Jobs from the Results Grid Jobs may be loaded into the Fusion Dictate Recorder to edit them or to change their open status. All jobs edited in this manner have corresponding audit trails on the Fusion Voice Dictation system indicating that they have been changed by their author. The ability to edit any jobs depends on 2 rules: The author that created the Job must be logged in to the Fusion Dictate application. Authors are not permitted to edit other dictator s audio files. Any attempt to edit a job by another author will cause the application to display a dialog advising them that the selected job is not eligible for edit. The current state of a job is Completed (Green/Red Flag) or Open (Green/Red Flag and Lock Icon). Jobs that have been transcribed, are currently being transcribed, routed for review, exported or locked by another user may not be edited. When a Job in the results grid is selected for edit the Dictation System is first polled to see if the job is still eligible for edit. If so the job is locked and checked-out to the author currently logged in to Fusion Dictate. Once the job is locked it is transferred in a secure fashion to the Fusion Dictate application; this can take up to several minutes on a slow connection with a very large audio file. Once the job is retrieved it is loaded in to the Fusion Dictate recorder and Job s Console is hidden. When the job is completed (Next Job command) the console is again displayed if the user wishes to make further edits. -49-

50 Transfer Daemon Operations The Transfer Daemon The Transfer Daemon is a background process that is responsible for moving or routing dictation and demographics to a pre-defined destination. Transfer Daemon Functions Dictation Archival and Periodic Archive Maintenance The daemon will scan the Dictation Archive directory on the system and remove any files that are older than the defined interval in days. This scan is performed once at program start-up and then every 15 minutes. Dictation Encryption The daemon will encrypt all dictations before a transfer or move is attempted. Dictation Transfer Once a route is defined in the System Configuration dialog, the daemon will attempt to automatically route files based on the first route defined in the list. If the Route Alternate menu option is chosen, the current dictation will be transferred according to the route selected from the pick list. The daemon is designed to move files automatically. It is worthy to note that the daemon only routes one file at a time. On a slow network connection, it is possible that the daemon may become back-logged by a few files. If Fusion Dictate is shutdown while the daemon is processing a file, the Transfer Daemon will attempt to remain active until the current file is transferred to its destination. Any left-over files will be moved when the program is re-started. In normal circumstances, this should not be a problem or even noticed by the user. Transfer Daemon User Interaction The daemon is normally minimized to the system tray area (Red and Gray Icon ). It is possible to view current activity by clicking on the icon once which will open the main display window. Conversely, clicking on the Hide Display button will return the daemon to the system tray. Figure 1.36 Normal Status Window -50-

51 If the daemon encounters some form of error during a transfer, it will ask for your intervention by displaying the following Transfer Daemon dialog: Figure 1.37 Error State Status Window The dialog will give you a yellow flashing message that will direct you to review the transfer log(s) for details. Anytime an error occurs the Transfer Daemon dialog box will pop up, unless you enable the check box for Disable Auto Pop-up. Note: If the check box for Disable Auto Pop-up is enabled then you will receive no notification of files not transferring. The Transfer Daemon will attempt every 15 minutes to try to transfer the files again. -51-

52 Appendices Application Hot Keys Fusion Dictate Recorder Hotkeys The following Program Hot Keys (shortcut keys) have been defined to use when Fusion Dictate Recorder is the focus program: Function New Dictation Save as Open Edit Demographics Exit Program Insert Normal Toggle Record Mode Toggle Priority Mode Log out Show Jobs Console Hot Key F1 F2 F4 ALT & F4 F5 F6 F7 F10 F11 Table 2.1 Recorder Hot Keys Fusion Dictate Jobs Console Hotkeys The following Program Hot Keys (shortcut keys) have been defined to use when Fusion Dictate Jobs Console is displayed: Function Listen to Selected Edit Selected Print Results Grid Exit Console Refresh Results Grid View Show Filter Panel Help Hot Key F2 F3 Ctrl + P ALT & F4 F8 F9 F1 Table 2.2 Job Console Hot Keys -52-

53 Fusion Dictate Configuring User Defined Demographic Dialog Displays A Listing of Selectable Report Type Identifiers and Report IDs can be displayed in the Demographics Pop up display. With this listing the user can use the mouse to select from the list what Report Type Identifier and what Report ID they want to use instead of manually typing in the numerical value. The list is configured by creating text files that have an identifier and corresponding English language display item. When the display item is selected the identifier is automatically populated in to the current dictations demographics. Report Type Identifier Pick List To create a Report Type Identifier List to pick from, you must create a "wkdisplay.dat" file. You can create that file in notepad in the following format: <Work Type#>~<Work Type Name><Carriage Return> Example: 1~History and Physical 2~Pysch Case Studies 3~Letters Figure 2.1 Report Type dialog with Pick List As you can see from the above screen, the users now will automatically have a list of Report Type Identifiers to choose from. Note: The - s should not be used in Work Type Names in for them to display correctly. You must use the "~" instead of "-" when creating a wkdisplay.dat file. -53-

54 Report ID Pick List To create a Report ID List to pick from, you must create a "scint.dat" file. You can create that file in notepad in the following format: <Report Identifier>~<Report ID Data><Carriage Return> Example: ~Ross Geller, Mr ~Charles Darwin ~Julio Rodriguez Figure 2.2 Report ID Dialog with Pick List As you can see from the above screen, the users now will automatically have a list of Report ID to choose from. Note: The - s should not be used in Schedule Names in for them to display correctly. You must use the "~" instead of "-" when creating a scint.dat file. Note: The wkdisplay.dat file and the scint.dat file must be stored in the Fusion Dictate directory before this feature can be used and before the Fusion Dictate is started. A Pick List can be useful if used in conjunction with Scheduling or some other type of work generating software. Note: Software that is integrating to Fusion Dictate is solely responsible for maintenance of this file and producing an acceptable format for Fusion Dictate to parse. -54-

55 @ Placement Variables Placement variables are used within the Fusion Dictate application to format display output during normal dictation. The Table below details the Fusion Voice Dictation System Field (Default) with the applications internal placement codes: Fusion Voice Field Name Report ID Report Type Department Facility User Defined Field 0 User Defined Field 1 User Defined Field 2 User Defined Field 3 User Defined Field 4 User Defined Field 5 User Defined Field 6 Undefined Placement

56 Offline Usage In the event that the application is unable to connect or contact the configured dictation system for login and configuration information; Fusion Dictate offers an offline work mode that may be accessed in this situation. Once the application has determined that communication with the dictation system is in possible the user will be presented the below dialog: There are 3 options presented to the user: Option Name Yes No Cancel Action Try to connect to the dictation system again. Allow the user to change login parameters, check network/vpn settings or select a new (such as a backup) connection. Attempt to login in the user with the last saved configuration on the work station. Note in most cases the user will have to have logged into the application once for the work station to have a cached copy of their configuration. There is a special Default User Account that may be configured to override this behavior. See the section below for more details. Exit the application. Working in Offline Mode Note: Any audio files (dictations) created during an offline session will remain on the workstation until a user has performed a successful login to the dictation system. Please note that when using the application in offline mode that; although the user is able to create dictations many functions in the application will not work. Functions such as the ability to utilize the Jobs Console for Reporting, Editing, and Listening to dictations and also PACS or other integration options may not be available. It is also important to note that any files created during an offline session will remain on the workstation until a user has performed a successful login to the dictation system. Once a successful login has been completed the files will be transferred as quickly as possible to the dictation system. Using a Default User Account with Offline Mode One of the issues with working in offline mode with Fusion Dictate is that the user needs to have logged in the application at least once in order for a copy of their configuration to be present on the workstation. Fusion Dictate offers some special functionality to work around this issue. Note: Although the Default User Account functionality can be very helpful in certain situations it does have some security consideration since all users would essentially have the same account and security permissions that access it. It is recommended to set this functionality up only if it is absolutely needed. To configure a Default User account; perform the following steps: 1.) On the Fusion Voice Dictation System create a new User with the name Fusion Dictate Default User. The ID of the user does not matter but the Facility that the user is created in should match that of the dictators that will be using the account. You should point this user to the configuration group that the majority of the dictators are assigned to. See the Fusion Voice Manager User Guide for more information on creating users and configuration groups. On a new install of the Task Manager a default Fusion Dictate Default User is created with an ID of ) Log in to the application once using this newly created user. This will create an instance of the Default User account on the workstation. You will need to perform this step on each workstation. -56-

57 Once the user account is cached on the workstation the normal sequence of an offline mode login is slightly altered. If a cached or offline configuration is not found for the User ID that is attempting to login to the application then the Default User configuration is used. If the application is using this special mode a dialog such as below will be displayed: Clicking OK will log the user into the application with the special account. There are some special considerations when using the Default User Account: The Users Name will not appear on the Fusion Dictate Title bar. Once any dictations are sent to the dictation system; the system will attempt to match the Users entered Facility and ID number to an existing user on the system and import the files under their account. If a matching User Account is not found the dictations will be imported under the special ID 0-Not Assigned user. Any individual user configuration options such as Audio Normal s, Seek Mode Type, and SM Gain settings will not be available and will utilize those of the Default User Account. Column and Demographic Display names may be different. -57-

58 Send Keys table Key BACKSPACE BREAK CAPS LOCK DEL or DELETE DOWN ARROW END Argument {BACKSPACE}, {BS}, or {BKSP} {BREAK} {CAPSLOCK} {DELETE} or {DEL} {DOWN} {END} ENTER {ENTER} or ~ ESC HELP HOME INS or INSERT LEFT ARROW NUM LOCK PAGE DOWN PAGE UP PRINT SCREEN RIGHT ARROW SCROLL LOCK TAB UP ARROW F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 {ESC} {HELP} {HOME} {INSERT} or {INS} {LEFT} {NUMLOCK} {PGDN} {PGUP} {PRTSC} {RIGHT} {SCROLLLOCK} {TAB} {UP} {F1} {F2} {F3} {F4} {F5} {F6} {F7} {F8} {F9} {F10} {F11} -58-

59 F12 F13 F14 F15 F16 {F12} {F13} {F14} {F15} {F16} -59-

60 16 { {Field Sequence} 16 < <TAG> 16 A Allow Access to the Jobs Console 21 Allow Author Direct Routing to Transcriptionist 22 Allow Editing of non open Jobs from the Console 21 Allow On Screen Status Display 13 Archive Encrypted Files Only 22 Audit Trail and Security Options Dialog 21 Author Held 37 Author ID 36 B Begin Date 36 C Cancel 47 Click to Discard the Current Dictation 32 Click to Save the Current Dictation as Completed 32 Click to Save the Current Dictation as Incomplete 32 Clicking Next Menu 31 Complete Open Job 47 Configuration 9, 27 Configuration and Advanced Options 9 Configure Current Connection 4 Configuring User Defined Demographic Dialog Displays 53 Console Workflow 8 Context Menu 46 Continuous Cueing 11 Customize Columns 46 D Define New Connection 4 Delete Current

61 Delete Current Connection 4 Department 36 Destination File and Demographic Format 13 Determine Dictation Status Dialog 32 Dictation Archival and Periodic Archive Maintenance 50 Dictation Encryption 50 Dictation Transfer 50 Dictation Workflow 7 Display About 27 Display Help 27 Display Options 13 Double Click Menu 47 E Edit Demographics 27 Edit Selected Job 46 Editing Jobs 49 Enable Configuration Password 21 Enable Full Duplex Mode 13 End 26 Exit Program 27 External System Integration 15 F Facility 36 Fast Forward 26 Features at a Glance 2 File Menu 44 Filter Panel 35 Foot Pedal Configuration 20 Force Fusion Dictate to always be displayed as the Top Most Screen 13 function maps 19 Fusion Dictate - Installation and Requirements 3 Fusion Dictate Introduction 2 Fusion Voice Compatibility Format 13 Fusion Voice Filter Language 38 Fusion Voice High Quality Format 13 Fusion Voice Normal Quality Format 13 Fusion Voice\Fusion Text SR Format 13 G Generic Microphone 17 Global Audio Options 12 H Hardware Installation 3 Headset Microphone 17 Health Language 7 Format Tags 52 Home

62 I Insert Normal 29 Installation and Requirements 3 Interface Connection String 16 L Limit Audio Length of individual dictation 12 Listen to Selected 46 Log Current User Off after X minutes 22 Log Out 27 Logging in 6 Logging in to Fusion Dictate 6 M Main Demographic Display 13 Main Screen Display Format 16 Microphone and Foot Pedal Configuration 17 Microphone and Foot Pedal Configuration Dialog 17 MIDI 13 N New Same Report ID Same Report Type 31 New Dictation Same Report Type 31 New Report Type Same Report ID 31 Number of Days to Store Archive Files 22 O Offline Usage 56 Open Jobs 26 Organization 36 P PACS System Integration Pane 15 Path to Dictation Archive Directory 22 Pause 26 Philips Speech Microphone 17 Philips SpeechMike Button Configuration 18 Play 25 Prevent clipping on low-end sound cards 17 Print Current 46 Priority 37 Program Hotkeys 52 Proportional Cueing

63 Q Quick View 27 R Radiology System Interface Options 16 Recommended Foot Pedals 3 Recommended Microphones 3 Record 26 Ref Num 36 Released 37 Report ID 36 Report ID Pick List 54 Report Type 36 Report Type Identifier Pick List 53 Results Grid 33, 45 Results Grid Mini-Player 48 Rewind 25 S Save and Route To 31 Save as Open 31 Save Current as Normal 30 Security Options Pane 21 Send Keys table 58 Single Cue 11 SM Record Gain 11 Software Configuration Dialogs 9 Software Installation 3 Sounds 13 Stored Procedure or Query 16 Symbol Legend Dialog 41 System and Software Requirements 3 System Configuration Dialog 12 T Templates Configuration Dialog 23 The Jobs Console 33 The Main Screen Display 24 The Next Menu 31 The Options Menu 27 The PACS System Integration Dialog 17 The Toggle Priority Menu 28 Transcribed 37 Transfer Daemon Operations 50 Transfer Daemon User Interaction 50 Trigger File and Path 15,

64 U User Configuration Dialog 10 Using a Default User Account with Offline Mode 56 V View Menu 39, 40 View Symbol Legend 46 W Working in Offline Mode