Quick Start. for Administrators

Quick Start for Administrators

Introduction You want to manage the workflow of dictation jobs and ensure high-quality transcriptions. InfraWare s transcription platform provides the tools to do both while increasing the productivity of your transcriptionists. InfraWare Management Console (IMC) The InfraWare Management Console (IMC) is a web-based program used by administrators to manage the workflow of dictation jobs. The software is always available when you have an Internet connection, and does not require software to be installed. All you need is to make sure you have the username and password needed to login. For your first login, these can be found in the Welcome Letter included in the Welcome Kit. The IMC allows you to manage several aspects of dictations, including: Document templates Document types, with focuses and associated dictionaries Normals/standards Specifications to remind MTs of document parameters Billing models Quality assurance requirements esign-off requirements Through the IMC, you can manage your organization s facility (or facilities) by managing contact information, users and roles, and pools of users. InfraWare Dictation Client (IDC) Your dictating authors may use this application to dictate and send their dictations to the First Draft Speech Recognition engine. If using the ITC, authors will need to either use Windows Media Player of an Olympus DS330 PDR. InfraWare Transcription Client (ITC) MTs and reviewers will use this application to edit dictations transcribed by the First Draft Speech Recognition engine or to transcribe dictations themselves. Reviews for quality assurance are also performed in the ITC. Getting Started Below are tutorials and information designed to get you up and running quickly. For more tutorials, please see the Administrators Training Tutorials and Administrators Guide, which are included in the Welcome Kit. InfraWare, Inc. Copyright 2003-2007 Page 3

IMC Tutorial 1: Initial IMC Login and Overview Before you begin Please obtain your username and password from your administrative contact to login with the usernames specified in hands-on steps. Your username should be an email address. Step-by-step Tutorial for Administrators Task Steps Login to the IMC as an administrative user. 1. Load www.infraware.com/imc in your web browser. This is the website at which you can always reach the IMC. 2. Enter the username and password you obtained prior to starting the lesson. 3. You must read and acknowledge the Subscription and License Agreement before you can continue. Notice Notice that the first page that loads has welcome content on the top and task options at the bottom. The upper portion lists your assigned roles. The task shortcuts on the bottom portion of the screen are step-by-step wizards to make common tasks easy. Also notice that the InfraWare company logo is in the upper left corner of the screen. Any InfraWare account can substitute its own logo for the InfraWare default. InfraWare, Inc. Copyright 2003-2007 Page 4

IMC Tutorial 1: Initial IMC Login and Overview (continued) Step-by-step Tutorial for Administrators (continued) Task Steps 4. Take a moment to browse the tabs by clicking one at a time to see what is available. 5. Click the Administration tab. Observe the page and sub-tabs available. 6. Click each tab until you have seen them all. Notice 7. Some tabs have brief descriptions near the top of the page to provide a quick overview of the concepts. Don t worry about understanding everything. This is just a glance. Other tutorials in the Training Tutorials booklet will expose the fundamental features you need to know. Steps 8. Now, return to the Administration tab and click Users. Notice In the lower right of your web browser window, notice the yellow lock. This is your indication that the communication between your computer and the InfraWare platform servers is secure and encrypted. Conclusion Now you know how to login to the webbased InfraWare Management Console (IMC) where configuration changes and routine management tasks are performed. Subsequent tutorials will demonstrate how to use the IMC. InfraWare, Inc. Copyright 2003-2007 Page 5

Overview of the IMC Areas Tasks You will be presented with this screen when you login, as described in the tutorial above. Note the common tasks listed in the bottom half of the screen. Page 6

Administration Use the sections under the Administration tab to manage the facilities your organization serves, the users permitted to login, and those users roles. Also manage pools of users and billing models. See the image below for an example of the billing model screen. You can define units of measure (e.g., 50 characters is a line ), then describe the amount billed per unit. Page 7

The Security sub-tab, also under the Administration tab, allows you to set password security requirements for your users. You can require that all passwords be longer than a certain length, or that all passwords include at least one number. Page 8

Document Configuration The Document configuration tab allows you to manage the way documents are categorized and what will be sent to MTs. In the Document Types sub-tab, you can define categories and types of documents, each associated with templates and having optional focuses, such as sports medicine or pediatrics. In addition, this area is where the TDS document type identifiers are set for physicians use. Page 9

In the Templates sub-tab, view, rename or delete document templates which can be associated with Document Types. These will be downloaded with dictations for MTs to use when reviewing. Templates are created and uploaded with the InfraWare Template Editor (ITE). Normals, or Standards, are blocks of text used often by dictating authors. The author may say, My normal chest exam, which in reality means a set of examinations with normal results. This set of examinations and results could be explained here and replaced during the First Draft or by the reviewer. Page 10

Document Specifications are instructions that MTs need to made aware of when reviewing a dictation. For instance, if a certain document type should always have oneinch margins, you can define a Specification to remind MTs of this when they get a document of that document type. When the MT marks a job as done, they can be prompted to verify that the specification has been met. Queue The Queue tab is where day-to-day workflow management begins. Using this area, you can get an idea as to the state of your organization s dictation jobs at a glance. You can reassign dictations to other MTs. You can require esign-off or quality assurance. Using the sub-tabs under Queue, you can view the queued items for a particular transcriptionist or author, as well as see the items marked for quality assurance and esign-off. Page 11

Workflow The Workflow tab is an area that will make your workflow management job easier. Here you can limit types of jobs certain MTs are allowed to review, you can disable or enable First Draft Speech Recognition for certain authors (as shown below), and you can require quality assurance and esign-off for entire Document Types, authors, or transcriptionists. Page 12

Reports The Reports tab is the area to see activity reports (as shown below) and billing reports, along with payroll reports and turn-around time reports. Reports are built step-by step to include what you want to see. Software The Software tab is the place for you and other members of your organization to go to download the client applications: the InfraWare Dictation Client (IDC) for authors, and the InfraWare Transcription Client (ITC). Page 13

Help Use the Help tab to find definitions to terms and to search the Knowledge Base for articles relating to problems you may be having. Sub-tabs in this area will enable you to request support for problems with any of the InfraWare applications. Page 14