Orator Dictation Features
This section describes the available functions that a dictator may use while dictating on the Orator system. To access the system in dictate mode, dial the appropriate telephone number and wait for the voice prompt using a standard touch-tone telephone. You will hear “Please enter your four digit code at any time.” Enter your unique four digit code. Once you have entered your code, you may be prompted to select a job type. Once you have selected a job type, you will be ready to begin recording dictation. If you have previously recorded dictation that has not been completed, the system will notify you of this with a voice prompt. Use the dictate functions described in the following section.
Dictation Functions
The chart below shows the dictation functions available and their corresponding telephone touch tones.
The keypad functions may be modified to meet the needs of a particular facility. To change the default functions for all dictators, use the Default dictator key mapping setting or the KeyMapDict function discussed under User Settings in the System Configuration section. To change the default functions for individual users, use the Custom Key Mapping setting in the User Profile section.
Description of the Dictation Functions
(1) PLAY
Press 1 on the telephone keypad to play back recorded dictation. This function rewinds approximately one second and plays the dictation. To rewind further before playing back the dictation, use the Rewind function (3) or the Beginning of File function (8).
(2) RECORD
Press 2 on the telephone keypad to begin recording dictation. A tone will sound alerting you that recording has begun. The record function begins recording at the current position of the voice file so that it is important to be positioned at the end of a file when recording unless you wish to overwrite dictation.
(3) REWIND (Review)
Press 3 on the telephone keypad to rewind 3 seconds and play back dictation. This can be pressed repeatedly to rewind incremental amounts.
(4) PAUSE
Press 4 on the telephone keypad to pause dictation. Pausing dictation puts the line in idle mode. While the line is idle, a beep will sound periodically.
(5) SAVE
Press 5 on the telephone keypad to save the current dictation. Pressing this option will prompt you to save the job as a normal priority dictation by pressing 1 or as a “stat” (high) priority dictation by pressing 2. Select the appropriate option to complete the job. Once dictation has been saved, it is ready to be transcribed and cannot again be retrieved by the author.
(6) END OF FILE
Press 6 on the telephone keypad to move to the end of the current dictation file. It is important to move to the end of a file when appending dictation so that previous dictation is not overwritten.
(7) FAST FORWARD
Press 7 on the telephone keypad to fast forward through the dictation. Using this function advances the current position 3 seconds and continues playing the dictation.
(8) BEGINNING OF FILE
Press 8 on the telephone keypad to move to the beginning of the current dictation file. This is used before playing back the entire file.
(9) ABORT JOB
Press 9 on the telephone keypad to abort the current dictation file.
(*) ADDITIONAL MENU OPTIONS
Press * on the telephone keypad to hear additional menu options. These options are summarized below.
- 1 – Search for dictation by medical record number.
- – Find the next occurrence of a search (by medical record number).
- 2 – Record the user’s name into a prompt. This prompt is played back to the transcriptionists to identify the dictator.
- 7 – Change job types.
- 3 – Return to previous menu.
(0) SELECT JOB TYPE
Press 0 on the telephone keypad to select a different job type. Job types are a way of grouping dictation files of similar type. The number of job types can be customized in the system configuration file. For more information on changing the JobTypes setting, see System Configuration.
(#) JOB NUMBER PROMPT
Press # on the telephone keypad to play the header prompt indicating the job number of the job currently being dictated. This unique job number can be used later to retrieve the current dictation job.
About Location Codes
The system administrator may create location codes for some or all dictators. There is more than one way to utilize this feature., A physician (dictator) could have a unique user id for each location from which he/she dictates. For example, Dr. Smith has two user id numbers. When he enters “4545” the system knows he is in location 01 (dictating from the hospital) and when he enters “4546” the system knows he is in location 02 (dictating from his clinic). This is because he has two User Profiles created with this information. In another scenario the physician has only one ID number (one User Profile), but enters a location code manually after logging in. The physician will be prompted for a two-digit location code if the User Profile is modified by removing any digits in the Location Code field.