- 1 VIEWING AND MANAGING DICTATION FILES
- 1.1 Dictation Browser Window
- 1.2 File Name
- 1.3 Medical Record Number
- 1.4 Status
- 1.5 Job
- 1.6 Type
- 1.7 Dictator
- 1.8 Transcriptionist
- 1.9 Location Code
- 1.10 Size
- 1.11 Length
- 1.12 Date Dictated
- 1.13 Date Modified
- 1.14 Changing Job Status
- 1.15 Changing Job Type
- 1.16 Creating Reports
- 1.17 Organizing the Dictation Browser
VIEWING AND MANAGING DICTATION FILES
Dictation Browser Window
Dictated reports are stored on the Orator system as voice files. The dictated voice files are often referred to as jobs. To view the voice files on the system, select the Tools | Dictation Browser menu option from the main Orator window. The Dictation Browser shown below will appear.
The Dictation Browser window allows the administrator of the system to change the status of dictation jobs, move jobs to different job types, run standard and custom reports, and sort jobs by any of the columns shown. The status bar at the bottom of the Browser window displays the number of selected files and their total size and length. Any column may be sorted by clicking on the column header at the top of each column.
Multiple files may by selected by holding down the Ctrl key and clicking various files. The status or job type of selected files can be changed by right-mouse-clicking on the selected jobs and choosing appropriate options from the pop-up menu that appears.
The Dictation Browser window contains eleven columns of information about each voice file. Descriptions of the columns are explained below.
The voice files are named using the following convention: S MMDD-NNN DDDD TTTT LL .vox.
The beginning letter of the voice file indicates the file's status (S). The table below shows the types of initial letters and the corresponding status of the file..
|N||New (Ready to be transcribed)|
|S||Stat Dictation (Priority Dictation)|
|P||Pending (Dictation not complete)|
The next segment of the file name (MMDD-NNN) is the job number. The job number is a combination of the date and sequence of the dictated file. Month and day (MMDD) are followed by dash (-) and then the sequence number (NNN). For example, a job number 1204-002 would indicate the second file dictated on December 04.
The following segment of the file name (DDDD) is the four-digit code of the dictating author.
The next segment (TTTT) indicates the four-digit code of the transcriptionist who typed the file. This segment is always 0000 when a file is initially recorded. If a transcriptionist directly accesses the Orator to transcribe the file, then this number will change to reflect the transcriptionist's user ID. If the files are transcribed elsewhere (in the DocShuttle system, for example), then this segment will remain 0000 even after the file is completed.
The final segment (LL) is the location code for the file.
The last portion of the file (.vox) is the file extension.
Medical Record Number
If the dictator for a given job entered a medical record number, it will appear in this column. Some dictators may be prompted to enter a medical record number before each dictation job. A setting in the User Profile determines whether or not the dictator is prompted to enter a medical record number for each job.
This column denotes the current job status for each file. This concurs with the first letter of the file name. The possible job status categories are:
- Stat (Priority Dictation)
- Pending (Dictation not complete)
- Completed and Aborted jobs will be purged from the system after a set number of days. The PurgeDays parameter in the system configuration file determines this period of time. For more information, see System Configuration.
Each file in the system has a unique, 7-digit job number. This number identifies the individual file; no two files will have the same job number. This number can also be helpful in locating a file in the system.
The first four numbers represent the month and day (MMDD) on which the file was recorded, followed by dash (-) and then the sequence number that tells in which order the file was recorded. For example, a job number 0709-015 would indicate the fifteenth file dictated on July 9.
The next column is the job type in which the file has been saved. The job type of a file is either selected when the dictator calls in the file, or else is a default value that is created when the user is set up. Transcriptionists may then work on dictation of a particular type.
Job types are used to separate various types of dictation. Each job type represents a particular folder on the Orator system. Files marked as being in a certain job type are saved in that folder. The administrator may change the job type of a particular job at any time once the dictation has been completed. By right-mouse-clicking on a selected job or group of jobs, a pop-up menu will appear allowing the administrator to change the job type.
This column displays the user’s name that recorded the dictation.
The name in this column indicates the person who is transcribing the file. Note that this column will only have an entry when a transcriptionist has started or finished transcribing the file.
This column displays location code that was recorded with the file.
This column specifies the amount of disk space used by the particular voice file. This value is always displayed in KB, so a 1 MB file will be displayed as about 1000 KB, etc.
This column specifies the length of the voice file. This value is always displayed in minutes, so a 30 second file will be displayed as 0.50 minutes, and a 2 hour file will be displayed as 120 minutes, etc.
This column specifies the date and time the voice file was dictated. The date is shown in the standard MM/DD/YY format. The time is displayed as hours:minutes:seconds followed by AM or PM. A different date and time format may be selected using the Regional Settings icon located in Windows Control Panel.
The actual time that is recorded is the moment when the file was saved on the system. This value does not change.
This column specifies the date and time the voice file was last modified. The date is shown in the standard MM/DD/YY format. The time is displayed as hours:minutes:seconds followed by AM or PM. A different date and time format may be selected using the Regional Settings icon located in Windows Control Panel.
The actual time that is recorded in this field is the moment the file was last modified. For jobs that have not been accessed by a transcriptionist or converted, this value is the initial file creation time. For jobs that have been accessed by a transcriptionist, this is the date and time of transcription. For jobs that have been converted by Export Utility, this is the date and time of conversion. This value will change as the files are either transcribed, accessed, or converted.
Changing Job Status
The administrator of the system may change the status of any voice file. A job will have one of the following statuses: Stat, New Completed, Pending, or Aborted. To change the status of a job, simply right-mouse click on the job you wish to change and select Change Status To from the pop-up menu that appears. Then select the new status of the file.
You may change the status of multiple jobs by first highlighting all the jobs you want to change, then right-clicking on one of the selected jobs and choosing Change Status To from the pop-up menu. You may highlight multiple files by holding down the Ctrl key while clicking the desired jobs.
Changing Job Type
The job type for a particular dictation file designates how that dictation has been grouped. It may be desirable for all of one dictator’s work to be in a particular job type, or it may be desirable to have similar dictation reports grouped together by a particular work type (i.e. Discharge Summaries, History and Physicals, Consultations, etc.). Grouping dictation together by job type allows a transcriptionist to receive work in her queue by particular type.
To change the job type for a job or group of jobs, you may right-mouse-click on the selected job(s). A pop-up menu will appear allowing you to select a different job type.
The Dictation Browser allows the user to create standard and custom reports. Standard reports may be selected from the Reports menu option. Custom reports can be generated by highlighting any jobs you wish in the report and then choosing Reports | Quick Report from the Dictation Browser menu. This is a powerful way of creating most any type of report. For example, if you would like a report showing all dictation jobs for a particular dictator, you would do the following steps. First sort the jobs by clicking the Dictator column header. Highlight all the jobs for the given dictator by clicking the first job by the dictator, holding down the Shift key and clicking the last job by the dictator. Then select Reports | Quick Report from the Dictation Browser menu. A custom report will appear on the screen displaying all selected jobs and a total summary at the bottom.
Using a similar method, you may export records into Microsoft Excel. Simply highlight the desired jobs and select Reports | Export to Excel from the Dictation Browser menu. This will create a file called report1.csv. If Microsoft Excel is installed on the computer, Excel will automatically open the report. Otherwise, the report file will be created in the installation directory
Organizing the Dictation Browser
The Dictation Browser window can be sorted to organize the files listed in any order you choose. The column headers act as sorting buttons for items in that specific column. Click on the header once to sort all files in ascending order (first to last), or click a second time to sort all files in descending order (last to first). The number “1” and the letter “A” are the lowest values, so sorting in ascending order would place these values first on the listing.
More than one column can be selected, which composes a primary and then a secondary sort. For example, if you first click the “Type” header to sort all files by job type in ascending order, then click the “Dictator” header to sort the Dictator names, the browser will display all files by job type and within each job type the files will be listed by Dictator name from A to Z. Experiment with this to become familiar with its functionality.