Following are the steps necessary to set up and configure the Orator dictation system. Upon receiving the system, the computer and monitor should be unboxed and set up on a desk or countertop. All appropriate cables and phone lines should be connected. Once the system is started and the Orator program is running, it is necessary to set up the users to the system and change any desired configuration settings. System optimization and maintenance is also discussed here.
Initial Setup of the Orator System
Below is listed a set of Quick Start Instructions for setting up the Orator system. This list is also included as a separate insert with the system. Follow these instructions when removing the Orator system from the shipping box.
- Review the Inventory Checklist to insure that you have received all items marked as shipped.
- Remove the tray containing the manuals, cables and software.
- Remove the Orator computer from the box and place the computer on a desk or counter or other elevated location. The system will perform better over a long period of time if the system is located in an area free from dust, smoke and debris.
- Remove the monitor from the box and place it with Orator system.
- Connect the power cord, keyboard, and mouse to the Orator computer and the monitor power cord to the monitor. Connect the monitor cable to the video adapter socket on the back of the Orator computer. Plug the power cords into a UPS (Uninterruptible Power Supply) or an electrical outlet. A UPS is highly recommended.
- Connect all phone lines. Also connect a network cable and printer cable to the system if applicable.
- Start the Orator computer by pressing the power button on the front of the system. If the system doesn’t start, check the switch on the power supply in the back of the computer.
- The system will boot after the power switch is depressed. Once the system has booted and all drivers are fully initialized, the main Orator window will appear on the screen.
Before a user can dictate or transcribe from the Orator system, a User Profile for the user must be created. Select Options | Users from the main Orator menu to create new User Profiles. A user can be a dictator or transcriptionist. Creating User Profiles is simple and only takes a moment. User Profiles are discussed under the heading Creating and Editing User Profiles.
There are a number of configuration settings within the Orator system that may be modified to suite the needs of a particular facility. The Orator system is initially configured with the default values for these settings. Global settings, which affect all users on the system, can be modified by selecting Options | Settings from the main Orator menu. For details about global configuration settings, see System Configuration. Individual user settings, which only affect a single user, may be modified in the User Profile. For details about individual settings and user profiles, please see Creating and Editing User Profiles.
Recorded dictation is stored in folders labeled “Typex” with x representing the number of the Type folder. In this manner the system administrator can segregate the dictation of physicians, departments, clinics, etc. These folders cannot be renamed, but the number of folders required can be expanded from the default of nine types to a maximum of 99 types. See System Configuration for instructions in changing the number of job types.
All Orator systems are delivered optimally configured. As a general rule, it is best to keep the system in its original configuration. Do not load any additional software to the system that is not approved by Bytescribe. Loading additional software may impede performance of the system and possibly void any warranties that apply. Avoid loading screen savers that have significant resource requirements. A blank screen saver or no screen saver is preferred. Since many dictation systems run continually, it is necessary to consider system performance when no one is present at the computer. Avoid virus protection programs that remain permanently running on the system. Virus protection programs can impede system performance significantly. Also avoid power management settings that cause the hard drives to go into a sleep mode when idle for long periods.
All Orator systems come with two hard drives installed. One drive is a primary drive and the other is a backup drive. Orator systems running the Windows NT operating system have drives that are mirrored which allow continuous backup of all data. Windows 98 systems are configured for periodic backup of data files. In case of primary hard drive failure, it is possible to boot from the backup drive. Please consult Bytescribe in case of hard drive failure.
Basic maintenance procedures can prolong the life of the Orator system and improve system performance. Some basic maintenance issues to consider are the following:
- Use an Uninterruptible Power Supply. Using a UPS will prevent power surges and voltage spikes from damaging your system. Weather related damage to the system is not covered by warranty. If possible, get surge protectors for the phone lines also since damaging voltage spikes can come through the phone lines as well. Disconnect phone lines during electrical storms.
- Place the Orator System in a cool and clean elevated location. Locating the system at an elevated location can prevent dust from collecting in the power supply fan and other internal components. This will prolong the life of the system.
- Keep the Orator system clean. Occasionally turn the system off and remove the computer cover to clean the system. Using a can of compressed air, blow out any dust from the computer parts including the CPU fan on the inside of the computer and the power supply fan on the back of the computer.
- Reboot your system at least every two weeks. Do this successfully by clicking the START button at the lower left corner of the screen, then click Shut Down… and in the window that appears choose “Shut down” in the field. Finally, click OK.
The Limited Warranty and the Support Agreement included with the shipped Orator system stipulates that no additional software should be installed on an Orator system without the approval of Bytescribe Development Company. Unauthorized software installation constitutes the voiding of any warranty covering the successful functionality of the Orator system. A hardware peripheral device (keyboard, external storage device, USB device, etc.) may be added to the Orator system as long as software is not required to be installed as well. Before removing or changing any system hardware you should speak with a technical support representative at Bytescribe. Doing so without first contacting Bytescribe can void your warranty.
You should not install additional screen saver files or modify the existing settings. Doing so could impede performance and potentially introduce a virus into the system. There are predatory programs that pose as screen savers and you should always be cautious of any program you may find on the Internet for download.