Orator Transcription Features

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The following describes the available functions that a transcriptionist may use while transcribing dictation. To access the system in transcribe mode, dial the appropriate telephone number and wait for the voice prompt. You will hear “Please enter your 4-digit ID at any time.” Enter your unique 4-digit ID. Once you have entered your code, you will be prompted to select a job type. Once you have selected a job type, you will be ready to begin transcribing. Use the foot pedal to control the transcribe functions. The telephone keypad functions may also be used. The keypad functions are shown below.


Transcription Functions

The chart below shows the available transcribe functions and their corresponding telephone touch-tones.


Transcribe keymap.png


The keypad functions may be modified to meet the needs of a particular facility. To change the default functions for all transcriptionists, use the Default transcriptionist key mapping setting or the KeyMapTran 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 Transcription Functions

(1) PLAY

Press 1 on the telephone keypad to play back recorded dictation. This is the same as pressing Play on the foot pedal.

(2) PAUSE

Press 2 on the telephone keypad to pause dictation. This is equivalent to releasing Play on the foot pedal.

(3) FILE STATISTICS

Press 3 on the telephone keypad to listen to the file statistics. The header file on each dictated file includes voice prompts indicating status, length of dictation, percentage complete, dictator's name, job number, date and time of dictation, and number of files remaining. The prompts will also play the medical record number if one has been entered for the current job.

(4) REWIND

Press 4 on the telephone keypad to rewind dictation 3 seconds. This is equivalent to pressing Rewind on the foot pedal. The rewind interval can be adjusted for all users by using the Rewind setting discussed in System Configuration or for individual users by using the Rewind setting in the User Profile section.

(5) SKIP FILE

Press 5 on the telephone keypad to skip the current dictation file in queue. This will place the current job in last order of jobs currently in queue.

(6) FAST FORWARD

Press 6 on the telephone keypad to move forward in the dictation 3 seconds. This is equivalent to pressing FFWD on the foot pedal. This setting can be modified in the User Profile.

(7) BEGINNING OF FILE

Press 7 on the telephone keypad to move to the beginning of the current dictation file. This is used prior to listening to an entire dictated file.

(8) COMPLETE JOB

Press 8 on the telephone keypad to mark a dictation file as completed. Once it has been marked as completed, it is removed from the transcription queue.

(9) END OF FILE

Press 9 on the telephone keypad to move to the end of the current dictation file.

(*) DECREASE SPEED / ADVANCED MENU

When a dictation job has been accessed by a transcriptionist, this key functions to decrease the speed at which the job is played back. There are various speed settings. Use this function to set the speed to the next lower level.

When no job has been selected, this key prompts the user with more menu options. These options are summarized below.

  • 1 – Search for dictation by medical record number.
  • 2 – Search for dictation by job number.
    • – Find the next occurrence of a search.
  • 3 – Return to previous menu.

(#) INCREASE SPEED

Press # on the telephone keypad to increase the speed of the dictator’s voice. There are various speed settings. Use this function to set the speed to the next higher level.

(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 configuration file – see the section on Configuration Settings.


About Location Codes

The system administrator may establish location codes for some or all transcriptionists. There is more than one way to utilize this feature. A transcriptionist could have a unique user id for each location from which he/she transcribes. For example, Susan Smith has two user id numbers. When she enters “7878” the system knows she is working on location 01 (transcribing hospital files) and when she enters “7879” the system knows she is working on location 02 (transcribing clinic files). This is because she has two User Profiles created with this information.

In another scenario the transcriptionist has only one ID number (one User Profile), but enters a location code manually after logging in. The transcriptionist will be prompted for a two-digit location code if the User Profile is modified by removing any digits in the Location Code field.

Two transcriptionists can work on the same job type, but with different location codes assigned only one will have access to their files of specific location.