Orator User Profiles

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CREATING AND EDITING USER PROFILES

Each dictator and transcriptionist using the Orator system must have a User Profile. A User Profile includes a unique 4-digit ID necessary for the user to access to the system when calling in. Other fields in the User Profile include User Name, Default Job Type, Backspace and Rewind Intervals, and several other individual settings. A User Profile is easy to create.


The Orator Users Window

Orator users.jpg


Shown above is the Orator Users window. This window can be accessed from the main Orator menu by selecting Tools | User List or by clicking the User List button. The Orator Users window lists all users and displays individual settings for each user. Users can be added, deleted or edited using the buttons at the bottom of the window or by right-mouse-clicking on a user in the list and selecting options from a pop-up menu that appears. A report of all users can be created by selecting File | Create Report from the Orator Users menu.


Dictators and transcriptionists have different icons appearing by the user name. The user list can be sorted on any of the columns by clicking the column header. Clicking the column header once will sort the column in ascending order. Clicking a second time will sort the column in descending order.


Adding a User Profile

To create a new User Profile, click the Add button at the bottom of the Orator Users window. This will display the Add New Users window shown below. Simply fill in the fields shown and click the OK button. The only mandatory fields are the User Name and 4-Digit User ID fields. If a value is not entered in a field, a default value will be used by the Orator system.


Edit users.jpg


A brief description of each field is discussed below.

User Type

The user type options are Dictator or Transcriptionist. When a user calls into the Orator system, he is prompted for a 4-digit ID. Based on the ID code entered, the system identifies the user as either a Dictator or Transcriptionist and prompts the user accordingly.


User Name

The user name is used in reports to identify dictation jobs that have been dictated or transcribed by the user.


4-Digit ID

Each user must be assigned a unique 4-digit ID in order to have access when calling the system. The system responds to the user based on the 4-digit ID and other settings in the User Profile.


Default Job Type

The Orator system organizes dictation files based on job type. Job types are folders within the Orator system that separate dictation. If a dictator is assigned a default job type, he will not be prompted to select a job type when calling into the system. Reports will be recorded directly into the default job type folder. Likewise, if a transcriptionist is assigned a default job type, he will not be prompted for a job type before receiving jobs in the particular type folder.


Backspace Interval

The backspace interval determines how far back in a job a user will be placed when selecting the Backspace function (either by pressing a telephone key or by releasing the foot pedal of a transcribe station). The units are deciseconds meaning that 10 units = 1 second. Valid values range from 0 to 99 (or rather from 0 sec to 10 sec).


Rewind Interval

The rewind interval determines how far back in a job a user will be placed when selecting the Rewind function (either by pressing a telephone key or by pressing the Rewind foot pedal of a transcribe station). The units are deciseconds meaning that 10 units = 1 second. Valid values range from 0 to 99 (or rather from 0 sec to 10 sec).


Location Code

An additional, 2-digit number that can be added to a filename and that can help further organize and identify a particular file. If a dictator is assigned a default location code, he will not be prompted to enter a location code when calling into the system. The location code is entered as a 2-digit number near the end of the filename.

3-Digit Password

An optional field that requires the user to enter a 3-digit password in order to access the system. If the field is left blank, the user will not be prompted to enter a password.


Custom Key Mapping

Users who use a non-standard dictate or transcribe station with the Orator system may need to change the key mapping in the User Profile. For example, if a user is using a Dictaphone Dictate Station that sends a D tone when pressing the Record button, the D tone needs to be recognized as the Record function.

The Custom Key Mapping window is shown below. This window is displayed when clicking the >> button next to the Custom Key Mapping field in the Add New Users window. A drop down menu is below each telephone touch-tone. Simply select the function that you wish to have associated with the tone. NOTE: Modifying a key mapping does NOT automatically modify the system voice prompts.

Key mapping.jpg


Prompt User To Enter Medical Record Numbers

This setting applies only to dictators. If this checkbox is selected, the user will be prompted to enter the patient medical record number before each new dictation job. The medical record number is stored with the job filename. If needed, this field can be used to store a birthday or other identifying number.


Prompt User To Verify Medical Record Numbers

If this checkbox is selected, the physician will be prompted to re-enter the patient medical record number to verify accuracy of the number. If entered incorrectly the physician will not be allowed to begin dictation and the system will return to the original prompt for medical record number.


Play User Greeting After Login

This setting applies only to dictators. If this checkbox is selected, a prompt indicating the user’s name will be played to confirm that the user entered the correct user ID. However, the physician will need to record a name before it can be played back. To record a name first login using the assigned ID number, then enter a job type. The dictator will then be prompted to press two (2) to begin recording or star (*) for more options. Press star (*) then press two (2) and then one (1) to begin recording. End recording by pressing pound (#). Follow voice prompts to return, or hang up.


Editing a User Profile

Any User Profile may be edited by double clicking on the user in the user list, or by highlighting a user and clicking the Edit button. Any of the fields may then be edited. Click the OK button when finished.


Deleting a User Profile

To delete a user, select the user you wish to delete and click the Delete button. You will be prompted to confirm the deletion.