VoiceWare Dictation - Transcription System:
VoiceDoc® Screen Captures

VoiceDoc® Screen Captures

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The VoiceDoc® Record Window is where most actions in VoiceDoc® are initiated. The window has 6 pull-down menus (File, Dictations, Administration, Settings, Communications, and Help). The length of the dictation and where you currently are positioned in the dictation are shown using the HH:MM:SS format. When Record Mode is set to Insert, any recording will be inserted at the current position of the dictation. Existing dictation is preserved in this mode. If Record Mode is set to Overwrite, any existing dictation is written over as you record. The Work Type field lets you specify a numeric value to pass on to the transcriptionist to indicate the type of dictation you are performing. Based on this value, the transcriptionist can bring up an appropriate word processing template for this dictation without needing to first determine what type of job it is by listening to it. Whenever a new dictation is created, Work Type is set to the default value provided in your Dictator Profile. You may then change this value as needed.

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Pending dictations are dictations that have not been completed and compressed. When VoiceDoc® Dictations Window first opens, Pending dictation is the type of dictation initially displayed. Only this type of dictation may be edited. To edit dictation, select it from the list and press Edit. You can also double-click on the dictation you wish to edit.

There is also a Completed Dictations menu item. On the Completed Dictations list, you can highlight an individual dictation and perform two different actions: Send or Open. THE SEND BUTTON IS USED ONLY IF YOU HAVE ARRANGED FOR YOUR TRANSCRIPTIONIST TO KEEP A FREE PHONE LINE OPEN WAITING FOR YOUR CALLS. Normally, the Send Button is not necessary because the transcriptionist will pick up all dictations in the Completed Dictation list when she is ready to handle more work. The Send button places the dictations into the To Send list. There the Dictator's VoiceDoc® system will send the dictations at the first available opportunity. The Open button places the dictation back into the Pending Dictations list.

There is a To Send menu item. To Send dictations are dictations that the Dictator has selected to be immediately sent to the transcriptionist by clicking on the Send button on the Completed Dictations list. These dictations remain here until the Communications Module is able to successfully transmit them to the transcriptionist.

There are also At Transcriptionist Site and Transcribed which are self-explanatory.

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Required fields: Log In ID identifies you to VoiceDoc®. You will be required to enter this ID every time you start a new VoiceDoc® session either by running the application or by selecting LogIn from the Record Window's File menu.
First Name
Last Name
Default Work Type should be set to the work type this dictator will most often use. When a new dictation is created, its work type is initially set to this value.

Optional fields: Prefix specifies a title which precedes your name (Dr., Mr., etc.).
Suffix specifies a descriptor which follows your name (Jr., III, etc.).
Press the Set Password button to password protect the dictator or change the current password. If there is no current password, you will be asked to type and then retype your new password. The retype is required so that a typing error does not make the dictator inaccessible. If there is a password already set, you must first type the current password and then enter the new password. Similarly, Clear Password will only let you clear the current password after you have typed it in correctly. Although you are not required to do so, it s generally a good idea to password protect dictators.

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Required fields: Subject ID is used to uniquely identify subjects.
Subject First Name
Subject Last Name

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• First Name - Enter the first name of the transcriptionist.
• Last Name - Enter the last name of the transcriptionist.
• Connection Type - If the Dictator is using a telephone line or dial-up ISDN line, then click on the circle labeled Modem. If the transcriptionist is using VoiceScribe® on the same PC where the Dictator is using VoiceDoc® or is on the same file server where the Dictator is using VoiceDoc®, then click on the circle labeled Same PC. If the transcriptionist is connecting to the Dictator using the Internet then select the circle labeled Internet. If VoiceDoc® will be communicating via VoiceWare Server®, select the type of connection that will be used. If VoiceDoc® will be connecting to VoiceWare Server® by Internet then click on the circle named Internet. If VoiceDoc® and VoiceWare Server® are on the same LAN then select the circle called LAN. If VoiceDoc® will be connecting to VoiceWare Server® by modem/ ISDN then select the circle named Modem.
• Dial-in Information - Enter the ID number that the transcriptionist uses to define him/herself on the VoiceScribe® system. Enter the transcriptionist's password that the transcriptionist uses on the VoiceScribe® system.
• Dial-out Information - Enter the ID number that the Dictator wants to use to define him/herself to this transcriptionist. Enter the password that the Dictator wants to use to define him/herself to this transcriptionist. The Dictator may have a different ID and password for every transcriptionist or transcription service that the Dictator uses, or may use the same Dictator ID and password for every transcriptionist, (although the latter scenario is not advisable for security reasons.) The remaining fields are necessary only if the transcriptionist is connected via Modem or ISDN line.
• Phone Number - Enter the phone number of the modem on the PC that the transcriptionist is using to run VoiceScribe®. Use numbers only; no dashes, slashes, parentheses, etc. If you need to dial 9 to get an outside line or 1 to call long distance, enter those numbers in front of the Dictator's modem number. For example, 917035551212 would be entered if you needed to dial 9 to get outside of your company's telephone system, 1 to call long distance, then the area code and phone number. If using VoiceDoc® via the Internet the Phone Number field will change to Internet Address. Enter the IP address of the transcriptionist's computer or of VoiceWare Server®

The other settings in this window are commonplace communications/modem settings and are explained in the manual.

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Select Microphone from the Settings menu to define characteristics for your microphone input device. This device may be the VoiceDoc® microphone , a foot pedal, or some other custom device. Note that this input device does not need to be a microphone at all, but in most cases it will be. The foot pedal is an example of a device used to control voice commands. It lets you record, rewind, and play dictation. The actual recording input will come from a standard microphone which plugs into your sound card and has no connection to the foot pedal. If you are not using a device to control voice commands, you will not need to set up your microphone. Microphone Port is used to select the serial port or game port to which the microphone device is connected. Select none to disable external voice control. You may use the VoiceDoc® Record Window buttons to control your dictation when there is no external voice control. Microphone Type lets you specify the type of input device to use for voice control: Sony Slide Switch, VoiceDoc® Foot Pedal, or Custom.

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The window above shows one step in creating a custom microphone input device. VoiceDoc® provides seven functions you can map to buttons/slideswitch positions on your microphone. These functions are Play, Record, Stop, Rewind, Forward Wind, Complete, and Insert/Overwrite Toggle. The wizard-like screen guides you through setting up each function that you want to map. The function name appears at the top of the screen. You press and hold the button that you want to map to the indicated function; and then click the Read Input button on the screen. VoiceDoc® will read the port to which your microphone is attached to get a range of values that this button outputs as a result of being pressed. After a short sampling period, the progress indicator will reach 100% and the Read Input button will become enabled again.

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The screen contains two lists: a drive list and a folder list. Pick the correct drive from the drives list and then the correct folder from the folders list. Double-click on folders to open and close them. When you open a folder, all the folders beneath it become visible. Continue to double-click until the server location is identified.

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Other Settings lets you specify the sampling rate (frequency), number of channels, and sample size used to digitize the dictation. The higher the sampling rate, the better the voice quality; but as sampling rates are increased, so is the time it takes to send a dictation to the transcriptionist and the amount of disk space needed to store it. The same principle applies to the sample size and number of channels.