VoiceWare Dictation - Transcription System:
VoiceWare Server® Screen Captures

VoiceWare Server® Screen Captures

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The window contains a view of all the jobs for one type of dictation. There are 8 types of dictation (Pending, Completed, To Send, At Transcription Site, Awaiting QA, At QA, Pre-Transcribed and Transcribed). The list is an extended selection list. This means that items may be selected and deselected by holding down the CTRL key and clicking the mouse. An entire range may be selected by holding down SHIFT and clicking the mouse. The order that the dictation displays may be changed by clicking a column header to sort based on that header. The order itself toggles between ascending and descending each time you click on the column header. To see a job's Properties, double-click the job. You can also right-click on the dictation list to get a context menu that shows what actions you can perform on the selected job(s).

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The toolbar consists of 12 windows icons: Display Pending Dictation list, Display Completed Dictation list, Display To Send Dictation list, Display At Transcription Site Dictation list, Display Awaiting QA Dictation list, Display At QA Dictation list, Display Pre-Transcribed Dictation list, Display Transcribed Dictation list, Show Error Dictations, Show System Messages, Find Job, and Exit VoiceWare Server®

In the main window, under the Dictation menu, you will find the following:

Pending Dictation, which is dictation that has been saved, but not completed and compressed. Typically you will not have any Pending dictation; and it is provided for backward compatibility.

Completed Dictation, which is dictation that has been compressed, and is ready to be picked up by a transcriptionist. Jobs in this state are the only ones that will ever be sent to transcriptionists.

To Send Dictation, which is dictation that has been queued by communications to be sent to a transcriptionist. Jobs remain in this state until all in the batch to be sent have been transferred.

At Transcriptionist Site, which is dictation that has been picked up by a transcriptionist's VoiceScribe® system. The transcriptionist will work on these jobs and then return them back to VoiceWare Server®

Awaiting QA Dictation

At QA Dictation which is dictation that has been picked up for review by a QA specialist or other transcriptionist using VoiceScribe®.

At Pre-Transcribed state, which is The Pre-Transcribed state is a temporary state used to give you the opportunity to provide further transcription or review before a job is considered Transcribed. A job arrives in this state when returned from a transcriptionist who has not requested QA on the job and the job does not match any of the When To Mark For QA criteria specified in QA Settings. A job is also placed in this state when a QA transcriptionist returns the job and has not requested further QA on it. Jobs remain in this state for a number of hours specified by Pre-Transcribe Hours found in Other Settings. Note that if the Pre-Transcribed state is disabled in Other Settings, all jobs that would have been set to Pre-Transcribed will be placed in the Transcribed state.

Transcribed Dictation state, which is dictation that has been transcribed and returned by the transcriptionist. The transcription for these dictations can be viewed using your word processor.

Marked Completed Dictations, which is the state of one or more dictations to Completed, which allows it to be transcribed again. This option is available only for Pre-Transcribed Dictations.

Mark Await QA state, which is the state of one or more jobs to Await QA, which makes it available for QA again. This option is available only for Pre-Transcribed Dictations.

Marked Transcribe, which is the state of one or more dictations that are in the Pre-Transcribed state to Transcribed. VoiceWare Server® automatically performs this operation for you after a job has been in the Pre-Transcribed state for more than the number of hours specified by Pre-Transcribe Hours found in Other Settings.

Complete, which Complete compresses one or more dictations to get them ready for transfer to a transcriptionist.

Delete, which lets you remove one or more dictations from VoiceWare Server® The files that may be deleted are the voice, compressed voice, demographics, and transcribed document.

This screen shot shows you the properties box:

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Properties which shows information about a dictation and is available if one and only one job is selected in the dictation list.

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Find Job allows you to quickly find a dictation without going through the available lists of dictation.

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• Login ID is required and is the ID used to identify a dictator who submits dictations using VoiceDoc®. The VoiceDoc® ID must match this ID exactly.
• Prefix is not required. It describes any title which appears before the dictator's name, like Dr., Mr., etc.
• First Name is required and is the dictator's first name.
• Last Name is required and is the dictator's last name.
• Suffix is not required. It describes any descriptor that appears after the dictator's name, like Jr., III, etc.

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Many of the fields on this screen are not used at this time by VoiceWare Server® All fields are described below as they might work in future releases. The important fields are Last Name, First Name, Transcriptionist ID and Password, and Max Jobs Per Call. The other fields you do not need to worry too much about, although you will need to fill most of them in.

• First Name - Enter the first name of the transcriptionist.
• Last Name - Enter the last name of the transcriptionist.
• Connection Type - Select Same PC if the transcriptionist is on the same computer or LAN as VoiceWare Server® Otherwise select 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 (in our case, VoiceWare Server®) 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 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®.
• Default Work Type is required but is only kept around for backward compatibility. It was used to indicate the work type most often used by this dictator.
• Max Jobs Per Call specifies the maximum number of jobs the transcriptionist will be allowed to download during one communications session. Check Use Default if you want to use the default maximum number of jobs allowed, which is set in Other Settings.
• Allow Get By Job Number lets the transcriptionist use the Advanced Get/Return feature in VoiceScribe® to request dictation by job number. Check this item if you want to enable this method of job distribution.
• Allow QA lets the transcriptionist get work that is in the Awaiting QA state. Check this item to give the transcriptionist the ability to perform QA.
• The remainder of this screen is standard modem configurations.

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The Settings menu contains numerous items that let you configure VoiceWare Server®
One is the export directory if you are using a dictation machine. This lets you specify the location where the dictation machine will send new dictation it has recorded by telephone. This new dictation is compressed and readied for a transcriptionist to pick up by VoiceWare Server®.

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Import Directory lets you specify the location where the dictation machine will look for new dictation from VoiceWare Server® (created by VoiceDoc®).

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Additional Information Queries are used to pull extra data from an external ODBC-compliant database and send it to the transcriptionist. Extracting additional subject data is a common application of these queries.

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In order to keep VoiceWare Server® running smoothly, you need to archive jobs at some point after they have been transcribed. Archiving means writing a record to the Archive database and then deleting the record in the main database as well as the associated dictation files.

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Attachments are extra files you send to transcriptionists along with their normal workload. These files can have any information that you want in them.

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Quality Assurance is a step in the transcription process that lets quality-control specialists or other transcriptionists review the documents generated by the original transcriptionist before these jobs are returned to the dictator. The When To Mark For QA tab tells VoiceWare Server® which jobs, when returned by transcriptionists, to mark Awaiting QA. You can pick all jobs by selecting Always, no jobs by selecting Never, or base it on some criteria that you specify by selecting Based On.
The Expression list shows the criteria used to determine the next state of jobs returned by transcriptionists. Each item in the list is evaluated using the returned job's information. If any one of the expressions is found to be true, the job's next state will be Awaiting QA. If all of the expressions evaluate to false, the job's next state will be Pre-Transcribed if it is enabled, or Transcribed otherwise.

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You can have any number of expressions. Click the New Expression button to create a new expression; click Modify Expression to edit the selected expression in the list; or click Delete Expression to remove the selected item from the list. All deletions ask for confirmation before proceeding. Expressions can also be individually enabled and disabled by clicking on them when they are selected. A check mark next to the item indicates that it is enabled. No check mark means the expression is disabled and will not be used for evaluation.

The server also has settings for startup options, other settings, communications ports, etc. These are pictured and explained in detail in the manual.