DocQspeech for Medical Editors M*Modal Fluency for Transcription

Transcription

1 SPEECH RECOGNITION SETTINGS 1. To access the speech recognition settings and select personal preference options, do one of the following: Press Ctrl + Shift + T to open the Speech Recognition tab. Click Tools > Options > Speech Recognition to access the Optoins menu, and press Alt + S to navigate to the Speech Recognition tab. The settings are only available in a speech recognized report. The settings are divided into three sections: Tags, Audio highlight, and Accelerated Silence Playback. Tag Settings: Silence, hesitations, and non-speech tags are inserted by the speech recognition engine. By default, silence and hesitations are not selected to display in the report. Disable the non-speech tag if selected. Skip and redundant speech tags are selected by default to display in the report. Do not change these tag settings. Audio Highlight Settings and Usage: The following are personal preference settings which remain the same until changed by the transcriptionist: Feature Show audio highlight Cursor tracking Auto select demographics text when closing ADT dialog Stop on edit Function A yellow highlight moves through the text as the audio plays. This recommended setting is enabled by default. Deactivate if audio and text are not synchronized. Moves the cursor to the current audio position when playback is stopped. This setting is disabled by default. Automatically highlights text from the start of the dictation to the current audio position when the Demographics/ADT screen is closed for the first time. This recommended setting is enabled by default. Audio stops upon inserting a character, QA marker, or pressing the Backspace or Delete key. This setting is enabled by default. This setting does not permit simultaneous playback and editing. Accelerated Silence Playback Settings and Usage: By default, this option is not enabled, and the minimum silence length is set to 5 seconds. When enabled, this feature engages after the minimum silence length to enhance playback speed during periods of silence (3:1 ratio) and hesitatoin (2:1 ratio). It is recommended to enable this feature when the dictator hesitates frequently or does not hang up properly at the end of the job. AUDIO/CURSOR SYNCHRONIZATION The Audio/Cursor Synchronization feature is a useful editing tool. 1. Press Ctrl + Shift + M to move the cursor to the current audio position. This keyboard command promotes effectual cursor placement during simultaneous playback. Use Ctrl + Shift + M while editing text. Page 1 of 9

2 2. Press Ctrl + M to move the audio to the current cursor position. This keyboard command does not function during playback. Use Ctrl + M when proofreading the document or to rewind the audio in lieu of using the foot pedal. SKIP MARKER GUIDELINES Skip markers are used to hide text that should not display in the report. A <skip> marker tells the system, Do not display this text but hold a place to keep the audio and text files synchronized. These tags are used to hide more than 5 consecutive words of text not being replaced with corrected text. They are also used when relocating text in the report. Examples of when to use a <skip> marker include: Text for ADT displayed at the beginning or end of a report. Recognized side conversations. CC List entries not included with the ADT text. Unnecessary text for spelled words. (Spelling is recognized as letters and small words interspersed with spaces which the recognizer reads as words. ) When dictator requests relocating text or as mandated by a work typestandard. Dictated instructions to insert a Standard. More than 5 consecutive words of recognized text that is not part of the final report. 1. To place an automatic <skip> marker, highlight the unnecessary text and do one of the following: Press the Delete key Press the Backspace key Press Ctrl + X to cut When more than 5 consecutive words are highlighted, DocQspeech inserts a <skip> marker to hide the text and maintain audio and text synchronization. If no marker is required the words delete. 2. To insert a manual <skip> marker, highlight unnecessary text and press Ctrl + Shift + S. Important considerations when working with <skip> markers: Edit the incorrectly recognized text prior to placing a <skip> marker when relocating the text. Otherwise, correcting unnecessary text is not required. Do not use a <skip> marker when editing incorrectly recognized text. Instead, highlight the text and type the correct text over the highlighted area. Markers insert into the document with blank lines or blank spaces around them which act as a buffer. Do not alter the spacing around a marker as this corrupts the marker hindering future recognition. Unnecessary spacing and markers are removed during back-end formatting. During editing, if more than 5 consecutive words are inserted and then deleted, such as when inserting a standard, DocQspeech inserts an automatic <skip> marker. This unnecessary marker must be removed to maintain synchronization of the text and audio files. REDUNDANT SPEECH MARKER GUIDELINES Redundant speech markers are used to hide extraneous, repetitive, and generic phrases that should not display in the report. A <red-s> marker tells the system, "Do not display this text but identify it and hide it in future reports. For example: This is Dr. Smith completing dictation. A phrase qualifies as redundant speech when it meets the following criteria: Dictator frequently uses the phrase. The phrase does not contain any patient-specific information. The phrase does not contain any names other than the dictator or facility name. The phrase is one that should not display in any transcribed report. To place a <red-s> marker, highlight the text and press Ctrl + Shift + R. Page 2 of 9

3 Important considerations when working with <red-s> markers: Prior to inserting a <red-s> marker, edit incorrectly recognized text. Never insert a <red-s> marker over a single word as that word could be part of a necessary phrase in another report. Markers insert into the document with blank lines or blank spaces around them which act as a buffer. Do not alter the spacing around a marker as this corrupts the marker hindering future recognition. Unnecessary spacing and markers are removed during back-end formatting. If unable to determine whether a phrase qualifies for redundant speech, highlight and delete the unnecessary text. When unnecessary text contains phrases that qualify for redundant speech and also includes patient-specific information, highlight everything and press Delete. Once <red-s> markers are identified, they display in the report. Listen to the audio; however, no editing is required. REMOVING A MARKER To remove a marker and reveal text previously hidden under a marker, position the cursor anywhere on the marker and press Ctrl + Shift + N. DocQscribe displays the hidden text in highlighted format. Markers insert into the document with blank lines or blank spaces around them which act as a "buffer." Do not alter the spacing around a marker as this corrupts the marker and the hidden text cannot be displayed. If a marker inadvertently deletes, press Ctrl + Z to undo last action and display the marker. Then, if necessary, press Ctrl + Shift + N to display the hidden text. If you inadvertently insert the wrong tag type, first normalize the marker by pressing Ctrl + Shift + N, and then place the appropriate tag over the highlighted text. EDITING TEXT The most efficient way to edit speech recognized text is to highlight the incorrectly recognized text and type the correct text over the highlighted area. When text is highlighted, the next keystroke deletes the text, thereby deleting and replacing the text in one motion. This maintains the synchronization of the text and the audio files which enhances future recognition. Do not highlight and press Delete when editing text as this will insert a <skip> marker which affects synchronization and future recognition. There is no limit to the amount of words you can highlight and replace when editing text. To edit using an expansion program, highlight the incorrectly recognized text, type the short form, and expand with an activation key. Accommodating Dictator Edits: Speech-recognized text displays in the order dictated. To re-order and move the text to the proper location, follow the steps below: Edit and then highlight the text to be moved, and press Ctrl + X to cut. Highlight any additional instructions and press Delete. If the cut or deleted text is more than 5 consecutive words, DocQspeech inserts an automatic <skip> marker. Move cursor to new location in the document and press Ctrl + V to paste. To realign the cursor with the current audio position, press Ctrl + Shift + M. Page 3 of 9

4 WORKING WITH NUMBERED LISTS 1. Press Ctrl + Shift + L to activate the automated list numbering feature. This command inserts a faded #. symbol which formats the list according to customer specifications. Formatting Considerations: Converting Text Blocks to a Numbered List: When speech-recognized text displays in paragraph format, but a list is required, do one of the following: Reformat text to stacked style by placing the cursor in front of the word that begins each list item and press Enter. Highlight the newly formatted block of text and press Ctrl + Shift + L. Do not include the space below the last list item when highlighting the text. Press Ctrl + Shift + L in front of the first list item, edit the text, and press Enter. Continue editing, pressing Enter at the end of each item until the list is complete. Working with List Variations: Speech-recognized text may display with a mixture of numbers and faded # symbol format. The list items must be converted to either all numbers or all symbols to ensure proper list format. To edit a partially-enumerated list, do one of the following: Highlight the entire list, and press Ctrl + Shift + L. Convert faded #. symbols to appropriate numerals. Do not include the space below the last list item when highlighting the text. A speech-recognized list may display without periods following the numbers. Without the periods, the numerals are recognized as plain text. To edit this text, do one of the following: Delete the numbers, highlight the list, and then press Ctrl + Shift + L. Insert the missing periods after the incorrectly formatted numbers. To create a sub-list, highlight the appropriate text and press Ctrl + Shift + L. EDITING REPORTS WIT H A HEADING LIST When a work type is enabled with heading list functionality, the Heading list pane displays on the lefthand side of the transcription screen. This pane consists of the Document outline and the Unused headings. The Document outline displays a list of recognized headings in the job, and the Unused headings list displays the remaining Preferred headings. Edit the report in the order dictated. When a heading similar to a Preferred heading displays in the report but the Unused Preferred heading does not move to the Document outline, this indicates that the heading is not mapped in DocQmanage. Substitute the Preferred similar heading. Formatting Headings: To edit text into heading format, do one of the following: Highlight the incorrectly recognized text, type the Expansion short form, then press Enter. For example: HPE = </PHYSICAL EXAMINATION/> Highlight the plain text and press Ctrl + Shift + H. Highlight the recognized text and press Ctrl + H to select a heading from the Preferred heading list, and then press Enter. Page 4 of 9

5 If text displays without an associated heading and there is a Preferred Unused heading related to that text, you must insert the heading. To add a heading not dictated but required for document integrity, follow the steps below: 1. Position the cursor where the heading should display. 2. Press Ctrl + H to toggle to the Preferred headings list. 3. Start typing the name of the heading or use the up and down arrow keys to scroll through the list. 4. Once the heading is highlighted, press Enter to insert it in the report. The heading also displays in the Document outline. For additional information, refer to the DocQscribe Headings List QRCavailable on MQCentral. WORK TYPE STANDARDS Work type Standards represent the customer's mandatory preferred headings. To preserve document integrity, maintain heading text and order. To accomplish this, cut and paste edited text under the work type Standard headings. Conversely, when the recognized text displays in the same order as the work type Standard headings, the heading text may be edited to represent the mandatory preferred headings. To insert a work type Standard, follow the steps below: 1. Position the cursor below the <skip> marker hiding the text representing the ADT information. 2. Press Ctrl + S to display the list of Standards. Select the appropriate standard and press Enter. 3. Edit the recognized text. 4. Highlight the edited text associated with the first heading in the Standard. Press Ctrl + X to cut the text. If the cut text is more than 5 consecutive words, DocQspeech inserts an automatic <skip> marker. 1. Position the cursor below the first heading in the Standard. Press Ctrl + V to paste the cut text. 2. Highlight the edited text associated with the next heading in the Standard. Press Ctrl + X to cut the text. 3. Position the cursor below the next heading in the Standard. Press Ctrl + V to past the cut text. 4. Repeat steps 6 and 7 until all edited text is pasted under the appropriate work type Standard heading. 5. Delete any unnecessary text (including headings) left over from cutting/pasting into the Standard. If the deleted text is more than 5 consecutive words, DocQspeech inserts an automatic <skip> marker. Special Considerations: If the recognized text displays in the same order as the work type Standard headings, rather than move the text into the Standard, edit the headings to match the mandatory preferred headings. If you insert a standard and then delete it, DocQspeech inserts an automatic <skip> marker. In order to maintain synchronization of the text and audio files, you must delete the marker. When text is moved in DocQscribe, any markers (skip, redundant speech or QA) that display in the text prior to cutting will delete when pasting to a new location. All QA Markers must be reinserted at the corresponding audio position. DocQspeech markers cannot be replaced. Prior to moving text that contains a QA Marker, follow the steps below: 1. Press Ctrl + J or Ctrl + Shift + J to "jump to" the marker, and replace it with a text marker (@@) followed by the current audio position. 2. After moving the text, "jump to" the text marker. 3. Press Ctrl + Q to insert a QA Marker at the correct audio position. Example: l QA Marker: 78 l When text is moved in the report, the Show audio highlight continues to follow the original audio position. Press Ctrl + shift + T to disable the Show Audio Highlight option if the text and audio are no longer synchronized. Page 5 of 9

6 DICTAT OR ST ANDARDS Dictators may request Standard text insertion for all or a portion of the report. To insert a dictator Standard for a portion of the report, follow the steps below: 1. Edit the recognized text prior to the request for the Standard. 2. Highlight the text requesting the Standard and press Delete. If the deleted text is more than 5 consecutive words, DocQspeech inserts an automatic <skip> marker. 3. Press Ctrl + S to display the list of Standards. Select the appropriate Standard and press Enter. 4. As necessary, press Ctrl + J to "jump to" the text markers (@@) and replace with dictated variables. 5. Continue to edit the report as required. If you insert a standard and then delete it, DocQspeech inserts an automatic <skip> marker. To maintain synchronization delete the marker. To insert a dictator Standard for all of the report, follow the steps below: 1. Highlight all recognized text to include ADT information and dictated instructions and press Delete. DocQspeech inserts an automatic <skip> marker. 2. Press Ctrl + S to display the list of Standards. Select the appropriate Standard and press Enter. 3. As necessary, press Ctrl + J to "jump to" any text markers (@@) and replace with dictated variables. 4. Continue to edit the report as required. F11 GUIDELINES The F11 key is a delete-all function which removes the speech recognized text and converts the report to transcription. Use of F11 in conjunction with QCare reporting allows analysis of problems encountered by users. Acceptable uses of F11 are: Mandatory work type Standards consisting of more than 6 headings. Technical problems encountered while editing the document such as cursor becomes nonfunctional. Dictator Standards misuse such as when dictator requests standard but then dictates report. Once F11 is applied to a report, the action cannot be undone. All uses of F11 must be reported to Support via QCare Self Service following the steps below: 1. Under Category, select DocQspeech. 2. Under SubCategory, select F11 Report. 3. Under Summary, enter the reason for F11 usage. 4. In the Description field, enter the Internal Job Number(s) and any additional information. 5. Click Submit Incident. For efficiency, create a single incident to report multiple occurrences. If access to QCare Self Service is unavailable, send an with the above details to support@mmodal.com. Page 6 of 9

7 SPLITTING A JOB IN D OCQSPEECH When an audio file contains multiple reports the entire text for the complete audio file displays. Use the Split job feature to edit and send each report independently. To split a DocQspeech job, follow the steps below: 1. Edit the text for the first report. Listen to near the end of the audio for courtesy copy information that is dictated at the end but may apply to all reports. 2. Position the cursor at the end of the first report and press Ctrl + M to ensure the audio is at the cursor position. 3. Press Ctrl + Shift + U to Split the job. The cursor and audio must be positioned at the end of the current report prior to splitting the job. This ensures that only the edited text for that report routes to the customer. 4. The document checker activates. Make any necessary corrections, and press Enter. The Split window displays a yellow band on the Playback analysis bar to indicate the location of the audio split. The edited text displays in yellow highlight behind the Split window. Verify only the text for the current report is highlighted. 5. Press Enter to send the edited text as a separate job. An automatic <skip> marker inserts over the unedited text. 6. The job uploads to the next stage of DocQmanage, the audio and text return, and the Split message displays indicating continuation of the split job. Press Enter to display the Demographics and ADT screen for the current job. 7. To process the Demographics and ADT screen, do one of the following: If the current job is related to the master job or the previous job split from the master, import the Demographics and ADT data from the Import Job Information window. If the current job is not related to the master job or the previous job split from the master, process the Demographics and ADT screen as usual. Refer below to Importing Demographics and ADT Data for further information. 8. Press Alt + O to close the Demographics and ADT screen and display the remainder of the unedited text. The audio and text for the previous job displays under a <skip> marker. Press Ctrl + Shift + N to normalize the marker if necessary. 9. Edit the text for subsequent reports, splitting as necessary. Once the text for the entire audio file is edited, press Ctrl + U to Upload the last report along with the complete audio file. 10. The Job Creator window displays. Press Alt + W to download a new job or Alt + O to log off. IMPORTING DEM OGRAPHICS AND ADT DATA Split job functionality offers the option to import data from the master or previous job when processing the Demographics and ADT screen. To import Demographics and ADT data, follow the steps below: 1. Press Alt +. (period) or click Import located at the bottom of the Demographics and ADT screen. The Import Job Information window displays a list of the demographics sources available to import. 2. From the drop-down options, press the Down Arrow key to select appropriate demographics and/or ADT fields. Press Tab or Shift + Tab to move between fields. 3. Press Alt + I or click Import. The Import Job Information window closes and the selected information populates the fields of the Demographics and ADT screen. Page 7 of 9

8 If the current report is not related to the master or previous job, then process the Demographics and ADT screen without importing. Split job functionality also offers the option to import courtesy copy information from the master or previous job. To import CC recipient data, follow the steps below: 1. Press Alt + W or click Show CC List on the Demographics and ADT screen to open the CC List window. 2. Press Alt +. (period) or click Import to open the Import Job Information window and display the Source section. The numbered CC recipient list identifies the source: 1 for the master job and 2 for the previous job split from the master. 3. Select the box for the appropriate CC recipients and press Alt + I or click Import. Press the Up/Down arrow keys to highlight the appropriate CC recipient, and then press the Spacebar to select. 4. The Import Job Information window closes and the recipients display in the Selected Names for CC List area. Press Alt + O or click OK to save the list and exit the CC List window. To import CC recipient data from the transcription screen, press Ctrl + L. Then, follow steps 2 through 4 as noted above. HELPFUL KEYBOARD COM MANDS FOR EDITING Keyboard Command Ctrl + Shift + M Ctrl + M Ctrl + Ctrl + Shift + Ctrl + Ctrl + Shift + Ctrl + Ctrl + Shift + Ctrl + Ctrl + Shift + Shift + Home Shift + End Shift + Shift + Shift + Shift + Ctrl + Home Ctrl + Shift + Home Ctrl + End Ctrl + Shift + End Ctrl + S Ctrl + K Ctrl + Shift + H Description Moves cursor to current audio position. Moves audio to cursor position. Moves cursor one word to the left. Highlights one word to the left. Moves cursor one word to the right. Highlights one word to the right. Moves cursor down one paragraph. Highlights text to the end of the paragraph. Moves cursor up one paragraph. Highlights text to the beginning of the paragraph. Highlights text from the current cursor position to the beginning of the line. Highlights text from the current cursor position to the end of the line. Highlights text from the cursor to one line above. Highlights text from the cursor to one line below. Highlights text from the cursor to the right. Highlights text from the cursor to the left. Moves cursor to the top of the document. Highlights text to the beginning of the document. Moves cursor to the end of the document. Highlights text to the end of the document. Shows list of available standards. Sentence break (punctuation toggle). Heading toggle. Page 8 of 9

9 Ctrl + Shift + A Ctrl + Shift + L Ctrl + Shift + X Capitalization toggle (change case). Activates automated list numbering. Copies text associated with a heading and pastes it below the next heading. Page 9 of 9