Instructions for AltaScribe

Transcription

1 Instructions for AltaScribe Terms of Use Unless otherwise stated, the content of this documentation and software associated with it are copyrighted materials of NetMed. They are intended for the internal, non-commercial use of the NetMed, their employees and their affiliates. They may not otherwise be copied, reproduced, distributed, published, downloaded, displayed or transmitted by any means without the prior written permission of the NetMed. While the NetMed has taken reasonable efforts to ensure that the information on this document is accurate, they cannot guarantee the accuracy or completeness of any information on or provided in connection with this document and are not responsible for any errors or omissions or for results obtained from the use of this information. NetMed expressly disclaims any representations or warranties of any kind, express or implied, including, without limitation, any warranty of merchantability, fitness for a particular purpose or non-infringement. Each person accessing this information assumes full responsibility for its use and understands and agrees that NetMed is not responsible or liable for any claim, loss or damage arising from the use of the information including, without limitation, any direct, indirect, incidental, special or consequential damages. The information on this document is designed for professional purposes only. 1

2 Table of Contents NetMed Call-In System... 3 Sending (Uploading) Dictation... 4 Opening WebChartMD... 7 Editing Documents... 8 Editing Patient Information Printing Dictations Printing Envelopes Finalizing Documents E-Signing Documents In AltaScribe Listening to a Dictation Updating CC Physicians in Address Book Faxing

3 NetMed Call-In System Phone Number: "AltaScribe" 2. "Please enter your user ID followed by # key" See list# 3. "Enter your pass code followed by the # key" See list# 4. "Enter selection now" See list# KEYPAD COMMANDS 1 RECORD/UNPAUSE 2 PAUSE 3 REWIND 5 SECONDS 4 REWIND BEGINNING 5 NEW FILE 6 FAST PLAY 7 SKIP TO END 8 JOB NUMBER 9 STAT 1 hr: 9/1 2 hr: 9/2 4 hr: 9/4 8 hr: 9/8 12 hr: 9/12 When in record mode: Press 1 to record at end of dictation (append) Press 1# to record at rewind position (overwrite) 3

4 Sending (Uploading) Dictation 1. Make sure you are connected to the internet before anything else. ** If you have a high-speed connection you will not have to worry about this because you are always connected. ** 2. Make sure the recorder is powered on and then proceed by plugging the recorder into the usb cable that came with the recorder. (See below) 3. After you have plugged in the recorder, the screen pictured below will appear. If the provider listed on this screen is correct, click on Yes and skip to step #6. If the provider listed is incorrect, click No and proceed to step #4. ** If no audio files (dictations) exist on the recorder then you will receive the message No dictations found on recorder. Please plug in another recorder to continue. * 4

5 4. If you choose No, you will be given the option to select a different user to associate to your recorder. (See below) To select a different dictator, click on the down arrow next to the current dictator s name. A drop down list will appear and available dictators will be listed to choose from. After changing the dictator click OK. 5

6 5. You will now see the screen below with the new dictator s name. Click on the Yes button to send your voice files. 6. After the upload is complete you will see a window indicating that all files were uploaded successfully. You can then either select the minimize button and this window will disappear or you can plug in another recorder to upload additional files. 6

7 Opening AltaScribe 1. On your computer desktop screen you will see an icon (see below) named AltaScribe Web Portal. Double click this icon to open the AltaScribe Portal login page. 2. Enter your Username and Password in the appropriate fields and select the Login button. 7

8 3. The AltaScribe Portal will now appear. Editing Documents 1. From your Inbox, you will see documents listed. To edit the document, you will need to double click on the file to be edited. 8

9 2. After you double click on the document, it will launch your copy of Microsoft Word and you can edit the document just as you would any normal Word document. 3. After you have made the required changes, you can save the document by going to the File menu and clicking Save or clicking the save icon on the Microsoft Word Toolbar. 9

10 Editing Patient Information Depending on your version of Microsoft Word, the save feature may be in a different spot. After you have saved the document, Microsoft Word can be closed. 4. There may be circumstances to edit the Patient Information on a document. ** You will want to change it in the document and in the system. This will ensure that you can search for the document in the future with the correct spelling. ** Select the document so it is highlighted (blue) and click on the Demographics button. (See below) 10

11 5. You can then edit the patient information in the ChangeDemographics Web Page Dialog window. (See below) 6. After you have made your changes, click Save and the system will save your changes. Printing Dictations 1. After opening the AltaScribe Portal, you will see an initial screen where you will be able to determine if there are any new documents to print. (See fig. 2) This screen demonstrates that you are looking at Dr. John Doe s Inbox. ** Notice the Inbox is selected in the drop down menu at the top. ** 2. There are two documents in his Inbox to print. You can tell that they have not been printed because there is nothing in the printed column. (See fig. 1) (fig. 1) 11

12 (fig. 2) 3. To print, highlight the documents (when selected they will turn blue) and click on Document > Print icon. (See below) To print more than one document select the first document you want to print (left mouse click) and then drag your mouse over the additional documents you want to print. You can also select your first document and then hold shift and select your last document to select your group of documents. 4. After you have printed the documents, you will see a blue dot in the printed column indicating you have printed the documents. For the blue dot to appear, you must first refresh the screen with the refresh button. The printed column has an icon at the top that looks like a printer. (See below) 12

13 Printing Envelopes (Not available as of 12/29/2016) 1. To Print Envelopes highlight the dictation you would like to print (when selected it will turn orange). Then right click with your mouse and from the tool bar that appears select Document>Print Envelopes. (See below) 2. Once Print Envelopes has been selected Microsoft Word will open and the address information will be filled in and in a letter format and ready to print in Word. (See below) 13

14 Finalizing Documents 1. To finalize a document you must first highlight the documents you want to finalize. Click the "finalize" button to move the documents from the Inbox folder to the Final folder To finalize more than one document select the first document you want to finalize (left mouse click) and then drag your mouse over the additional documents you want to finalize. You can also select your first document and then hold shift and select your last document to select your group of documents. 14

15 To E-sign more than one document select the first document you want to E-sign (left mouse click) and then drag your mouse over the additional documents you want to E-sign. You can also select your first document and then hold shift and select your last document to select your group of documents. E-Signing Documents In AltaScribe 1. In the Inbox folder, the first screen shows the documents that can be selected to be E-signed. 2. Once you have reviewed your documents and made any necessary changes, you will be ready to E-Sign them. To E-Sign documents, select the document to E-Sign (it will turn blue) and then select the e-sign icon. (See below) 3. After the documents are signed, they are moved to the Final folder and tagged as E-signed (padlock icon). 15

16 Listening to a Dictation 1. You can listen to dictations from any of the folders (In Process, Received, Inbox and Final). The Play button is indicated in the screen shot below. 16

17 2. The Express Scribe player will open and begin playing the voice file. (See below) Updating CC Physicians in Address Book Editing CC Physician 1. Login into AltaScribe and click on Settings in the top right corner. 2. In the Settings window select Account Settings then Address Book Manager. 17

18 3. Select the physician that needs to be edited and click Edit Entry. 4. Then type in any changes in the Manage Contact window and click Save. Adding CC Physician 1. Repeat steps 1 and 2 at the beginning of this tutorial to enter the Address Book. 2. Click on the Add Entry button to create a new cc physician. 18

19 3. Then type in the appropriate info into the Manage Contact window and click Save. 19

20 Faxing on Demand 1. After logging into AltaScribe open the folder that the document you need faxed is located. 2. Select the document that needs to be faxed by highlighting it. Click the "fax" button. 3. The window below will open. ** To manually fax to someone, the Enter recipient name and Enter fax number needs to be filled in the Add New CC Physician area. ** (see below) 4. Next select Add which is directly to the right of the Enter fax number. ** After clicking Add the Fax Recipients area at the bottom of this window will show the name and fax number of the person you are sending the document to. ** (see below) 20

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