WORDSCRIPT WEB EDITION

Transcription

1 - 1 - WORDSCRIPT WEB EDITION Non CDFS

2 - 2 - INDEX Introduction To Wordscript... 3 Login... 3 General Terms Used Tagging Data Input Window (Shortcut key: Alt + 2) Audio Control Working on a noncdfs File Opening a Dictation Data Input Window&Doubt Reason Inserting Blank and Hypertext in Data Input Window Doubt Reason Selection Transcribing Field markers Bookmark In Wordscript Inserting Blanks Inserting Hypertexts Deleting a blank and hypertext AutoDownload Reports Normals DMG (Demographics) Multiple Transcripts TAT (Turn Around Time) Wordscript Shortcut Keys Frequently Asked Questions... 42

3 - 3 - Introduction to WordScript Web Edition Wordscript is a transcription tool that is used by all the transcribers and Editors in Acusis to transcribe and edit their files. It is a complete transcription/editing tool which enables the users to handle their files effectively and efficiently. Wordscript has all the features of Microsoft word along with the audio bar for navigation. Login The users can access Worscript by entering the below-mentioned URL into the address bar of the browser. Tip: Click on this link and add it to your favorites in the browser (internet explorer) window. The login page appears as shown:

4 - 4 - The username and the password are to be entered in the respective fields. User Name: Type in your User name provided to you either by your trainer or the Systems team personnel. Password: Type in your WordScript account password provided to you either by your trainer or the Systems team personnel. Please note that the password is case sensitive. You can change your password after the first log in. NOTE: If you fail to login to the Wordscript more than twice, do not make anymore attempts to login. Get in touch with the Systems team personnel/trainer for assistance. Once you login, the homepage of WSWE (Wordscript Webedition) appears as shown.

5 The system verifies the application requirements automatically as shown below

6 If the launching application window does not appear automatically, click on "Launch WordScript" link

7 After the system requirements are checked, the application run window pops up. This window would appear only on your first login

8 - 8 - From the second login, there will not be any pre-requisition check and the system directly logs into the WSWE application. Upon successful login to Wordscript, the WordScript Job Manager Application window appears. By default, the autodownload option is enabled and you would get a dialog box as shown below:

9 - 9 - If you are ready to download files and process them, select okay. The files will be automatically downloaded in to your job manager. Otherwise, select cancel. Alternatively, you can also click on "Get Files" option on the menu bar to collect files.

10 Basically, there are two options available in Job manager window, Files and Reports. Files option is used to collect files, and view details, whereas the Reports Tab is used to view the work details (total lines processed during a day or over a period of time) and individual file line count and accuracy. Jobs panel enables the user to view the files of different categories (STAT, nonstat, etc) or different stages of files (editing jobs, transcription jobs, etc.). Details of a file (files) are displayed under the "Details" panel. The toolbar menu Job Manager can be used to set user options and to exit from the application. The TAT Alerts of the STAT and NON STAT files come up as a prompt, based on the time interval set by the user under user options. The user ID and the Global ID of the user are displayed on the right side above the Job manager window.

11 Logout: To terminate the application, click on "Logout" on the right hand top corner of the Job Manager window or you can select the Job Manager menu on the toolbar and click on exit. General Terms Used Tagging Tagging is the process by which you tag contents of the transcript. The content that can be tagged is classified into different categories - Blank and Hypertext. Tags are used to identify the content from the rest of the transcript. The tagged content is differentiated using background colors. The background color changes when you tag a file. Data Input Window (Shortcut key: Alt + 2) The Data Input Window is used to key in the demographic information. Enter the appropriate information, as dictated by the dictator or through Demographic search (click on Accept on the DMG window and the fields in the data input get updated automatically), to fill in the columns displayed under Data Input Window.

12 Note The Data Input Window can be invoked even while working on transcripts using the keys Alt+2. Note The header fields that are displayed in the data input window will vary from client to client.

13 Audio Control The Audio Control Bar is equipped with options as displayed below. 1. Play button to start the audio. 2. Pause button enables you to pause while playing the audio file. 3. Use stop button to stop the audio file. 4. This button takes you to the beginning of the audio file. 5. Rewind button helps you rewind the audio file. 6. Forward button help you to fast forward the audio file. 7. Click on this button to go to the end of the audio. 8. Set bookmark button enables you to set the bookmark (blank or hypertext) in the file. 9. Go to bookmark button helps you to jump to the next available bookmark along with the audio bar navigating accordingly. 10. Delete bookmark button helps you to delete a bookmark. 11. You can Decrease/Increase the speed of your dictation. 12. Displays the Decrease/Increase in the speed of the audio in terms of units. 13. Resets the speed of the audio. 14. Increases the volume of the dictation. 15. Decreases the volume of the dictation. Audio File Status

14 The slider control gives the diagrammatic representation of the percentage of audio file played. The first static control gives the percentage of file played. The next static control gives the elapsed dictation time. The last static control gives the total time of the audio. Working on a noncdfs File Opening a Dictation Double click on the file in the job manager window to open the file. The noncdfs file opens with green body tags indicating it is a noncdfs file. Given above is the snapshot of what a noncdfs file looks like once it has opened.

15 Note: The autopopulated headings might differ from account to account. The autopopulated content (if there is any) will appear within the BODY tags. The transcription should be done in between these body tags only. Data Input Window & Doubt Reason The data input window consists of the header information of a particular file. Some fields are filled in automatically, for eg, the date of transcription, time of transcription, etc. Most of the fields are filled in from (DMG) Demographic Window. Once the data input window opens up, click on the Save button. Any changes to the data input window can be made manually afterwards by invoking the window by using Alt + 2. Ensure you always save changes made to the data input window. The Data Input window will be displayed as shown: Enter the details in the appropriate fields.

16 Doubt Reason The doubt reason for the files can be given by check marking the box to select a doubt reason as shown below.

17 The above is the screen shot of doubt reason window for a Non CDFS file. Click on "Save" to save the changes made, or click on "Cancel" to exit. Inserting Blank and HyperText in the Data Input Window: You can insert blank and hypertext in the data input window fields while entering the information. You can insert a blank and/or a hypertext by using Alt+B on your keyboard. It is also necessary to enter the appropriate doubt reason for the blanks and hypertexts inserted in the data input widow too. In the below screen shot, a blank is inserted in the MRN field and Hypertext is inserted in the DATE OF BIRTH field.

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19 Doubt Reason Selection: The doubt reason window is used to insert doubt reasons for the file. Choose the appropriate reason and checkmark the box next to it. Description for the reason for doubt can be typed (if required) in the space under the Description column on the right hand side. If there is a blank in the file, it is mandatory to select Unable to decipher blank doubt reason, #9. If there is a hypertext in the file, it is mandatory to select Doubt in text doubt reason, #17

20 TRANSCRIBING Fieldmarkers The noncdfs files contain fieldmarkers wherever deemed necessary (the content cited within flower brackets denotes the formatting that needs to be followed by the user). Fieldmarker is selected by using the F11 key on the keyboard. When F11 key is used on the keyboard, the cursor selects the next available fieldmarker. The user has to delete the fieldmarker and transcribe appropriately (use the formatting instructions denoted by the fieldmarker like the font size, font style, etc.). Shift + F11 is the shortcut key to go to previous fieldmarker. Note:- All unused field markers should be deleted before sending the files across. The default template loads when a noncdfs file is opened. The template ID is displayed in the header portion of the file. This can be viewed in the

21 Data Input Window or in the header window displayed on the right hand side. The user must make sure that the autopopulated template is correct. If the autopopulated template is not right, it needs to be changed. To change the existing template, delete the existing template using alt + 4 (make sure the cursor is within the body tags) and insert a new template which is appropriate, as specified in the client specifications. Bookmark in Wordscript: Using the bookmark option, user can set bookmarks both in audio file and the document. When the user clicks on the go to bookmark button, you will be directed to that particular segment in the document where the bookmark is set (and that particular segment of the audio file). Inserting Blanks: Place the cursor where a blank has to be inserted (ensure that the audio position also

22 corresponds to the blank) and click on Alt + B. A blank is inserted into the file (highlighted in gray). (Doubt reason Unable to decipher blank has to be check marked if there is a blank in the file) Inserting Hypertexts: To insert a hypertext, select the word and use the keys Alt + B the word, phrase gets highlighted in gray indicating it is a hypertext. (Doubt reason Doubt in text has to be checked if there is hypertext in the file)

23 Deleting a blank or hypertext: To navigate between hypertexts and blanks, use the keys Alt + J to jump to the appropriate bookmark and use Alt+4 to delete the blank/hypertext. The audio bookmark is deleted automatically. Do not use the delete button.

24 Both blank and hypertext removed in the above snapshot. Auto-Download: By Default, auto-download option is enabled. This will enable the users to download the files automatically. When the user logs into Wordscript, a pop up window will appear as shown below:

25 The user can disable it when he is processing the last file for the day, so that the next file does not download, although it available in the server. Uncheck the box shown below to disable auto-download.

26 Reports: The option "Reports" enables the user to view the files sent to the server along with their status like transcribed, edited, superedited, etc., and the accuracy achieved on each file. The user can click on "Reports" button to gain access. The homepage of Reports is as shown:

27 The user can generate reports by selecting the date range; select the date range by clicking on the calendar icon. The user can move to the required month keeping the year a constant by clicking on the arrow button as shown. The user can change the year keeping the month constant by clicking on the double arrow buttons as shown.

28 The user can click on the required date to select it. Click on "Close" to exit. Click on "View Report" button to view the report for the selected date range. This report gives the total lines processed, accuracy and line count of the individual file, etc, for the selected date range or date. The files will be displayed a shown: Print Reports The user can print the reports by clicking on the "Print Reports" button as shown:

29 The user can click on "Refresh" button or use Alt+R to refresh the reports window

30 Normals Doctors use normals or standard set of phrases for physical exam, review of systems, etc. These phrases are commonly used by the doctor and so he creates a normal or macro for these phrases. The normals will be based on the doctor, clinic and hospital. When you are doing a file of a particular dictator, all the normals belonging to that particular dictator will get listed. You can view the normal by clicking on the icon Insert to insert the normal. and then click Click or use Alt + Shift + Q to invoke normals window Normal Details window will open. Select the normal to insert. Click on show preview button to view the preview of the normal before inserting.

31 Click on insert button to insert the normal into the file or click on Cancel button to close the Normals window. DMG (Demographics) DMG Search is a feature of Wordscript that searches for patient information based on the autopopulated data in the header, and displays the result, when the user opens a transcript. DMG search comes with an automatic search facility and when you open the file, it automatically searches for the data based on the autopopulated data, and displays the result. Automatic DMG search takes place based on facility to do AutoDMG search using more than one field. This will depend on the settings in the Templates.xml file. Click Alt+Shift+Y to invoke the DMG search window or click on ( window. ) on the editor Once the search results are displayed, even if the user closes the DMG search window, it gets minimized to the taskbar and the user will have access to the searched results by clicking on the DMG icon on the taskbar.

32 In short, the DMG icon on the editor window in Wordscript opens a fresh DMG search window whereas the DMG search icon on the taskbar opens the last search of the DMG window. On clicking the DMG icon on editor window, browser window with the html page loaded will appear. Note: The html page which gets loaded will differ based on the Template ID and Doctor ID. You can search for both patient information and physician information. To Search for Patient Information Click Search Patient Info link.

33 After entering the details in the field available, click "Search". Demographic search results will appear.

34 Select the radio button corresponding to the appropriate patient information, and click on Accept. If you are dealing with multiple transcripts, and you want to replace the selected DMG information to all the transcripts, check the "Replace All Transcripts" option. The accepted patient information will get inserted into the header on the right hand side of the transcript. Note: The records highlighted in red in DMG search results are of the appointments post-dictation date. These records should not be accepted.

35 Contains Search: Contains search will enable the user to search for patient information even when partial data is available. For example, dictated patient name is Shirley and only rley is audible clearly, then the user can enable the contains search by clicking on the small box beside the search criterion as shown below: Click Search. The search results will appear as below:

36 Multiple Transcripts: In case the file is a multiple transcript file, place the cursor below the end body tag and select the appropriate template (for the second dictation) and insert it. This will insert the additional transcript. You will have another pair of green bands being inserted and another data input window which opens for the second transcript.

37 Select the patient demographics via the DMG search window if the reports are dictated of two different patients. Note:- Ensure that suitable doubt reasons are selected that are applicable for the second transcript in the data input window of the second transcript. Note: When moving between multiple transcripts, place the cursor between the body tags of the corresponding file and use Alt+A or click on view header button to refresh the header and view the header of the intended file. Header of Transcript I

38 Place the cursor in the second transcript, and use Alt + A to view the header of the second file

39 TAT (Turn Around Time) You will be alerted by Wordscript with the Wordscript icon blinking in the status bar, when at least one file collected by you has very less Turn Around Time remaining. It will also be indicated in the 'Status bar' in the case of current working file.

40 Wordscript Shortcut Keys:- Shortcut Keys in WordScript Alt + 2 Alt + 3 Invoking Data Input Window Hide/unhide header window

41 Alt + A Alt + 4 Alt + B Alt + Shift + Q Alt + J Refresh Header in Multiple Transcripts Delete blanks/hypertext/template Insert Blanks and/or HyperText Invoking DMG search Traversing through bookmarks Alt + G Get File Alt + S Send File Ctrl+Alt+U User Details Alt+N Line Count Ctrl+Alt+X User Options F6 Error marking window Shortcut Keys in Audio Controls Alt + P F2 Alt + Y F3 F4 Alt + L Alt + K Alt + R Alt + Q Plays the audio Plays or Pauses the audio Stops the audio Rewinds the audio Forwards the audio Move to the Last Decreases Volume Increases Volume Decreases Speed

42 Alt + Shift +J Alt + Z Alt + B Alt + J Increases Speed Resets Speed Sets Bookmark Go to Bookmark Shortcut Keys in Data Input Window TAB CTRL + TAB CTRL +SHIFT + TAB Alt + S ESC Navigating between the fields in Data Input tab Move forward to next tab Move back to previous tab Saving information and Sending Closing Window Frequently Asked Questions 1. How do you make changes to the accepted demographic data (header on the right hand side in the transcript)? To make changes to the accepted DMG data, invoke the Data Input window using Alt + 2 as the header displayed on the right hand side of the Wordscript main window is only a view-only window and cannot be edited. All changes will have to be made in the appropriate fields of the Data Input Window which can be invoked by Alt Can you invoke the data input window at any time during transcription? The Data Input Window can be invoked at anytime. You need to place the cursor within the <BODY> (start body) and </BODY> (end body) tags of the required file in

43 case of multiple transcripts before invoking this window. 3. How can you navigate between blanks and hypertext in the transcript? Use Alt + J to navigate between Blanks / Hypertext with audio. 4. How do you search for patient info when only a part of MRN is clearly heard? Enable contains search by clicking on the checkbox beside the search criterion MRN. 5. What do you when you are not able to document the dictated CC physician in the physician list as well as on Internet? Leave a blank using Alt+B and check mark the proper doubt reason. 6. The header information window is not visible on the right hand side of my file. What do I do now? Use Alt+3 to unhide the header window. 7. How do you change the template if the autopopulated template is wrong as per the account specifications? Place the cursor within the body tags of the file and use Alt +4 to remove it. Now, select the appropriate template from the select template dropdown and click on insert the selected template icon to insert it. (Ensure that you make a copy of the file contents if the file has been already transcribed). Insert the appropriate patient demographics and other necessary fields in data input window. 8. How do you change the template if the autopopulated template is wrong as per the account specifications? Place the cursor within the body tags of the file and use Alt +4 to remove it. Now, select the appropriate template from the select template dropdown and click on insert the selected template icon to insert it. (Ensure that you make a copy of the file contents if the file has been already transcribed). Insert the appropriate patient

44 demographics and other necessary fields in data input window