Version DATAWORXS SYSTEMS LIMITED. AudioWav Mic Installation and User Guide

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1 Version 1 DATAWORXS SYSTEMS LIMITED AudioWav Mic Installation and User Guide

2 DATAWORXS SYSTEMS LIMITED AudioWav Mic Introduction AUDIOWAV MIC AudioWav Mic is a full-featured dictation application allowing full dictation control utilizing PC mouse and keyboard or footpedal controls. AudioWav Mic can be used as a stand-alone application or integrated with an Audioworxs system. This provides scalability for use ranging from a small office environment up to a large corporate wide dictation and transcription system. The contents of this manual are based on version of AudioWav Mic. The material provided in this manual is provided for informational purposes only and is subject to change without notice. Dataworxs Systems Limited assumes no responsibility for any errors that may appear in this manual. Dataworxs welcomes your comments and inquiries. Address comments to: Dataworxs Systems Limited 3391 Juneberry Road Mississauga, Ontario, Canada L5N 7E8 Phone: (905) FAX: (905) support@dataworxs.com Dataworxs Systems Limited may use or distribute any information you supply in any way it believes appropriate without incurring any obligations whatsoever. Copyright Dataworxs Systems Limited. All rights reserved. AudioWav Mic is a trademark of Dataworxs Systems Limited Windows is a registered trademark of Microsoft Corp. Pentium is a registered trademark of Intel Corp. Microsoft is a registered trademark of Microsoft Corp. Sound Blaster is a registered trademark of Creative Technology Ltd. SpeechMike is a trademark of Koninklijke Philips Electronics NV All other trademarks are the property of their respective holders. Document # i Dataworxs Systems Limited

3 Table of Contents CHAPTER 1 4 INSTALLING AUDIOWAV MIC...4 Minimum System Requirements...4 Installing AudioWav Mic...5 Setting up and testing your Sound Card...10 CHAPTER 2 12 CONFIGURING AUDIOWAV MIC...12 FOLDERS...13 DICTATION DEFAULTS...15 Default Demographics:...15 SCANNER DEFAULTS...17 FILE FORMAT OPTIONS...19 SOCKET TRANSFER OPTIONS...22 FOOTPEDAL SELECTION...24 Using a Footpedal...25 RECORDING DEFAULTS...26 GLOBAL DEMOGRAPHIC LABELS...28 OTHER...29 VOICE INPUT STATION OPTIONS...32 Programming VIS Station Buttons...34 VOICE PROMPTS...36 CHAPTER 3 37 USING AUDIOWAV MIC...37 Launching the AudioWav Mic Application...37 Stand-Alone Login...37 Configuring New Users...38 Integrated Login...38 Launching From a Shortcut...39 Detection of Orphaned Audio...40 PROGRAM CONSOLE...41 Composing a Dictation...43 Document # ii Dataworxs Systems Limited

4 Pending Dictation List...43 Inserting Audio into a Dictation...44 Modifying Demographic Information...45 Saving a Dictation...45 CHAPTER 4 47 USING AUDIOWAV MIC LINK...47 Overview...47 Launching the AudioWav Mic Link...47 Using AudioWav Mic Link...48 Toolbar Functions...50 APPENDIX 51 Appendix A: Using the VIS Microphone...51 Appendix B: Using the Philips SpeechMike Appendix C: Using the Philips SpeechMike Appendix D: Using the Olympus DR INDEX 60 INDEX OF FIGURES 61 Document # Dataworxs Systems Limited

5 Chapter 1 Chapter 1 Installing AudioWav Mic This chapter discusses the steps involved to install the AudioWav Mic application. Minimum System Requirements To get the most out of AudioWav Mic, we recommend the following as minimum requirements for the computer it is being installed on. Windows 2000/XP/2003 Sound Blaster Compatible Sound Card PIII or higher processor 512 MB of RAM Microphone & Speakers Like with all Windows applications, performance of AudioWav Mic can be affected by other programs running on the computer at the same time. If running other applications in addition to AudioWav Mic make sure that you have sufficient CPU, memory and disk resources. Doing so will ensure that your dictations are recorded successfully.

6 Installing AudioWav Mic 1. Insert the AudioWav Mic CD into the workstation s CD ROM reader. If AutoRun is enabled, a menu of install options will appear. If AutoRun is not enabled, browse the CD and run Setup.exe found in the root of the CD. 2. Click Next at the InstallShield Welcome screen. 3. Click Yes to accept the License Agreement. You must accept the License Agreement for the installation to continue. Document # Dataworxs Systems Limited

7 4. When prompted for an installation folder, click Next to accept the default folder (recommended) or click Browse to select a new folder. 5. Click Next at the Select Program Folder screen. Document # Dataworxs Systems Limited

8 6. When prompted for Destination, Temporary, Pending, Archive and Inter-Process Control folders, click Next to accept the default location (recommended) or click Browse to select a different location. 7. The installer will detect if a previous installation of AudioWav Mic exists and give you the option of saving the current settings or replacing them with defaults. Generally, you would select Yes and then press Next. Document # Dataworxs Systems Limited

9 8. To have a desktop shortcut to the location of dictated files created, select Yes and then click Next. Otherwise, select No and then click Next. 9. You are then asked to select between a stand-alone or integrated version of AudioWav Mic. In a standalone installation, user IDs and passwords are defined and stored on the local computer. When asked to login to AudioWav Mic the entered ID and password is authenticated against the list of valid IDs on the local computer. In an integrated installation the entered ID and password is authenticated by connecting to an Audioworxs system. The ID and password supplied must exist and be valid within the Audioworxs system in order to use them to login to AudioWav Mic. See chapter 3 for more details on the difference between a stand-alone and integrated login. 10. If this is a new install and you selected a stand-alone installation in the previous step, you will be asked to enter a user ID and password. A default user will be created with the supplied ID and password. The ID and password that you supply will need to be used the first time you run AudioWav Mic. Additional users can be created once you have finished the installation of AudioWav Mic. Click Next to continue. Document # Dataworxs Systems Limited

10 11. When the install wizard is complete, click Finish. If asked if you want to restart your computer generally you can select no. Before pressing Finish please note the message about using the Philips 5272 USB microphone. If you plan on using this microphone with AudioWav Mic the message describes the two steps required to install the necessary drivers. Document # Dataworxs Systems Limited

11 12. Click Continue Anyway (or Next depending on your Operating System) to continue with the installation of Sound, Video and Game Controllers. 13. The installation of AudioWav Mic is now complete. To launch the application, click on the Windows Start button and then select Programs Dataworxs Systems AudioWav Mic AudioWav Mic. Setting up and testing your Sound Card In order for AudioWav Mic to record and play audio files correctly, there are several prerequisites to ensure proper operation: 1. Make sure the AudioWav microphone lead is plugged into the microphone jack in your sound card. 2. Make sure your speakers are plugged in correctly and turned on. 3. Make sure the AudioWav Microphone Hand Control is plugged in. 4. From the Windows task bar select Start =>Settings => Control Panel => Sounds and Multimedia. Select the Audio tab and press the Volume button in the Sound Playback group. (The Volume Control dialog box should appear as shown below.) Note: for your convenience, pressing the speaker icon on AudioWav Mic s tool bar directly accesses Windows Volume Control dialog. Document # Dataworxs Systems Limited

12 5. Under Playback controls make sure that both the Volume Control and Wave sliders are set at 80%-100% and that they are not turned off (i.e. not muted). The Microphone must be turned off (muted). Select OK 6. Under Recording controls make sure the Microphone is selected and adjust the slider to approximately 30%. (Switch between Playback and Recording controls by choosing Options Properties from the main menu.) 7. Test basic playback and recording functionality on your computer by using Windows Sound Recorder (Start->Programs->Accessories->Entertainment->Sound Recorder). Sound Recorder plays and records using similar methods as AudioWav Mic, Windows Media Player does not. Document # Dataworxs Systems Limited

13 Chapter 2 Chapter 2 Configuring AudioWav Mic Configuration of AudioWav Mic is performed by accessing the Setup dialog. Setup determines how AudioWav Mic works, how you interact with it and how it interacts with Audioworxs (Dataworxs digital dictation system). The configuration parameters are associated with the current user ID logged in. To access Setup, launch the AudioWav Mic application (Start Programs Dataworxs Systems AudioWav Mic AudioWav Mic.), click on the Options menu and select Setup. The main setup window will open. Figure 2.1 Selecting AudioWav Mic Setup Document # Dataworxs Systems Limited

14 Folders Figure 2.2 Folders Dictation Destination Folder: This specifies the location where saved dictations are stored. The default location is C:\Program Files\Dataworxs Systems\AudioWav Mic\Destination. Click on the Browse button to change this setting. Temporary Dictation Folder: This specifies the location where dictations are stored while being recorded. The default location is C:\Program Files\Dataworxs Systems\AudioWav Mic\Temporary. Click on the Browse button to change this setting. Pending Dictation Folder: The Pending Dictation Folder specifies the location where dictations are stored when saved as pending. The default location is C:\Program Files\Dataworxs Systems\AudioWav Mic\Pending. Click on the Browse button to change this setting. In order to save a Dictation as pending, the Allow Pending Dictations option must be configured. Refer to the section titled Recording Defaults for more information. Document # Dataworxs Systems Limited

15 Archive Dictation Folder: This specifies the location where dictations are stored once archived by the AudioWav Mic application. The default location is C:\Program Files\Dataworxs Systems\AudioWav Mic\Archive. Click on the Browse button to change this setting. Archive settings are configured in the Store/Forward settings. Inter Process Control Folder: This folder is used by AudioWav Mic for various processing tasks. The default location is C:\Program Files\Dataworxs Systems\AudioWav Mic\IPC. Click on the Browse button to change this setting. Session Report Folder : This folder is where AudioWav Mic creates daily session reports (if the feature is enabled). Reports in this folder are named in the format yyyy-mm-dd User ID yyyy Session Report.txt where yyyy-mm-dd is the day the activity took place and yyyy is the user logged in at the time of the activity. Click on the Browse button to select a new folder. Outbox: This folder is where AudioWav Mic writes dictation jobs that are to be queued for ing. Dictations are queued for ing when the Save n Send feature is enabled (see Options ). If the Save n Send feature is enabled, you can also adjust the following settings: Notify when jobs are ed: When checked, a message is displayed when jobs queued for ing are successfully ed. Search Outbox every X seconds: Specifies how often AudioWav Mic will check the Outbox for queued dictations and attempt to them to the appropriate address. Outbox file aging: Specifies how long the dictation should be queued before allowing it to be ed. Aging a dictation is important to prevent premature processing due to timing issues caused by large files and/or slow networks. Archive Dictated Files: When selected, an archive of each dictation is kept in the archive folder (see above). If this option is not selected, no archive is kept after a dictation is deleted. By default Archiving is selected. Delete Archived Files after: Archived dictations will be retained for the number of days specified, after which they are automatically deleted. The range is from 1 to 30 days with the default being 10 days. Search for Archive Files Every x Hours: Every x hours, dictations which have been archived for more than the days specified will be purged from the archive folder. The interval is between 1 and 30 hours, with the default being 30 hours. Search Destination Every: This specifies the interval, between 1 and 30 seconds, that the Dictation Destination Folder is searched for finished dictations that are then transferred to the Audioworxs server using the sockey transfer feature. The default is 30 seconds. Document # Dataworxs Systems Limited

16 Dictation Defaults Figure 2.3 Dictation Defaults Default Demographics: The demographics of a dictation contain information about the subject of the dictation. AudioWav Mic allows for up to ten user definable demographic fields. Examples might be Work Type, Medical Record Number, Admission Number, Client Number or Referring Physician. Demographics can be input manually or through bar code scanning. Each input field can have a descriptive word or words assigned to it. This is done in the Global Demographic Labels tab. To make manual input easier a list of commonly used values can be created for any of the ten input fields. Lists are maintained using the Create, Modify and Delete buttons. New values must be less than 32 characters long. The lists are stored in a file called ####.xml (where #### is the author s login ID) in the folder specified in the Inter Process Control (IPC) Folder field in Setup s Program Folders tab. Once a list is established one of the values from the list can be designated the default by checking the Default selection option. Assigning a value to be the default tells AudioWav Mic to automatically display Document # Dataworxs Systems Limited

17 this value in the demographics input field when a new dictation is started. Only one selection per input field can be assigned to be a default selection. If one or more of the 10 input fields are not required you can disable the field by checking the Disable field option. When disabled the field will not be shown in the demographics input window when a new dictation is created. HINT Once the input lists are created on one station the ####.xml file(s) can be copied to other AudioWav Mic stations rather than having to re-create the lists at each station. (#### is the login ID whose input lists are stored in the file. If more than one author uses a station there will be more than one.xml file.) Default Priorities: The value selected for Normal priority will be used as the default Priority level when a new dictation is created - the higher the number, the higher the priority. The value selected for High priority is the priority assigned to a dictation when the priority toggle button is pressed on the Voice Input Station. Priorities can be values from 0 to 100. A priority of zero (0) when used in conjunction with an Audioworxs system will cause the dictation to not be assigned to a transcriptionist use with care. Note The Dictation Defaults setup tab is not visible when the Interface with ecdocs/legaldocs option is enabled in the Other setup tab. Document # Dataworxs Systems Limited

18 Scanner Defaults Figure 2.4 Scanner Defaults This section pertains to the entering of demographic information by the use of a bar code scanner. AudioWav Mic allows for the scanning of one or multiple bar codes to represent the demographics of a dictation. Each bar code scanned can be segregated into various separate values of varying lengths and applied to separate demographic input fields. Number of Scanner Entries: Represents the number of scanned entries, up to ten, to accept. The default is one. Close on Last Scan: If this value is checked, the demographic input window will automatically close when the last bar code has been scanned. If not selected the demographics input window must be closed manually by clicking on the Close button. Use Scanner: This check box signifies whether or not a scanner will be used. User Defined 1 through User Defined 10: When using a bar code scanner to provide demographic input, each bar code may consist of various demographic pieces. This section allows for the break out of Document # Dataworxs Systems Limited

19 which pieces of which bar code scanned represent a particular demographic. Refer to Figure 2.4 for an example. Use: The check box specifies whether the associated demographic exists in the bar code scanned. Number of Digits: Specify the number of digits in the bar code that represent the demographic. For example, if the bar code scanned was and the number of digits required for the Admission Number is 3 with a starting offset of 0, then 011 would represent the Admission Number. Starting offset: The number specified here tells AudioWav Mic to look into the bar code by this number of digits for the beginning of the demographic. For example, if the bar code scanned was and the number of digits required for the Physician ID is 2 with a starting offset of 3, then 45 would represent the Physician ID. Scanner Entry Number: When multiple scans are required for each dictation, i.e. the number of scanner bar codes is more than 1, this field allows you to specify which scan the associated demographic exists in. Document # Dataworxs Systems Limited

20 File Format Options Figure 2.5 File Format Options The File Format Options specify which audio format dictations will be stored in. The default is PCM, 8.000kHz, 16 Bit, Mono. Figure 2.6 Sound Selection If a different recording format is required, click on the Select Format button and choose the appropriate format. For example; specifying a format of PCM and attributes of khz, 16 bit, stereo will provide better sound quality but at the expense of considerably larger files. For most configurations the default settings are sufficient. After making a format selection click the OK button. Note The File Format chosen will be selected as the Default for all users. Document # Dataworxs Systems Limited

21 Socket Transfer Figure 2.7 Socket Transfer Socket Transfer is utilized when dictations created with AudioWav Mic will be transferred to an Audioworxs server for transcription. Remote Path: This is the path on the remote File Transfer Server where your dictations will be sent (if the Socket Transfer option is enabled). The remote path specified must exist on the remote File Transfer Server not the computer that AudioWav Mic is installed on. This folder will often be the same as the Source Folder as specified in the setup of Audioworxs Import Manager on the Program Options tab. The default path is C:\Program Files\Dataworxs Systems\Audioworxs\Client\Import, however if the dictations are to be stored on a separate server, the path must point to a share on that server. For further information please consult your system administrator or refer to the Audioworxs Administrative Guide. Click Create, Modify or Delete to configure the correct path. File Server IP Address and File Server Port Number: To use the Socket Transfer option you must provide the IP address and Port Number for the File Transfer Server that will receive your dictations. The default port number used by the File Transfer Server is 1702 but may not be the same for every installation. Use ST: If the Socket Transfer option is to be used, this box must be checked. Use Local Copy: If the remote path described above is accessible to the computer running AudioWav Mic (usually via a LAN or WAN connection), then you have the option of enabling Use Local Copy to bypass the File Transfer Server. By by-passing the File Transfer Server, file transfers are faster, but files are not encrypted during the transfer. Connection Speed: The connection speed determines the size of communication buffers used while transferring files via the File Transfer Server. If connected to the server via a LAN or WAN choose Cable/DSL. If connected to the server via the Internet choose the connection speed that most closely Document # Dataworxs Systems Limited

22 matches the type of connection you have. If Use Local Copy is enabled the Communication Speed setting has no affect. Document # Dataworxs Systems Limited

23 Options Figure Options AudioWav Mic provides the ability to saved dictations to a specified address rather than transport the dictation using the Socket Transfer feature. To setup for transfer you should first define one or more addresses. Enter an Address, Return Address, Subject Line and Message, and then press the Add button. Use the Modify, Delete and Clear buttons to further refine your list of addresses. Document # Dataworxs Systems Limited

24 Secondly, specify whether should be sent via an SMTP server or Outlook. Only select Outlook if Outlook (not Outlook Express) is running on the same computer as AudioWav Mic. If Outlook is selected and Outlook is not running when a dictation is saved, the dictation will remain queued for and will be sent the next time Outlook is started (as long as AudioWav Mic is running as well). Thirdly, if you selected the SMTP interface, define the parameters necessary to connect to your SMTP server. Finally, enable the option by checking the feature labeled Use Save n Send feature. When a dictation is saved you will be prompted to select one of the addresses created in the steps above. Alternatively, to always send the dictation to the same address, highlight one of the addresses created in the first step, press the Select Default Address and then check the feature Always use the selected address. Now, AudioWav Mic will use the selected default address without prompting for a selection. Document # Dataworxs Systems Limited

25 Footpedal Selection Figure 2.8 Footpedal Selection If a footpedal is attached to the workstation using AudioWav Mic, check the Footpedal attached box and select the appropriate type of footpedal. If using an Olympus footpedal, or Olympus compatible, a separate driver must be installed and the footpedal configured. To install the Olympus footpedal driver, click on the Windows Start button, select Programs Dataworxs Systems AudioWav Mic Olympus Footpedal Setup. The driver will be installed to your workstation. To configure the footpedal, return to AudioWav Mic setup, go to Footpedal Setup and click on the Configure button next to the Olympus Footpedal selection. Figure 2.9 Foot Switch Settings Choose whether the footpedal is connected via USB or RS-232C (serial port). If the footpedal is connected to a serial port, select the appropriate COM port. Document # Dataworxs Systems Limited

26 Using a Footpedal When using a footpedal for hands-free recording the center pedal is pressed to begin recording. To pause recording release the pedal. Pressing the left pedal causes the current playback position to move backwards a few seconds and then begin playing. Use this pedal to quickly review the last few words that were recorded. Press the left pedal multiple times to rewind further. When recording is resumed and the auto append recording feature is not enabled, audio beyond the last playback position will be deleted. Make sure that you let the audio play out completely to the end. To save the current dictation and start a new one, press the right pedal. Document # Dataworxs Systems Limited

27 Recording Defaults Figure 2.10 Recording Defaults Recording Mode: Three recording modes are available with AudioWav Mic. Auto append recording - When this recording option is selected AudioWav Mic will automatically reposition the playback pointer to the end of the audio file whenever recoding is initiated. This prevents audio from being accidentally recorded over after rewinding to review previously recorded dictation. Overwrite at current position In this mode, recording will begin at the current playback position and overwrite existing audio (unless positioned at the end) as long as recording continues. The original audio that is not overwritten will remain part of the dictation. This mode operates in the same way that a tape recorder works. Truncate from current position In this recording mode, when recording is initiated any audio beyond the current playback position is erased and the new recording becomes the end of the dictation. Allow pending dictations: When selected, a dictation can be saved as pending and returned to at a later time. Document # Dataworxs Systems Limited

28 Encrypt pending dictations: When selected, a dictation that is saved as pending will be encrypted. Doing so secures the information and thus protects it from other users of the same workstation. Always prompt for new demographics: With this option selected, each time a new dictation is started, the user will be prompted to enter the appropriate demographics. Allow audio insertion: With this option selected, audio can be inserted into a dictation before it is saved. Always prompt when building insert: After the recording of an audio insertion, a prompt will be displayed allowing the choice of Build Insert or Delete Insert. When not selected AudioWav Mic will automatically choose to continue with the insertion when the recording of the insert is finished. Recording timeout (hours): Use this option to control how long recording will continue uninterrupted. This feature is primarily intended as a fail-safe in case an author unknowingly leaves the system in record mode for an extended period of time. When the audio length reaches a multiple of the value set here recording is paused and the author will be prompted asking if they would like to continue recording. A value of zero in this field means that recording can continue indefinitely without interruption (subject to available hard drive space). Rewind amount (seconds): Each click of the rewind button will backup the number of seconds specified. The range is between 1 and 60 seconds with 5 being the default. Fast forward amount (seconds): Each click of the fast forward button will advance the number of seconds specified. The range is between 1 and 60 seconds with 5 being the default. Document # Dataworxs Systems Limited

29 Global Demographic Labels This section allows labels, a user-friendly name, to be assigned to each demographic entry. The labels assigned will appear when prompted to enter new demographics or when demographics are displayed. Note The Labels assigned will be reflected to all users of AudioWav Mic on the station being setup. Figure 2.11 Global Demographic Labels If Remove leading zeros is checked, AudioWav Mic will automatically remove leading zeros from values input by the author manually or via a scanner. For example, would be treated as 23 if the Remove leading zeros is checked. When the Hide demographic fields that have no label option is checked the input fields that have no label will be hidden in the Enter Demographics dialog. Document # Dataworxs Systems Limited

30 Other This section is used to configure other setup options. Create Daily Session Report : When selected, a session report will be created every time an important event occurs. Reports are named in the format yyyy-mm-dd User ID yyyy Session Report.txt where yyyymm-dd is the day the activity took place and yyyy is the user logged in at the time of the activity and are stored in the folder defined in the Daily Session Report Folder as defined in the Folders tab. Password required at login : With this option selected, each time a new user logs in a password will be required. To use the Voice Input Station buttons to switch between users a password will be require unless this option is disabled. Document # Dataworxs Systems Limited

31 Show recording level meter when application is hidden: When enabled and the main Mic window is minimized to the system tray by selecting Hide Window from the main menu or tool bar, a small recording level meter window will remain. In this way, the author can continue to dictate without the AudioWav Mic window blocking other windows and still know that recording is taking place. Press the double blue upward facing arrows to restore the main window. To restrict access to setup parameters enter a password below : The password entered in this field controls access to the setup dialog and to new user creation. When a password is entered here a prompt will ask you to enter the password whenever you attempt to access the setup dialog or create a new user. To allow unprotected access to the setup parameters leave this field blank. This password is unrelated to passwords required to login. Display Notification Messages : When enabled messages that require user acknowledgment are displayed in response to various actions and error conditions. During normal operation this option should be enabled. This option should be disabled only when used with a third party application that is specifically designed to be integrated with AudioWav Mic. Audioworxs System : If using the option to interface with an Audioworxs system to retrieve previously dictated jobs (see Chapter 4: AudioWav Mic Link) you must supply a valid Audioworxs login ID and, if necessary, password. A valid ID is a full Audioworxs user number that includes the group number (ex ). The Audioworxs user must have the role Author Review assigned in the Audioworxs system. Job Receipt: A job receipt is a value that can be used to uniquely identify a dictation. It is in the same format as an Audioworxs Job Number for compatibility with an Audioworxs system but can be equally as useful in a stand-alone environment. When enabled by checking Request Job Receipt Number AudioWav Mic will increment the number represented by the last 6 numbers in the Job Receipt and then assign it to the selected input field every time a new job is started. An author can then use this number as a receipt when making a future inquiry about that specific dictation. Using this feature provides a better method of job tracking no more guessing based on approximate dates and times. When first defining a job receipt, consider using the first 3 digits to identify the facility and the second set of digits as a station identifier. If AudioWav Mic is being integrated with an Audioworxs system the first 3 digits should correspond to the Author s group number and the second set of digits should correspond to the Author s section (department). The third set of digits is generally started at The third set of digits will automatically increment as each new dictation is created. Microphone Selection : Choose the type of microphone from the list of supported microphones that you will be using with AudioWav Mic. If you select the Philips SpeechMike USB 5272 you must configure the microphone for use with AudioWav Mic by pressing the Configure button. See Appendix C: Using the Philips SpeechMike 5272 for more details on configuring the Document # Dataworxs Systems Limited

32 See Appendix D: Using the Olympus DR-2000 for more information on configuring the DR-2000 for use with AudioWav Mic. Important: To use the VIS station, ensure that you have selected VIS Station. Interface Options: If AudioWav Mic is being used in conjunction with ecdocs/legaldocs ensure that the option labeled Interface with ecdocs/legaldocs is selected. When this option is selected the Dictation Defaults setup tab will not be visible the next time you enter the setup dialog. When enabled, an additional button is added to the demographics input screens as indicated by the red circle in the following image. Pressing the? button launches the ecdocs/legaldocs browser for selecting a client/matter that describes the dictation being created. Document # Dataworxs Systems Limited

33 Voice Input Station Options This section is used to configure AudioWav Mic for use with a Voice Input Station (VIS). The VIS is a desktop station that can be used with an optional slide switch microphone attachment and optional bar code scanner. To use, enable VIS Station Attached option. Figure 2.12 Voice Input Station Options Automatic Gain Control: With this option selected, the audio input gain will automatically be adjusted while recording to help achieve a level volume. When the dictator s voice is too low the gain will be increased and when too loud, the gain is automatically decreased. Microphone: This option must be enabled if any recording will be done using the VIS. If not enabled the External/Internal Microphone option is not applicable. Document # Dataworxs Systems Limited

34 External/Internal Microphone: Select this option when using an external microphone with the VIS. Do not select this option if using the hand-held slide-switch microphone. This option has no affect if the Microphone option is not enabled. Speaker Switch : When enabled you can use the switch located on the base unit to toggle between using the speaker on the base unit and the speaker on the hand-held microphone. When this option is not enabled, you select which speaker to use by choosing either the Hand Held Speaker or Base Speaker option. Hand Held Speaker: When selected audio playback will be directed to the speaker in the VIS s hand-held microphone. This option has no affect if the Speaker Switch option is enabled. Base Speaker: When enabled, audio playback will be directed to the speaker in the VIS s base unit. This option has no affect if the Speaker Switch option is enabled. Switch Debounce: This setting determines the speed at which AudioWav Mic will respond to changes in the slide switch position. To prevent the software from responding to rapid back and forth position changes while moving from one position to another (a.k.a. bounce) that all hardware devices are susceptible to, a debounce is used. The debounce setting simply tells the software to ignore position changes for a short period of time while the hardware settles into its new position. A value of 150 ms is generally a good place to start. Movements up or down may be necessary to compensate for the specific hardware and different CPU speeds. Switch Noise Reduction: Use this option to prevent physical hardware noise (caused by plastic sliding against plastic, switches snapping into a new position, etc.) from becoming part of the recorded audio. AudioWav Mic automatically removes the amount of audio specified in this setting from the beginning and end of the dictation every time recording is started or stopped. A value of 3 to 5 tenths of a second is generally enough to eliminate all hardware noise from the dictation. Warning: Completely removing all hardware noise may clip some of the author s words especially when the author begins talking at the moment the switch is moved to the recording position or stops recording the instant the last word is spoken. Document # Dataworxs Systems Limited

35 Programming VIS Station Buttons The various buttons on the VIS station are programmable. The buttons can be used to automatically enter a user ID for login, select a pre-defined work type or to redirect the audio to specific folders on your network. There are a total of 8 buttons on the VIS station, two (2) are permanently assigned and six (6) are programmable. The button labeled TEL/REC is designated for telephone or conference recording. Pressing the button will cause the unit to start a new audio file recording, and a red LED will indicate that recording has started. Pressing the button again will stop the recording and close the audio file. The button located directly above the TEL/REC is a pause button, which will pause the recording when pressed and restart or continue the recording when pressed again. You will have to press the TEL/REC button to stop the recording and save the audio file. Buttons labeled 1 to 6 in the VIS Button Options tab are programmable for one of three possible functions: a) Use as a quick login b) Use to specify a destination for dictations c) Use to select a work type (or other demographic) To program the buttons select the VIS Button Options tab in the AudioWav Mic setup dialogue. Choose the button to be programmed by selecting from the drop down list on the left of the window (see Figure 2.13). Next select the desired function and enter the appropriate information. You only need to provide information required by the function you have selected. Use as Login: When selected, pressing the chosen button will allow a user to quickly login using the specified user ID. If Password required at login in the Other tab is enabled the user will be prompted to enter a password when the corresponding VIS station button is pressed. To use this feature AudioWav Mic must be licensed for multi-user use. Use as destination for dictations: When selected, pressing the chosen button changes the folder to which the current dictation will go when saved. Use the browse button to select the appropriate folder. Using this option overrides the Dictation Destination Folder defined in the File Options setup tab for the current dictation only. Every time a new job is started the Dictation destination folder is reset to the default Dictation Destination Folder. Use as demographic input: This option allows a pre-defined demographic value (a specific work type, for example) to be applied to the current dictation. If this option is selected, you must provide a value and select which of the 10 input fields the value will be written to. When this option is selected and the corresponding button is pressed, the defined value will overwrite any previous value assigned to the specified input field (due to a previous barcode scan for example). Note: This feature does not allow demographic input when in the demographic input dialog. It only allows a demographic value to be replaced while a dictation is active. Document # Dataworxs Systems Limited

36 Figure VIS Button Options 1 Document # Dataworxs Systems Limited

37 Voice Prompts AudioWav Mic can be configured to play a voice prompt at certain points during the creation of a dictation file. Voice prompts are defined on a per-user basis and therefore you can have all users hear the same prompt or each user can hear a different prompt perhaps different by language, for example. To play a prompt use the browse button to browse to an existing WAVE (.wav) file and then turn on the prompt by placing a check mark in the appropriate check box. Start new job: Played as soon as the user selects to start a new job. Delete job: Played when a user selects to delete a job. Job saved: Played when the active dictation is saved. Job saved as pending: Played when an active dictation is saved as pending. Login: Played when a user successfully logs in. Suggestion: Use this prompt to playback the user s name as confirmation that they entered the correct login ID. Document # Dataworxs Systems Limited

38 Chapter 3 Chapter 3 Using AudioWav Mic Launching the AudioWav Mic Application To launch the AudioWav Mic application, click on the Windows Start button, select Programs Dataworxs Systems AudioWav Mic AudioWav Mic. Depending on whether you selected stand-alone login or integrated login configuration during the initial installation of AudioWav Mic you will be presented with one of two login screens. Stand-Alone Login The stand-alone login requires that you enter a valid user ID and password. The default user ID and password setup when AudioWav Mic is first installed are both set to To login as the default user, enter 1234 for the ID and 1234 for the password. Figure Login Document # Dataworxs Systems Limited

39 Note When audio created by AudioWav Mic is to be imported into an Audioworxs system, the user ID must also be configured in the Audioworxs system. Refer to Chapter 2 of the Audioworxs Administrative Guide for further details. Configuring New Users Each dictation contains the information of the user who created it. To add additional users to the system, click on the New User button in the Login window. You will be prompted to enter a user ID and password. Enter the appropriate information and press OK to continue. You are then prompted to select a previously defined user as a template for the new user s configuration. Select a previously defined user and press OK, or, to configure the new user at a later time, press Configure Later. After pressing OK the setup dialog for the new user is displayed filled in with all the same settings as the selected existing user. Make any adjustments necessary for the new user and then press OK to save the new user s configuration. Refer to Chapter 2 for information on the details of configuring an AudioWav Mic user. Integrated Login Integrated login support uses a component called AudioWav Mic (AM) Launcher (AMLauncher.exe). This component allows an author to login to AudioWav Mic using an existing Audioworxs author number without the need for the AudioWav Mic computer to be specifically licensed. The use of AMLauncher is best suited for an environment where there is more than one AudioWav Mic station feeding an Audioworxs system. Using a central Audioworxs system to Document # Dataworxs Systems Limited

40 authenticate the AudioWav Mic login allows for centralized licensing management and eliminates the hassles associated with stand-alone application licensing. When an integrated login is selected when AudioWav Mic is installed, and the short-cut to AudioWav Mic is clicked, a special login screen is displayed. The ID (and password if necessary) supplied in the integrated login dialog must be a valid Audioworxs user assigned the role of PC Author. To login press OK. If the ID and password are validated by the Audioworxs system AudioWav Mic will run normally. Before logging in the first time you may need to press Setup and configure the connection information required to connect to the Audioworxs system. Launching From a Shortcut Alternatively, AudioWav Mic in a stand-alone login configuration can be launched and automatically logged in using command line parameters. To use command line parameters create a shortcut to AudioWav Mic.exe and then modify the properties of the shortcut. Add the User ID and password (if required) to the end of the target file as in the following examples (user 1234 and password 1212): Version Target: "C:\Program Files\Dataworxs Systems\AudioWav Mic\AudioWav Mic.exe" -U1234 -P1212 Version 1.00.xxx: Target: "C:\Program Files\Dataworxs Systems\AudioWav Mic\AudioWav Mic.exe" Then rename the shortcut to reflect the selected User ID as illustrated above for user Make as many shortcuts as necessary. Document # Dataworxs Systems Limited

41 Detection of Orphaned Audio After logging in, AudioWav Mic checks for audio files that may have been orphaned (i.e. not saved) due to an improper shutdown (power failure, for example). If one or more orphaned files are found the following message will appear. Answer Yes to move the audio file(s) to the Pending folder. Answer No to do nothing. If you answer No, the next time AudioWav Mic is run you will be given the same option. Document # Dataworxs Systems Limited

42 Program Console After successfully logging in, the AudioWav Mic main program console is displayed. The console provides complete control of dictation recording and review through mouse clicks, keystrokes, supported microphones or footpedal control. Figure 3.2 The Main Console Program Controls: The table below describes each button on the program console. Rewind Rewind into the current dictation. Play Play the current dictation. Stop Stops previous action and repositions the position pointer to the beginning of the audio. Insert Records and inserts additional audio at the current position in dictation. Volume Up Raises speaker volume. Fast Forward Forward into the current dictation. Pause Pause playback or recording of the current dictation. The position pointer remains at its current position. Record Activates record mode. Volume Down Lowers speaker volume. Expand Window Expands or minimizes program console to display or hide demographics. Document # Dataworxs Systems Limited

43 Tool Bar Icons: Tool bar icons provide quick access to frequently used features. In the table below each tool bar icon in AudioWav Mic is described. The keyboard shortcut shown between the angle braces (<>) can be used in place of clicking the icon with a mouse. Figure 3.3 Tool Bar Icons Open Pending Dictation List <Ctrl L> Opens a list of dictations that have previously been saved as pending. Save as Pending <Ctrl P> Saves the current dictation as pending. Further processing of the dictation will not occur until you later retrieve the dictation and save it. Make Dictation Priority Opens the dictation priority window and allows the dictation s priority to be changed to a value between 0 (lowest) and 100 (highest). Login Login as a different user. This feature is not enabled when AudioWav Mic is licensed for single-user use. Volume Control Launches the Windows Volume Control utility (if available and located in the standard default folder). View Current Session Report Displays the session report for the current calendar day (if the option to create daily session report is enabled). Expand/Contract Window Toggles between an expanded window showing demographic input fields or the more compact version of the main window. Save <Ctrl S> Saves the current dictation. Press record or move the slide switch to the record position to start a new dictation. Delete Current Dictation Aborts the current dictation after accepting a warning. Audio already dictated is deleted. Setup <Alt S> Opens program setup dialog. Hide Window Hides the AudioWav Mic window. Click on in the system icon tray to reopen. Launch Mic Link <Alt L> Launches the AudioWav Mic Link in order to retrieve previously saved jobs from an Audioworxs system. About AudioWav Mic <F2> Displays version information. Document # Dataworxs Systems Limited

44 Dictation Information Display: Displays information pertaining to the current dictation. Each item in the information display is described in the table below. Figure 3.4 Information Display or File name of active dictation. (Author s ID followed by the date and time of creation). Current playback position within the active dictation audio file. Priority level of current dictation (0 to 100 where 100 is highest). Displays the User ID of the user currently logged in. Record mode status (On or Off). Displays current playback volume level. Composing a Dictation 1. To begin a dictation, simply click on the Record button. If using a supported microphone with onboard controls press the record button or slide the slider into the record position. See the appendix for additional information on supported microphones. 2. Depending on the Demographic input method, manual or barcode scan, enter the appropriate demographic information. 3. The Record status will flash ON indicating AudioWav Mic is in Record mode. The recording level meter can be used to ensure that your voice is in fact being recorded. If the level is primarily peaking in the green area your recording level is good. If the level meter is in the red too often you may be holding your mouth too close to the microphone or talking too loud. 4. When finished dictating, click on Pause or Stop. 5. At this point the dictation can be reviewed by using the Rewind, Fast Forward and Play options, or saved by clicking on the Save or Save as Pending buttons. Pending Dictation List 1. Click on the Open Pending Dictation list tool bar button or choose File Pending Dictation List from the main menu. 2. A list of all dictations that have been saved as pending will be displayed. Document # Dataworxs Systems Limited

45 Figure 3.5 Pending Dictation List 3. Select the appropriate dictation and click Retrieve. 4. The dictation will be opened in the main program console and can be reviewed or added to. Inserting Audio into a Dictation 1. With an active dictation open in the main program console, use the Rewind and Fast Forward buttons to navigate to the location where audio is to be inserted. 2. Click on the Insert button and record the audio. 3. When finished recording, click Stop. 4. Click Insert again and Select Build Insert. The audio will be inserted into the dictation. Figure 3.6 Audio Insert Document # Dataworxs Systems Limited

46 Modifying Demographic Information Once a dictation has been started and is active, the demographic information that was entered either manually or using a scanner can be modified before the dictation is saved. To make a change, expand the main window by pressing the Expand-Contract Window toolbar icon. The expanded window shows the current demographic values associated with the active dictation. Change any of the values by manually typing the desired value or select from pre-defined values in the dropdown list. Changes can be made as many times as necessary while the dictation is active. Once the dictation is saved no further changes can be made. Saving a Dictation When a dictation is finished you have the option of saving the dictation as pending or saving it. Saving a dictation as pending moves the dictation to the pending folder, allowing you to begin a new dictation, and then to later retrieve the pending dictation to continue with it. If you wish to save the dictation, select File->Save Dictation from the menu, press Ctrl+S, or press the Save Dictation toolbar icon. If the Save n Send feature is enabled (see the Options section of Chapter 2), you will be prompted to select an address from the previously created list (unless you chose to always use the selected address in the setup). Document # Dataworxs Systems Limited

47 Once saved, the dictation will, depending on setup options selected, be queued for , queued for transport via a secure socket connection to a File Transfer Server, or simply moved to the Destination folder. Document # Dataworxs Systems Limited

48 Chapter 4 Chapter 4 Using AudioWav Mic Link Overview The AudioWav Mic Link is an extension to AudioWav Mic that provides a direct integration between an AudioWav Mic author station and an Audioworxs Digital Dictation system. The Mic Link allows an author to see previously dictated jobs that have been imported into an Audioworxs system but have not yet been transcribed. Jobs displayed in the Mic Link can be retrieved by the author and then corrected or appended to before being re-saved. To use the Mic Link an author must also have a valid Audioworxs user number and be assigned the role of Author Review. In an environment where dictations created with AudioWav Mic are not imported into an Audioworxs system this feature cannot be used. Launching the AudioWav Mic Link To launch the AudioWav Mic application, click on the AudioWav Mic Link toolbar icon. When first launched, the AudioWav Mic Link will attempt to connect to the Audioworxs system. The first time this feature is used you may receive an error letting you know that the Mic Link could not connect to the Audioworxs Job Server. Press OK and you will be asked to provide the necessary information to connect to the Audioworxs system. Document # Dataworxs Systems Limited

49 Provide valid Audioworxs login information and press IP Address to provide the appropriate IP and port information provided to you. Using AudioWav Mic Link When launched, the AudioWav Mic Link will display jobs that you have previously saved AND have not yet been transcribed. (Dictations that have been saved within the last few minutes of launching Mic Link may not have been imported into the Audioworxs system yet and will therefore not be listed.) Document # Dataworxs Systems Limited

50 Colored circles to the left of each job allow you to easily distinguish between jobs that have been submitted for transcription (red circles) and those that have not (green circles). To pull back a job that you want to modify or append to, simply double click on the appropriate row. Selecting a job for retrieval will cause the Mic Link to begin transferring the job s audio file to your local computer. The progress of the file transfer is displayed in the space below the job list. Once the file transfer is complete the Mic Link window will close and you will be returned to the main AudioWav Mic window. If, when you retrieved a job from the Audioworxs system, you had no active dictation the retrieved job will automatically become your active dictation. Use the normal AudioWav Mic recording and editing features to make changes or append to the dictation. When done save the dictation as you normally would. The job in the Audioworxs system will automatically be updated and made available for transcription. If, however, you already have an active dictation on the go when you retrieve a job, the retrieved dictation will be placed in your pending dictation folder. You will need to save the active dictation before you can retrieve the newly downloaded audio from your pending dictation folder. Document # Dataworxs Systems Limited

51 Toolbar Functions Figure 4.1 Mic Link Tool Bar Icons Retrieve Job Retrieves the currently selected job or jobs. If just selecting one job selecting this toolbar icon is the same as double-clicking on the row. Login New User Login as a different user. Refresh List Causes the job list to be refreshed. Setup <Alt S> Opens the setup dialog. About <F2> Displays version information. Document # Dataworxs Systems Limited

52 Appendix Appendix A: Using the VIS Microphone Figure A1 Voice Input Station (VIS) EOL/PRI: When pressed once the LED begins to blink. If pressed a second time within 2 seconds the active dictation is saved. If not pressed a second time within 2 seconds the blinking stops and the save is aborted. INS/OVR: Pressing this button toggles between a normal priority and a high priority (as defined in the setup dialog in the Dictation Defaults tab). This button only works when recording is in progress. SCAN: Pressing the scan trigger while prompted to enter demographics for a new dictation turns on the scanner (optional) and allows you to scan a barcode. If no barcode is scanned within approximately 3 seconds the scanner turns off. In the event of a scanner timeout you must press the FWD button to reinitialize the demographics input and scan again (from the first scan if configured for multiple scans). FWD: When pressed while listening to the dictation the play position is moved forward by the number of seconds defined in the Recording Defaults tab of the setup dialog. This button is used as a demographics input reset while scanning demographics. While scanning demographics pressing this button will clear all the demographics and allow scanning to start over. REC: When the slide switch is pushed into the REC position recording will start or the demographics input dialog will appear if starting a new dictation. STOP: Stops recording or playback. LISTEN: Starts playback from the current playback position.

53 REW: Rewinds the current playback position by the number of seconds defined in the Recording Defaults tab of the setup dialog. Appendix B: Using the Philips SpeechMike 6264 Figure B1 - Philips SpeechMike 6264 Appendix C: Using the Philips SpeechMike 5272 To use the Philips SpeechMike 5272, the option Philips SpeechMike USB 5272 must be selected in AudioWav Player s setup dialog in the Other tab. When selected, and the appropriate drivers and support software is installed, the Configure Hardware button will no longer be grayed-out. Press this button to run the interface and configuration utility (DWSpeechMikeInterface.exe). If the 5272 is the selected microphone when AudioWav Mic is run, the configuration/interface utility will have already been automatically loaded and minimized to the task bar. Double-click the task bar icon to make the utility visible. Alternatively you can launch the configuration utility from the Windows Program shortcuts by choosing Start->Programs->Dataworxs Systems- >AudioWav Mic->5272 SpeechMikeInterface.

54 When the interface/configuration utility is launched and the 5272 is not connected to the computer an error message will be displayed to inform you that the microphone cannot be detected. Press OK to proceed. The interface/configuration utility requires that you login with an AudioWav Mic login ID. The changes to the configuration that you do will apply to that user. Enter an ID and press OK to continue. Once you have logged in, you are able to configure the interface for the specific user that you logged in as. The 5272 interface is configured independently for each AudioWav Mic user.

55 If a 5272 has been detected the main windows will show a green message indicated that the microphone has been detected. If not, a red message will let you know. OR There are two separate type of configurations that you can perform from the main window. The first allows you to configure the function keys (F1..F4) on the 5272 microphone. Each of the function buttons requires that you select an AudioWav Mic function that will be initiated when the function button is pressed. Click on the appropriate row in the Application Function column to display a list of supported functions. Choose one by clicking on the function. If you place a check mark in the Function Confirmation column you will be required to press the microphone s function key a second time within a short amount of time in order to initiate the function. Enabling Function Confirmation helps prevent the accidental initiation of a function. current login ID. Press the Save to Registry button when you have configured the function keys for the The second set of configuration items apply directly to the functionality of the microphone itself. Individual configuration items can be retrieved by pressing the corresponding Get button and changed by pressing the corresponding Set button.

56 Once the configuration has been set for the original login ID you can choose to create new configurations for new IDs. To create a new configuration set for a new ID press the Create User toolbar icon or choose the menu item Options->Create User Settings. Enter a new author ID and then select an existing ID from the drop down list. Press Create to create the new configuration - the new user s configuration will be initialized to the same settings as the selected existing ID. Once you have created all the new configurations that are needed press Done to leave the Create User dialog. To see the current configuration for any user previously created press the login icon in the toolbar or select the menu option Options->Login. Press the Launch button to run AudioWav Mic. Press OK to minimize the utility to the system tray. Although the window disappears the utility is still running and allows AudioWav Mic to recognize and respond to commands issued by the To see what version of the configuration/interface program you are running press the About toolbar icon or select the menu item Help->About Press the Exit toolbar button or choose the menu item File->Exit to exit the 5272 SpeechMike Interface. IMPORTANT: Only exit the configuration/interface utility when you are not going to be using the 5272 with AudioWav Mic. It must be running in order for AudioWav Mic to recognize and respond to the Press OK instead to minimize the utility to the system tray without actually exiting it. Appendix D: Using the Olympus DR-2000 To use the Olympus DirectRec DR-2000 microphone you must first select the appropriate option in AudioWav Player s setup dialog in the Other tab. Next, run the DirectRec Configuration utility (DirectrecConfig.exe). To run, choose the shortcut from Start->Programs->Dataworxs Systems->AudioWav Mic->DR-2000 Configuration Setup.

57 Once the DR-2000/DirectRec configuration utility is running follow these steps to import the configuration template provided for AudioWav Mic. 1) Select File->Import Template:

58 2) Select the desired configuration from the files available in the list. You may need to browse to the c:\program Files\Dataworxs Systems\AudioWav Mic folder to see the sample configuration file provided by Dataworxs called AudioWav Mic.DRT. When you have highlighted the file you want to import press Open.

59 3) The application may ask you if you want to overwrite existing settings, select Yes. 4) The application will indicate if the operation was successful.