SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder

Transcription

1 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder

2 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Copyright Egton Medical Information Systems Limited 2016 Controlled Document Version 2: 18 December 2015 Title: TE12 Egton Book Template Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Published by EMIS Health Documentation Egton is a trading name of Egton Medical Information Systems Limited No part of this document may be sold, hired, reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording and information storage and retrieval systems for any other purpose than the purchaser s use without the express written permission of Egton. Every effort is made to ensure that your Egton documentation is up to date, but our commitment to constantly improve our software and systems means that there may have been changes since this document was produced Associated documentation None Page 2 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

3 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Contents 1 Digital Dictation Settings Dictation System Remove Draft Dictations after day(s) Required Return Date Default Transcriber Nudge back on Play (seconds) Display Mode Always On Top SPS Recording Mode User Settings Manager SpeechExec - Recorder Record a Dictation SpeechExec Recorder Interface Status Heading Position Slider Counters File Reference Number & Title Audio Buttons Volume Slider Speed Slider Tone Slider Recording Volume Slider Balance Slider Unfiled Objects (Auto-Save and Recover) Saving a Dictation as Draft Draft Dictation Reminder Draft Dictation Notes Homepage Communications - Drafts Re-Opening a Draft Dictation Sending a Dictation for Transcription Dictation Name File Precedent Document Transcriber Send to Transcribers Communications Inbox Create Follow-Up Task Priority Time Recording Requested return date Requested return time Saving Reopening a Transcribed Dictation Allocate a Dictation to another Transcriber User Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 3

4 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder 1 Digital Dictation Settings Dictation System Within the Seneca Digital Dictation Settings, users must select the required Dictation System from the drop list. The historic Seneca Digital Dictation* can be used by selecting option 1. This displays the standard Dictation Settings for the Seneca Digital Dictation. Selecting option 2 in the Dictation System drop list displays the Digital Dictation Settings for the Speech Processing Solutions (SPS) Dictation. *Note - Only functions on fat clients. Dictation System Setting in Digital Dictation Settings The following Digital Dictation Settings can be defined for the Speech Processing Solutions Dictation System: Remove Draft Dictations after day(s) This allows the user to enter the number of days before the Seneca system automatically removes draft dictations, i.e. dictations that remain in draft on a file and have not been sent for transcription Required Return Date This can be set as either Yes or No from the drop list and determines if the Return Date field on the Sending Dictation for Transcription screen is mandatory or not for the current user Default Transcriber The current user can select their default transcriber in this setting by clicking the browser icon and selecting the required system user from the list of all system users. The defined Default Transcriber then appears in the Transcriber field on the Sending Dictation for Transcription screen. It can still be changed on that screen if required Nudge back on Play (seconds) This allows the user to specify the number of seconds for the nudge back function. The nudge back function allows a dictation recording to rewind for a few seconds after stopping and when playback is then initiated. This is particularly useful if you have been interrupted during playback and wish to validate the previous few moments of a recording when playback is restarted. Page 4 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

5 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Display Mode This can be set to either Full or Compact from the drop list. Full means that the full SPS Dictation window appears for both dictations and transcriptions by default. Compact means that the smaller SPS Dictation window appears for both dictations and transcriptions by default. Full SpeechExec Display Mode (Recorder) Compact SpeechExec Display Mode (Recorder) Always On Top This can be set to either Yes or No from the drop list and determines if the SPS Dictation window (whether Full or Compact) is always the main application brought to the top of all currently active applications SPS Recording Mode This allows the user to specify their default preference for the Append, Insert and Overwrite function in the SPS Recorder when recording a dictation. 1.2 User Settings Manager All the above Digital Dictation Settings are available in the Seneca User Settings Manager for the deployment of Digital Dictation Settings en masse to multiple system users, i.e. to set all system users to the Dictation System 2-Speech Processing Solutions. Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 5

6 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder 2 SpeechExec - Recorder 2.1 Record a Dictation To record a dictation using the Speech Processing Solutions SpeechExec software you can do one of the following: From the Seneca toolbar, click Activities > Add > Dictation. From anywhere within Seneca, press ALT + F5. From the File Contents of an Active File in Seneca, click Add > Dictation. On your Philips tethered USB device*, press the record button or slide the slider to the record position. *Note - For a list of all supported Philips devices, please contact your Implementation Manager. 2.2 SpeechExec Recorder Interface When a dictation commences, the Philips SpeechExec Recorder window is displayed immediately in recording mode, as indicated on the Status Bar. Philips LFH3500/00 SpeechMike Model Philips SpeechExec Recorder Window (Full Display Mode) Status Heading The Status Heading is shown in the middle of the SpeechExec Recorder window when in Full Display Mode and displays the current status of the dictation with the following wording: RECORDING - The recorder window is currently recording speech, either new or overwriting. STOP - The recorder window has stopped the dictation playback or recording. FAST REWIND - The recorder window is currently rewinding the dictation. FAST FORWARD - The recorder window is currently skipping forward the dictation. PLAYBACK - The recorder window is currently playing the dictation. INSERT RECORDING - The recorder window is currently recording speech which will be inserted at the selected insertion point. Page 6 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

7 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Position Slider The Position Slider is displayed in the middle of the SpeechExec Recorder window underneath the Status Heading. The white downwards arrow denotes the position of the current dictation and can be adjusted by using the Rewind or Fast Forward buttons, or the Home or End buttons. These button commands can be used in the SpeechExec Window itself by clicking the relevant Audio Buttons or on your Philips SpeechMike USB device. Alternatively, you can click on the Position Slider and drag it to the required position using the mouse. Once in position, the selected point of dictation can either be played back, overwritten with further recording, further recording inserted, or Spoken Instructions added. Position Slider Counters The SpeechExec Recorder window displays two counters. One to the left of the interface in white text known as the Actual Time and one to the right of the interface in blue text known as the Sound Length. The Sound Length displays the over length of the current dictation. When the dictation is rewound using the Fast Rewind button(s) or changing the Position Slider, the Actual Time updates accordingly based on the current slider position. Clicking the white Actual Time toggles between Actual Time and Remaining Time counters. Actual Time Counter (shown to the left hand side) Remaining Time Counter (shown to the left hand side) File Reference Number & Title The SpeechExec Recorder window displays the File Reference number and Title of the Seneca File on which the dictation originated. It is shown at the very bottom of the dictation window. When the dictation is sent for transcription, the File displayed will be the File on which the dictation is sent for transcription, although this can be changed on the Sending Dictation for Transcription screen if required. If there is no Active File when a dictation is started, then no File Reference number or Title are displayed. File Reference Number & Title in the Dictation Window Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 7

8 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Audio Buttons The SpeechExec Recorder window contains various audio buttons which can be used with either the mouse or the roller ball tool on a Philips SpeechMike device. The same functions can also be performed by pressing the corresponding button on a Philips SpeechMike device or slide switch. Audio buttons in the SpeechExec Recorder window are: Record, Home (skip to the beginning of the dictation), Fast Rewind, Play/Pause, Stop, Fast Forward and End (skip to the end of the dictation). Recorder Audio Buttons Volume Slider The Volume Slider can be used to increase or decrease the playback volume of the dictation. The slider ranges from 0 (no volume) to 100 (full volume). Volume Slider Speed Slider The Speed Slider can be used to increase or decrease the playback speed of the dictation. The slider ranges from 0 (very slow) to 100 (very fast). Note: This feature is not available in a Citrix / Windows Terminal server environment. Speed Slider Tone Slider The Tone Slider can be used to increase or decrease the playback tone of the dictation. The slider ranges from 0 (deeper sound) to 100 (a more tinny sound). Note: This feature is not available in a Citrix / Windows Terminal server environment. Tone Slider Recording Volume Slider The Recording Volume Slider can be used to increase or decrease the sensitivity of the microphone when recording a dictation. The slider ranges from 0 (less sensitive) to 100 (very sensitive). Page 8 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

9 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Recording Volume Slider Balance Slider The Balance Slider controls the adjustment of the balance of an active recording device between left (L) and right (R). Balance Slider 2.3 Unfiled Objects (Auto-Save and Recover) Seneca s Unfiled Objects function is used as an auto-save and recovery feature for SPS dictations. As soon as a dictation recording is started, the dictation is immediately written to the Seneca database. If the dictation is closed before it is saved as draft or sent for transcription, then the dictation will be saved to the user s Unfiled Objects screen found on the Seneca homepage under the Communications heading. Unfiled Objects on the Seneca homepage displaying two items The Unfiled Objects screen displays the date and time the dictation was closed, its Windows Object location, the file on which it was initiated (if there was no active file when the dictation was initiated then this will be blank) and the object size. Two dictation recordings displayed in Unfiled Objects Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 9

10 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Right-clicking a dictation in the Unfiled Objects screen allows the dictation to be re-opened and continued by using the Continue Dictation function. When this is selected, the SpeechExec Recorder window will re-open immediately in RECORDING mode at the very end of the dictation. Continue Dictation function in the Unfiled Objects screen If any dictations saved to the Unfiled Objects screen are no longer required, then they can be removed by right-clicking the dictation and selecting Delete from the list. Note - If a dictation is continued from the Unfiled Objects screen and is then sent for transcription, the dictation length is not displayed in either the Communications Inbox or the File Contents. 2.4 Saving a Dictation as Draft When recording a dictation, it can be saved in draft to be completed at a later stage if required, for example, if the dictation is very long or if you are interrupted. To save a dictation as draft, from the SpeechExec Recorder window click Save as draft. The Saving draft dictation window will then be displayed Draft Dictation Reminder If a reminder to complete the draft dictation is required, place a tick in the Reminder Re: Draft checkbox. When this option is selected, a task reminder will be assigned to the owner of the dictation acting as a prompt to finish the dictation. The task reminder is assigned to the relevant file with the reminder Complete work on draft dictation with a due date of the current date and is displayed as high priority. You can specify your default preference for the Reminder Re: Draft option if desired. When the option is either checked or un-checked, simply right-click the option to Set as default. Once the default is set, it will then apply for every dictation saved as draft by the current user. Seneca Saving draft dictation window Page 10 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

11 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Setting default reminder Seneca reminder task to complete work on draft dictation Draft Dictation Notes Before saving the draft dictation, additional notes can be added to the notes field if required Homepage Communications - Drafts When dictations are saved as draft for completion at a later stage, a notification is sent to the Communications module on the Seneca Homepage under the Drafts heading for the owner of the dictation. Drafts section of Communications module on the Seneca homepage Re-Opening a Draft Dictation Draft dictations can be opened from either the Drafts section of the Communications module on the Seneca homepage or from the file contents of the file on which the draft dictation is saved. Double-clicking a draft dictation from the Communications module on the Seneca homepage opens the draft dictation in the SpeechExec Recorder window which appears immediately in RECORDING mode. The file contents of the file on which the draft dictation is saved is also displayed. Double-clicking a draft dictation from the file contents of a file opens the draft dictation in the SpeechExec Recorder window which also appears immediately in RECORDING mode. Draft dictation saved to a Seneca file 2.5 Sending a Dictation for Transcription Upon completion of a dictation, clicking the Finish option within the SpeechExec Recorder window will display the Sending dictation for transcription screen. Alternatively you can press the EOL (End of Letter) button on your Philips SpeechMike device. Warning - If you press or click to send a dictation for transcription when a Seneca dialogue box is active on screen, for example a Cancel changes? box or any other kind of Seneca window, then the SpeechExec Recorder window will close and the dictation will be sent to the user s Unfiled Objects screen. Please refer to section 2.3 of this document for further details of the Unfiled Objects screen. Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 11

12 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder The Sending dictation for transcription screen allows the dictation to be allocated to a particular user, permits the recording of a time entry and also allows a requested date and return time to be specified Dictation Name The Dictation Name field defaults to the current date and time with the dictator s initials also displayed. This can be amended if required File The File field defaults to the file on which the dictation originated. If this is not the correct file, click then search for and select the required file from the file search screen. Alternatively, in the File field, rightclick and select from either a Favourite or a Recent File Precedent Document The Precedent Document field allows the dictator to select a precedent document from the file agenda which will be associated with the dictation. When the transcriber user then opens the dictation recording for transcription, they will receive a prompt asking if the associated precedent template should be opened or not Transcriber The Transcriber field will display the dictator s default transcriber and this is the user whom the dictation will be sent to for transcription. This can be changed by clicking and selecting an alternative system user from the list of users displayed in the Locating a System User box. Note - If a different system user should be the default transcriber, after selecting the user, right-clicking the Transcriber field allows two defaults to be set - Set as default (for all files) and Set as default for File (to set for the current file only) Send to Transcribers Communications Inbox The Send to Transcribers Communications Inbox check box is selected by default. Un-ticking this option would still save the un-transcribed dictation to the file but would not send the dictation to a user s communications inbox as a notification Create Follow-Up Task In the Create Follow-Up Task checkbox, tick this checkbox if you require a follow-up task reminder to be associated with the dictation activity after saving. If this is selected, as soon as the dictation is saved, the Adding a Reminder screen will be displayed immediately Priority In the Priority field, click and selected either High, Medium or Low from the drop list. The Communications Inbox view can be filtered by priority. Additionally, any dictations set with a High priority will be displayed within the Communications section of the Transcriber s homepage under a new heading displayed in red text called Urgent. Page 12 Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx

13 SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder Time Recording The Time (Units), Time Ledger, Activity, Subject and Notes fields can be used to save a time entry against the dictation Requested return date In the Requested return date field, click and select a date on which the transcribed dictation is required for completion. Alternatively, free-type a date or use shortcuts such as t for today s date or +3d for three days time. This date will be displayed to the transcriber when they retrieve the dictation for transcription Requested return time In the Requested return time field, click and select a time at which the transcribed dictation is required for completion. Alternatively, free-type a time, i.e. 16:45. This time will be displayed to the transcriber when they retrieve the dictation for transcription Saving Clicking Save or pressing F8 will save the dictation to the file and send it for transcription. 2.6 Reopening a Transcribed Dictation If there is a requirement to replay a dictation which has already been transcribed (for example, to validate the resulting document with the original request on the recording), then the transcribed dictation can be reopened from the file contents of the relevant file. Transcribed dictations are displayed in the file with a blue Dictaphone icon and a blue arrow and can be reopened by double-clicking them. A confirmation dialogue Do you wish to open the Transcribed Dictation? is displayed. Clicking Yes opens the dictation in the SpeechExec Player window. A Transcribed Dictation displayed in the File Contents of a File 2.7 Allocate a Dictation to another Transcriber User If a dictation which has been sent for transcription needs to be assigned to a different system user to the one already nominated as the transcriber, then the un-transcribed dictation can be allocated to another system user by right-clicking the dictation in the file contents or the communications inbox and selecting Allocate to User from the list. A list of system users is then displayed. Selecting a user re-allocates the dictation to them for transcription adding it to their communications inbox. Saved as: SUG015 Seneca SPS SpeechExec Digital Dictation User Guide - Recorder.docx Page 13