DOCQMANAGE FOR MMES LOGGING IN TO DOCQMANAGE VIEWING DICTATORS AND DOCQMANAGE USERS LOGGING OUT OF DOCQMANAGE CHANGING YOUR PASSWORD

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1 LOGGING IN TO DOCQMANAGE 1. Double-click the DocQmanage icon on the desktop. If you do not have the icon on your desktop, connect to the Internet, launch Internet Explorer, and navigate to DocQmanage at 2. Click Member Login. You can add DocQmanage to your Internet Explorer Favorites list. Click Favorites > Add to Favorites or click the Add to Favorites button. You can add a shortcut to this page on your desktop. Right-click on the page and click Create Shortcut. 3. Enter your User name. The User name field is not case sensitive. 4. Enter your Password. The Password field is case sensitive. 5. Enter the Company ID number assigned to your facility. 6. Click Login or press Enter. If any Security Alert displays, click Yes or OK. If your password has expired, DocQmanage displays the Change Password page. To continue logging in, follow the steps in the Changing Your Password section. If your user name is already logged in on another computer, a message displays. Click Click here to clear other session and enter your login details again. If you exceed the number of unsuccessful login attempts allowed, your account is disabled. Contact your System Administrator to have your account reset. LOGGING OUT OF DOCQMANAGE You must log out of DocQmanage correctly in order to ensure your session ended. 1. Click Logout or press Alt + L. 2. To close Internet Explorer, click Close. CHANGING YOUR PASSWORD 1. Click Change Password in the navigation frame. All passwords must be changed every 90 days. If your password has expired, the Change Password page displays when you attempt to log in. 2. Enter your Old Password. 3. Enter your New Password. Your password cannot be password, cannot be the same as your user name, and cannot be reused. It must contain 8 to 15 characters and is case sensitive. 4. Re-enter your new password in the Confirm Password text box. 5. Click Update. VIEWING DICTATORS AND DOCQMANAGE USERS 1. Click Users > Search from the navigation frame. 2. Select Dictator or DocQmanage User from the User Type drop-down list. To view a list of users whose names start with a specific letter, click that letter at the top of the page. 3. Enter your search criteria in one or more of the fields that display. Use the % character as a wildcard character when you supply partial information for a search value. For additional search fields, click the Click here to expand additional search options icon, and enter the search criteria. 4. Click Search. To identify the number of dictators or users matching your search criteria, enter your search criteria in one or more of the fields provided and click Count. The user list displays, or if only one user matches the search criteria, the View User or Update User page displays. If there are too many results for one page, numbers display at the bottom of the results representing the pages. Hover the mouse over a page number to see the first and last login name listed on the page. Click a number to move to that page. Click Download in Excel Format to display the information on the page in a Microsoft Excel spreadsheet. 5. Click the dictator name or DocQmanage user login you want to view. For security reasons, some or all fields are read-only and can only be changed by authorized personnel. 6. Click the tabs to review the dictator's or user's information. 7. When you finish, click Back. VIEWING YOUR PROFILE My Profile allows you to view the details of your user profile and update items such as your session timeout and start page. 1. Click Users > My Profile. 2. Click the tabs to view the details of your profile. Make any necessary changes and click Update DocQmanage User. 1

2 VIEWING THE UNASSIGNED TRANSCRIPTION SUMMARY The unassigned transcription summary displays jobs waiting to be transcribed that are not currently assigned or reserved to a DocQscribe user. 1. Click Status > Unassigned Transcription. Client facilities that do not have unassigned jobs do not display on this list. Click Change View to change the view of the company data. Click Download in Excel Format from any page to display the information on that page in a Microsoft Excel spreadsheet. 2. To sort the information, click the appropriate column heading. 3. To narrow the list of items that display, enter a value in any of the text boxes at the bottom of the appropriate column and click Apply Filters. 4. To view the unassigned jobs for a facility, click the All Jobs or Late Jobs number. The Time to SLA displays the time remaining to meet or the time past the Service Level Agreement. 5. To sort the information, click the appropriate column heading. To view the details of a job, click the Internal Job ID number. VIEWING THE BACKLOG SUMMARY The Backlog Summary allows you to view unassigned work and jobs that are being processed but have not yet been delivered, listed by stage. It displays: The total number of jobs and transcription time in minutes of all current and late jobs for the specified accounts. The number of jobs and transcription time in minutes of all late jobs that have missed the required turnaround time. The number of jobs and transcription time in minutes of all current jobs that are within the required turnaround time. The number of users currently on the system for the specified accounts. 1. Click Status > Backlog Summary. Click Change View to change the view of the company data. Click Download in Excel Format from any page to display the information on that page in a Microsoft Excel spreadsheet. You can drill down from the Backlog Summary to display the details of a job. 2. Do the following as necessary: To view a list of all jobs in a specific stage, click the appropriate Total Jobs number. To view the details of a job, click the appropriate Dictation Job ID number. To view a list of late jobs in a specific stage, click the appropriate Late Jobs number. To view the details of a job, click the appropriate Dictation Job ID number. To view information for a specific stage, click the appropriate stage (Transcription, QA, etc.) under Client Facility/Service Center. To view the total number of jobs for each work type, click the Status. To view a list of the jobs for a work type, click the appropriate Work Type. To view the details of a job, click the appropriate Dictation Job ID number. To view the users currently on the system, click the appropriate DQS Users number. Click the plus sign to view the user names and current and queued jobs. You can drill down more by clicking the user name to view the user profile, the Internal Job ID to view the job details, or History to view the 30 day DocQscribe user history. To be able to view DQS Users, you must turn on the Show logged in DocQscribe Users on Backlog Summary page option on the Settings tab in My Profile. See Viewing Your Profile for more information. Click the Back button to return to the previous page. VIEWING THE DICTATOR SUMMARY The Dictator Summary shows dictators currently dictating jobs. 1. Click Status > Dictator Summary. Click a column heading to sort the dictators by the information in that column. Click again to reverse the sorting order. Click Download in Excel Format from any page to display the information on that page in a Microsoft Excel spreadsheet. 2

3 SEARCHING FOR JOBS 2. From the Search Type drop-down list, select the type of search that best meets your needs: Search Type Job ID Date (plus Client Facility) Dictator DocQscribe Task Subject Work Type (plus date range) Basic Job Search Description Search by job number. Requires the Dictation, Internal, or Master Job ID. Search for jobs Delivered, Dictated, Received, or Signed for a specific date range and for a specific client facility. Search for work dictated by a specific dictator. Requires the Dictator Name or Access Code and a Date Dictated or Subject Name. Search for jobs Awaiting, Completed, In, or Reserved for a specific DocQscribe task. Requires a Task and a Client Facility Name or ID or a Service Center Name or ID. Search for jobs for a specific subject/patient. Requires a Subject Account ID, ID, MRN, or Name. Search for specific work types dictated in a specified date range. Requires a Work Type Number or Name and a Date Dictated. Search by a combination of criteria. A Basic Job Search is not an efficient way to search for jobs. 3. Enter your search criteria in the fields provided. Narrow your search results by entering information in multiple fields. Use the % character as a wildcard character when you supply partial information for a search value. Click the use my company link to search within your client facility. 4. Click Search. 5. To view the details of a job, click the appropriate Dict. Job ID number. Click Download in Excel Format to display the search results in a Microsoft Excel spreadsheet. SAVING A JOB SEARCH 2. From the Search Type drop-down list, select the type of search that best meets your needs. 3. Enter your search criteria in the fields provided. 4. Click Show Toolbar, if necessary. 5. Click Show Search Templates. 6. Click the Save tab. 7. Enter a unique name for the search template. 8. Click Save. USING A SAVED JOB SEARCH TO SEARCH AGAIN 2. Click Show Toolbar, if necessary. 3. Click Show Search Templates. 4. If necessary, click the Load tab. 5. From the drop-down list, select the search template you want to use. 6. If necessary, click the Options tab and select the following options as needed: Clear form before loading values - clears the Job Search page before loading a saved search template. Automatically update saved dates - updates date fields in a job search to base them on the current date. Submit form on completion - automatically runs the job search after the saved search template loads. 7. If necessary, click the Load tab. 8. Click Load. If you select Submit form on completion, the search runs when you click Load. 9. Modify the search fields as necessary. If you modify the search fields and want to save the changes, you must save the search with a new name. 10. Click Search. 3

4 DELETING A SAVED SEARCH 2. Click Show Toolbar, if necessary. 3. Click Show Search Templates. 4. Click the Delete tab. 5. Select the search template you want to delete from the drop-down list. 6. Click Delete. 7. Click OK. VIEWING THE JOB AUDIT The Job Audit displays the complete history for a job, such as when a job entered DocQscribe, when it was formatted, etc. 2. From the Job Audits drop-down list, select Job Audit. 4. Review the information that displays. VIEWING THE DISTRIBUTION AUDIT The Distribution Audit displays the distribution history for a job. 2. From the Job Audits drop-down list, select Distribution Audit. 4. Review the information that displays. VIEWING THE JOB SUBMISSION DETAILS The Job Submission Details displays submission information, data and ADT submitted with the job, and changes to data submitted with the job. 2. From the Job Audits drop-down list, select Job Submission Details. 4. Review the information that displays. PLAYING AN AUDIO FILE The Audio File option allows you to play the audio dictation associated with a job. 2. From the Job Views drop-down list, select Audio File. 4. If necessary, click Play in your media player. VIEWING AND PRINTING THE FINAL DOCUMENT (RTF) Viewing a document using this option does not reflect changes made to the file through DocQroute Client. 2. From the Job Views drop-down list, select Final Report (RTF). Job Views options are available depending on the stage of the job. 4. Click Open. 5. Review the document as necessary. To print the document, click Print 6. Click Close when you finish. GENERATING A MANAGEMENT REPORT or File > Print. You can generate several types of management reports. 1. Click Reports > Management Reports. 2. Click Job Management or Client Facility depending on the type of report you want to run. 3. On the Reports page, select the option for the report you want to run. 4. On the Reports page, select the option for how you want to view your report. See Report Output for additional information on viewing reports. 5. Click Next or press Alt + N. Options may vary depending on the report type. 6. If you selected Average Turnaround Times, select how you want to calculate the turnaround time and click Next or press Alt + N. 7. Leave the default title or enter a new Report Title in the text box. 8. Under Select the Date Range for your Report, select the appropriate job type, date range, and time zone to limit the data on the report. 4

5 9. Select the Reporting Company you want to include in the report from the drop-down list. 10. Select the Companies included you want to include in the report. 11. Click Next or press Alt + N. 12. Under Specify the Audio Lengths for Non Standard Jobs, enter the number of seconds to display on the report for all non-standard jobs. 13. Under Select a format for time periods (such as Job Audio Length), select the time format. 14. Click Next or press Alt + N. 15. Select the Grouping fields and/or Display fields to include in the report. To add an item, select the item in the Available list and click Move Selected Item. To remove an item, select the item in the Selected list and click Move Selected Item. To reposition an item in the Selected list, select the item and click the Up Arrow or Down Arrow. The number of fields you can include in the report is limited depending on the option you selected for viewing the report. Grouping fields specify the hierarchy by which the report details are grouped. Display fields identify and order the columns on the report. The Grouping section displays only if you selected to view the report using Crystal Reports. To create a list of jobs, do not specify any Grouping fields. To create a summary report, do not specify any Display fields. 16. Click Finish or press Alt + F. REPORT OUTPUT DocQmanage provides three ways to view reports: Crystal Reports Spreadsheet HTML Table Using Crystal Reports The Crystal Reports Viewer allows you to specify how you want to group and summarize the information. Button Name Description Close Current View Print Report Export Report Toggle Group Tree Zoom Disabled Prints the report on your local or network printer. Saves the report to your PC in one of several formats (RPT, XLS, DOC, RTF, or PDF). Opens the tree view pane to the left of the report, which allows for quick navigation to a specific group. Changes the display size of the report. Go to First Page Moves to the first page of the report. Go to Previous Page Page Number Go to Next Page Go to Last Page Stop Loading Search Text Moves to the previous page of the report. Displays the current page number and total pages. Enter a number in the text box to move to that page. Moves to the next page of the report. Moves to the last page of the report. Stops the report from loading if running a large report. Searches for specific text in the report. 5

6 Using a Spreadsheet The spreadsheet option allows you to view the report output in Microsoft Office Spreadsheet where you can sort, format, and modify the information on the report. Button Name About Description Displays the About Microsoft Office Web Components dialog box showing version information. Using an HTML Table The HTML format is view only. You cannot modify the information and you cannot specify grouping fields. To print an HTML table report, right-click on the report and click Print. If you need to change your print layout to landscape, click Preferences. Locate the Orientation section, select Landscape, and click OK. Undo Cut Copy Paste AutoSum Sort Ascending Sort Descending AutoFilter Export to Microsoft Office Excel Commands and Options Help Reverses the last action performed. Clicking this button repeatedly reverses a series of actions. Removes what you selected from the spreadsheet and places it on the Clipboard. Copies what you selected from the spreadsheet and places it on the Clipboard. Inserts the contents from the Clipboard at the cursor. Adds numbers in a range of cells automatically. Sorts the selected data in ascending order (A Z or 1 9). Sorts the selected data in descending order (Z A or 9 1). Allows you to quickly select items you want to display in the report output. Opens the report in Microsoft Excel so you can further analyze the data or save the data as a separate Excel workbook. Displays the Commands and Options dialog box, which allows you to perform formatting, calculating, and searching options. Displays Microsoft Office Spreadsheet Component Help in a new window. 6

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