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Philips DPM 9350/00, User Manual

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Philips DPM 9350/00 User Manual Download Page 51

 

Chapter 5: Advanced Operations 

47 

Assigning Keywords  

The DPM allows you to personalize your dictations via predefined Keywords. 
For this purpose, you create a configuration file on the PC using the 
Download/Configuration program. For DPM 9350/00 this configuration file can 
have up to two Keywords defined to be used on the DPM.  

Note

: Assigning Keywords as described below is only available if the 

DPM has not been configured with the 

Linked Keywords

 setting in the 

DPM Download/Configuration program.  

If the DPM has been configured with the 

Barcode into Keywords

 

setting, you have to scan in the barcode information because this is a 
mandatory setting. In this case, you can later change the Keyword 
assignment manually via the DPM menu as described below. 

Keywords are a combination of their usage definition and the content definitions 
for that usage. All this information is stored in the configuration file which is 
transferred to the DPM. On the DPM, the authors can select from the predefined 
entries and assign them to their dictations. These entries are saved together 
with the dictation and can finally be used by the transcriptionist for filtering the 
dictations.  

For more information on DPM Keywords, refer to the 

DPM Download/Configuration Online Help

.  

Example: The first Keyword can have the usage 

Author

. The entries, this is the 

content, for this Keyword would then be a selection of author's names: 

Jones

, 

Singh

,

 Watson

 etc. The second Keyword can have the usage 

Subject

. The 

entries for this Keyword would then be a selection of possible subject areas: 

Radiology

, 

Surgery

, 

Patient

 etc. This information is transferred to the 

DPM where the author selects the author name and subject area for each 
dictation.  

Summary of Contents for DPM 9350/00

Page 1: ...DPM 9350 00 User Manual International Edition ...

Page 2: ...rations However since PC add ons and device drivers change very rapidly we are unable to guarantee conflict free operation The CE mark confirms that the device corresponds to the relevant guidelines of the European Union The cardboard used for packaging can be recycled This electronic facility contains recyclable material Technical changes and errors excepted Declaration of Conformity Tested to co...

Page 3: ...Started 10 Activating the DPM 10 Memory card 11 Start screen 13 DPM menu 16 Power Save mode 30 Chapter 4 Basic Operations 31 Recording 31 Finishing a dictation EOL and Priority 34 Recording mode Insert Overwrite 36 Playback 37 Fast Forward and Fast Rewind 38 Deleting 39 Recording format Standard Play Long Play 41 Voice activated recording 42 Skip Forward and Skip Back 43 ...

Page 4: ...ter 5 Advanced Operations 44 Entering user defined labels 44 Assigning Keywords 47 Scanning barcode information into Keywords 50 Linked Keywords 52 Transferring data between DPM and PC 55 Appendix Troubleshooting the DPM 57 Index 58 ...

Page 5: ...voice recorder for the professional user Digital recording allows instant access to any point in the dictation and enables you to make precise deletions from sound files and to correctly place insertions The DPM 9350 00 provides workflow management capabilities for easy transfer of files to the PC 4 Position Switch for single handed operation and ease of use User defined information Keywords and l...

Page 6: ...am for Windows 98 SE Windows Me Windows NT 4 0 Windows 2000 and Windows XP A luxury pouch 2 Philips AAA batteries A USB cable DPM 9350 00 User Manual DPM 9350 00 Quick Reference Accessories available from your vendor Power Supply LFH 9145 DPM Docking Station 9110 Rechargeable batteries LFH 9144 For more information on Philips and the available products go to www philips com www dictation philips c...

Page 7: ...pter 2 Introducing the DPM 3 Chapter 2 Introducing the DPM This chapter introduces the DPM 9350 00 DPM graphic The following graphics show the device and the names of the various parts 1 2 4 5 6 7 8 3 9 10 ...

Page 8: ...d and Skip Back accessing the DPM menu moving between menu entries and confirming selections 6 4 Position Switch with Lock Hold switch functionality the positions from top to bottom Fast Forward Play Stop and Fast Rewind 7 INS OVR button for switching between Insert and Overwrite mode 8 DEL button Delete 9 USB socket 10 Battery compartment ...

Page 9: ...Chapter 2 Introducing the DPM 5 11 12 13 14 15 16 17 ...

Page 10: ...1 Memory card slot 12 L P button for assigning the End of Letter attribute and Priority 13 MIC microphone socket 14 EAR earphone socket 15 REC button Record 16 DL button for PC download 17 Power supply socket for Philips LFH 9145 ...

Page 11: ...ice activated recording Barcode information EOL End of Letter Priority Write protected SD card Insert mode Batteries 100 Batteries 80 Batteries 60 Batteries 40 Batteries 20 Batteries empty The status indication bar may appear as follows note that the following overview only lists the most common displays of the status indication bar A dictation is being recorded A sound file is being played back A...

Page 12: ...from the mains power supply The power indicator on the display may appear as follows The batteries are full 100 4 5 of the battery power is available 80 3 5 of the battery power available 60 2 5 of the battery power available 40 1 5 of the battery power available 20 The batteries are empty and should be replaced If the batteries are dangerously low and should be replaced or recharged this symbol i...

Page 13: ...ips power supply LFH 9145 to the mains power supply 2 Deactivate the DPM via the Lock Hold switch this starts the recharging process Important The DPM can become quite warm during fast recharging The recharging process is indicated on the DPM display with these alternating symbols and When recharging is finished only the symbol for full battery power is displayed Note When working with standard re...

Page 14: ...ivating the DPM The DPM can be turned on and off via the Lock Hold switch If the device is locked it is not possible to use any of the DPM buttons and none of the buttons can be pressed accidentally The device is unlocked The device is locked When you work with the DPM for the first time insert the batteries and unlock the Lock Hold switch The device is now operational and you can insert the memor...

Page 15: ...g the 4 Position Switch Memory card The DPM 9350 00 operates with a memory card of the type MMC or SD It supports MMC and SD cards of all storage capacities For example a 16 MB memory card of the type MMC supports about 156 minutes of recording time in Standard Play mode or 234 minutes of recording time in Long Play mode If there is no memory card inserted into the DPM this screen is displayed Aft...

Page 16: ... Any memory card used with the DPM should be formatted by the DPM itself and not any other device For more information on reformatting the memory card refer to the corresponding DPM menu section in this manual Full memory card If only 2 minutes of recording time are left on the memory card the recording time on the DPM display will start to blink This can either be the remaining recording time or ...

Page 17: ...DPM is in Stop mode 1 2 3 4 8 11 12 6 7 5 10 9 13 14 Note The screen above is a fictional screen with the maximum number of symbols which could appear 1 Battery power 2 Recording format Standard Play or Long Play 3 Write protected SD memory card 4 Insert mode is activated 5 Voice activated recording mode is enabled 6 AM or PM symbol if the US time format is used 7 Current time in HH MM hours minut...

Page 18: ...is done in the sound file this bar displays the corresponding symbols and actions 12 Remaining recording time or used up recording time on the memory card depending on the setting made with the DPM Download Configuration program The displayed time also depends on the Standard Play or Long Play setting 13 The current recording has barcode information 14 The current Keyword 1 assignment If you inser...

Page 19: ...ogram For more information refer to the DPM Download Configuration Online Help The Standard display option uses larger symbols without showing the status indication bar The Advanced display option uses smaller symbols It enables to view more information on the current dictation and shows the status indication bar This bar provides visual feedback when a dication for example is recorded or played b...

Page 20: ...ng the recording format Enabling and disabling the DPM device beep Setting the microphone sensitivity Voice activated recording Backlight on off Changing the contrast Displaying the recording time Reformatting the memory card Note The setting for the DPM display appearance Standard display and Advanced display options can only be made via the DPM Download Configuration program ...

Page 21: ...he selection This enables you to access the menu entry and change the settings for it Confirm the changes by pressing the Jog Dial this returns you to the DPM main menu To exit a menu entry selection without confirming the changes press the DEL button on the DPM This exits the DPM main menu and discards any changes Note If no menu entry selection is made within 10 seconds the DPM automatically exi...

Page 22: ... displayed as the first entry when you access the menu The DPM stores the last user defined label s you entered These will be displayed when you access the menu entry You can either accept the existing labels or enter new labels For more information refer to the Entering user defined labels section in this manual For more information on the DPM Download Configuration program refer to the Online He...

Page 23: ...e Jones When you confirm the menu entry selection by pressing the Jog Dial the list of all defined author names is displayed For more information on assigning DPM Keywords refer to the Assigning Keywords section in this manual For more information on DPM Keywords refer to the DPM Download Configuration Online Help If the DPM has been configured with the Linked Keywords setting this menu contains t...

Page 24: ...YYYY MM DD year month day and HH MM hours minutes The menu entry for the date and time displays the current date setting Confirm the menu entry selection by pressing the Jog Dial and do the following 1 Set the year by moving the Jog Dial up or down Confirm the setting by pressing the Jog Dial 2 Set the month and the day ...

Page 25: ...u can proceed to the MM month setting by pressing the Jog Dial When you change the batteries for the DPM a built in power storage will keep the clock active for 10 hours After that the time setting has to be repeated as described above Alternatively you can also connect the DPM to the PC and enable the Synchronize DPM time with PC time option in the Program Options dialog box of the DPM Download C...

Page 26: ...is the menu entry for the recording format the current setting is indicated with large bold letters Confirm the menu entry selection by pressing the Jog Dial and do the following Set the Long Play mode Set the Standard Play mode Confirm the setting by pressing the Jog Dial and to return to the DPM main menu For more information on the recording format refer to the Recording format section in this ...

Page 27: ... the memory card is almost full This is the menu entry for the device beep a check mark next to the symbol indicates that the beep function is enabled The symbol always shows the current setting Confirm the menu entry selection by pressing the Jog Dial and do the following Enable the device beep this is the default setting Disable the device beep Confirm the setting by pressing the Jog Dial and to...

Page 28: ...nt setting Confirm the menu entry selection by pressing the Jog Dial and do the following Set the microphone sensitivity to low when recording dictations in a noisy environment Set the microphone sensitivity to medium when recording dictations in a normal environment this is the default setting Set the microphone sensitivity to high when for example recording at a conference Confirm the setting by...

Page 29: ...ng is enabled The symbol always shows the current setting Confirm the menu entry selection by pressing the Jog Dial and do the following Enable voice activated recording Disable voice activated recording this is the default setting Confirm the setting by pressing the Jog Dial and to return to the DPM main menu For more information on the voice activated recording mode refer to the Voice activated ...

Page 30: ...bled The symbol always shows the current setting Confirm the menu entry selection by pressing the Jog Dial and do the following Enable the backlight this is the default setting When you press a button on the DPM the DPM display will be backlit for about 6 seconds Disable the backlight this setting guarantees a longer lifetime for the DPM s batteries Confirm the setting by pressing the Jog Dial and...

Page 31: ...is the menu entry for the contrast setting Confirm the menu entry selection by pressing the Jog Dial The DPM provides seven contrast levels from low contrast to high contrast The default setting is level 5 Confirm your preferred contrast setting by pressing the Jog Dial this also returns you to the DPM main menu ...

Page 32: ...tion for the DPM appearance in the DPM Download Configuration program This is the menu entry for the remaining recording time setting the check mark next to the symbol indicates that this additional time is currently displayed on the DPM This is the menu entry for the used up recording time setting the check mark next to the symbol indicates that this additional time is currently displayed on the ...

Page 33: ... screen is displayed To reconfirm and start the reformatting process press the DEL button for at least 2 seconds This will erase all data on the memory card permanently Note You can cancel the reformatting process by removing the memory card or by moving the 4 Position Switch Note When reformatting a memory card of the type SD make sure the card is not write protected A write protected SD card is ...

Page 34: ...oes not initiate the function of the corresponding button The only exception is if you move the 4 Position Switch to the Play position this will start playback When the device has been reactivated it will either display the start screen or reenter the mode which was active before it entered the Power Save mode Note If you have voice activated recording enabled and the DPM is in Record Standby mode...

Page 35: ...arts of a sound file and deleting entire sound files Finishing a dictation EOL and Priority Additional settings Recording With the DPM you can create high quality digital recordings To make a recording do the following 1 Make sure that the 4 Position Switch is in the Stop position and that you have the memory card inserted 2 Press the REC button the device goes into Record Standby mode While the d...

Page 36: ...on Switch to the Play position and start dictating Speak clearly and keep a distance of approximately 4 inches ten centimeters between your mouth and the DPM While the device is in Recording mode the Record LED shines permanently red Note In Recording mode the following buttons are not available L P INS OVR DEL REC 4 Move the 4 Position Switch to the Stop position to return to Record Standby mode ...

Page 37: ...er move the 4 Position Switch to the Fast Rewind position or press the REC button 6 When you are finished and do not want to make any further changes to the dictation press the L P button to mark the current dictation as finished EOL indication Finishing a dictation via the L P button is also possible in Record Standby mode The file will be closed and a new empty file is automatically generated Th...

Page 38: ... in the file Note Finishing a dictation via the L P button is also possible in Record Standby mode EOL indication End of Letter Priority indication The functions of the L P button are as follows If you press the L P button once the current file is marked as finished EOL indication The file is closed and a new empty file is created If you press the L P button twice within half a second the current ...

Page 39: ...ation or Priority assignment from a dictation do the following 1 Make sure the 4 Position Switch is in the Stop position 2 Go to the respective file by moving the Jog Dial up or down 3 To confirm the file selection and access the file press the Jog Dial 4 To either remove the EOL indication or the Priority assignment do one of the following To remove the EOL indication press the L P button once To...

Page 40: ... new speech replaces existing speech in the sound file from the insertion point forward If the mode setting is Overwrite the LED is red If the device is set to Insert mode the LED is green and an additional symbol is shown on the DPM display This is the DPM display in Stop mode and with Overwrite mode enabled This is the DPM display in Stop mode and with Insert mode enabled ...

Page 41: ...n Switch to the Stop position When the end of the file is reached playback stops automatically Note In Playback mode the following buttons do not function L P DEL INS OVR REC and DL Adjusting the volume Moving the Jog Dial up and down during playback adjusts the playback volume for the earphones and the built in loudspeaker While the volume is being adjusted a speaker symbol and volume slider are ...

Page 42: ...ing and hold it at that position to carry out the winding operation When the end or beginning of the file is reached winding stops automatically This is the DPM display in Fast Forward mode This is the DPM display in Fast Rewind mode The winding speed starts at 5 times the playback speed After 2 seconds it is accelerated to 10 times the playback speed after 8 seconds to 20 times and after 30 secon...

Page 43: ...f a section which is to be deleted by using Fast Forward Fast Rewind or Play move the 4 Position Switch to the Stop position and press the DEL button once The beginning of the section is marked with X 2 Use either Play Fast Forward or Fast Rewind to go to the end of the section that is to be deleted and press the DEL button again The end of the section is marked with another X The open waste bin w...

Page 44: ...ial up or down 2 Confirm the file selection by pressing the Jog Dial and make sure that the 4 Position Switch is in the Stop position 3 Press the DEL button for at least 2 seconds An X symbol appears at the beginning and the end of the file to indicate that the sound file is marked to be deleted 4 Confirm the operation by pressing the DEL button again for at least 2 seconds Note To cancel any dele...

Page 45: ...ossible to switch between the Standard Play and Long Play audio format on the DPM display This change will not take effect for the current file but from the next new file onwards From that point on any new files are recorded in the selected audio format until the setting is changed again The values for the two formats are as follows Standard Play SP 13 7 kbit s With this format about 156 minutes o...

Page 46: ...atically when you start speaking again To operate the DPM in voice activated recording mode do the following 1 Enable voice activated recording in the DPM menu For more information refer to the corresponding DPM menu section in this manual 2 Make sure that the 4 Position Switch is in the Stop position 3 Press the REC button the device is in Record Standby mode 4 Move the 4 Position Switch to the P...

Page 47: ... the end of file number 7 and so on Moving the Jog Dial down skips to the beginning of the current file Then moving the Jog Dial down will always skip to the beginning of the previous file For example the current file number is 5 Moving the Jog Dial down goes to the beginning of file number 5 Moving the Jog Dial further down goes to the beginning of file number 4 then to the beginning of file numb...

Page 48: ... Download Configuration program Entering user defined labels A user defined label is an alphanumeric string which can have up to 13 characters Such a label is entered directly on the DPM If and how many user defined labels can be entered depends on the corresponding setting in the DPM Download Configuration program For more information refer to the Online Help delivered with the program When enter...

Page 49: ... this label 2 To start editing the label press the Jog Dial again Note If the mandatory user input option for entering user defined labels has been set in the DPM Download Configuration program you will immediately access the DPM menu at this level 3 Select or change the first character number of the label by moving the Jog Dial up or down Confirm a character number selection by pressing the Jog D...

Page 50: ...ss the DEL button briefly To discard any changes you have made and to exit the DPM menu press the DEL button for about 2 seconds To insert a character into a label string press the INS OVR button To move one character to the left press the REC button To re use an already existing label without changing it confirm the label by pressing the Jog Dial for about 2 seconds The DPM will beep and you are ...

Page 51: ...w Keywords are a combination of their usage definition and the content definitions for that usage All this information is stored in the configuration file which is transferred to the DPM On the DPM the authors can select from the predefined entries and assign them to their dictations These entries are saved together with the dictation and can finally be used by the transcriptionist for filtering t...

Page 52: ...eyword assignment has already been made the current assignment is displayed as the menu entry for example AUTHOR Singh 2 Confirm the Keyword selection by pressing the Jog Dial The Keyword s content definitions are displayed for example the author names Jones Singh Watson 3 Move the Jog Dial to scroll to the name you want to assign 4 Confirm your selection by pressing the Jog Dial and to return to ...

Page 53: ...e stored with your dictation Any new dictation you create will be assigned the same information unless you select different Keyword definitions You can select different Keyword definitions as long as no recording has been done in the file After recording has been done in the file it is possible to choose different Keyword definitions on the DPM display These changes will not take effect for the cu...

Page 54: ...ng if your DPM has been configured with it When you create a new dictation file and have the Barcode Module attached you must scan in the barcode information before you can start to record your dictation If no Barcode Module is attached to the DPM the setting will be ignored Example Keyword 1 has been configured as patient ID and Keyword 2 as insurance no The DPM is configured for barcode input an...

Page 55: ...M 4 Confirm the barcode input for Keyword 1 by pressing the Jog Dial briefly Note To discard the barcode input press the DEL button 5 You are now asked for the Keyword 2 input 6 Repeat steps 2 and 3 from above 7 Confirm the barcode input for Keyword 2 This concludes the mandatory barcode input You can now start to record your dictation For more information on the DPM Barcode Scanner Module 9284 re...

Page 56: ...ad Configuration program in the same row see below The name of the Keyword set is taken from the usage definition of Keyword 1 this name is also displayed on the DPM when you enter the DPM menu The usage definitions of any other Keywords are ignored Example The usage definition of Keyword 1 is patient the content definitions of the Keyword 1 column are patient names the content definitions of the ...

Page 57: ...ed to the DPM the Keyword sets can be selected on the DPM as follows 1 Press the Jog Dial for about 2 seconds to access the DPM menu The Keyword set name taken from the usage definition of Keyword 1 is displayed If a Keyword set has already been assigned previously the contents of the selected set are also displayed for example 2 Press the Jog Dial again to access the available Keyword sets ...

Page 58: ...splays the new Keyword set This Keyword set is now assigned automatically to any new dictation file Note The Linked Keyword setting and the Barcode into Keywords setting do not overrule each other If the DPM has been configured with both settings you will have to scan in the barcode information first mandatory setting To overwrite the barcode information with a Keyword set enter the Keyword menu m...

Page 59: ...s with the Download Configuration program the download process is either started automatically or by pressing the DL button on the DPM You can also configure whether individual sound files or all of the sound files will be transferred from the DPM to the PC To transfer data from the DPM to the PC with the automatic download functionality enabled in the DPM Downlod Configuration program do the foll...

Page 60: ...ransferring depends on the corresponding settings in the DPM Download Configuration program Additional information During transfer and as long as the DPM is connected to the PC all buttons and switches on the DPM are inactive For more information on the different download configuration options including the automatic download procedure refer to the DPM Download Configuration Online Help or the Use...

Page 61: ...conds before you re insert the batteries This will restore the factory settings Any personal settings on the device will be lost but you do not lose any data saved on the memory card DPM warnings If the DPM displays this warning screen the problem could be one of the following The memory card cannot be read Try a different memory card or a different type of memory card The memory card is not forma...

Page 62: ...1 Batteries 8 Recharge 9 Beep 23 Button DEL 39 EOL 34 INS OVR 36 L P 34 Priority 34 REC 31 C Card 11 Configuration file 47 Configuration program 55 Contrast 27 D Data transfer 55 Date 20 DEL 39 DEL button 39 Delete File 40 Section 39 Delete operations 39 Dictation Create 31 Display 7 Download program 55 DPM Activate 10 Batteries 8 Formatting the memory card 12 Graphic 3 Keywords 47 Memory card 11 ...

Page 63: ...ry card 11 Insert mode 36 Introduction 1 J Jog Dial 16 Keywords 48 Skip Back 43 Skip Forward 43 Volume 37 K Keywords 47 Barcode information 50 DPM menu 19 Linked 52 L L P 34 L P button 34 Label 44 LCD display 7 LED Green 36 Red 36 Linked Keywords 52 Lock Hold switch 10 Long Play 22 41 M Memory card 11 Format 12 Insert 11 Reformat 29 Menu 16 Backlight 26 Contrast 27 Date and time 20 Device beep 23 ...

Page 64: ...ing 31 Recording format Long Play 22 41 Standard Play 22 41 Recording mode Insert 36 Overwrite 36 Recording time 28 Reformat Memory card 29 Reset DPM 57 S Scan Barcode 50 SD 11 Section sound file Delete 39 Skip Back 43 Skip Forward 43 Software DPM Download configuration 47 DPM Download Configuration 55 Sound file Delete file 40 Delete section 39 Playback 37 Skip Back 43 Skip Forward 43 Sound file ...

Page 65: ...Index 61 U User defined label 44 DPM menu 18 V VA 25 42 Voice activated recording 25 42 Volume 37 W Warnings 57 Winding 38 Workflow management 55 ...

Page 66: ...62 DPM 9350 00 User Manual ...

Page 67: ...Index 63 ...

Page 68: ...Printed in Austria 5103 109 9548 3 ...

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