Dictaphone Digital Express DX4000 Operator'S Manual Download

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Summary of Contents for Digital Express DX4000

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Page 13: ...og in Access Security Help Notesm On Line Note Pad Macros Mouse Monitor and Modem setups 5 Unique Subscriber profiles Selectable keypad prompts 9 weighted priority levels 100 Departments Transcription...

Page 14: ...accessedrandomly You can accessthe lastjob as quickly as the first Digitaltechnologyalsoenablesvoice job recordsand keypadcommandstobe treated as data Data that can be processed into reports retrieved...

Page 15: ...sary Eventhe redundantcircuityof itstelephone ports provideunparalleledreliabil ity The failure of one port does not mean the failure of all ports Redundant circuitrykeeps the remainingports accessibl...

Page 16: ...m The following lists three of the key benefits 0 distributionof data 0 distribution of tasks and 0 distribution of devices For example job informationcollectedby the recorderis distributedto the Su p...

Page 17: ...ry This systemisbuilt on the conceptof softwaremodules As the term implies a module is one piece of a larger softwdre application Just as a businesscan have several departments socan a softwareapplica...

Page 18: ...r Module Supervisor t Subscribers Users Figure 1 2Modular System System ServiceSupervisor Located at the top level Figure 1 2 are the systemcontrols At this level you will find all of the system s fun...

Page 19: ...he module level A module as was mentioned earlier is a programthat is tailored to meet the requirmentsof a specifictype of operation Le medical records The Module supervisorcan access this level from...

Page 20: ...Chapter I I Di ital ExpresTM4000 System 091593V0 94...

Page 21: ...n adminisTration delete etc One letter in each menu name is highlighted Pressing that letter on the key board selectsthe operation The manual reproduces the menu namesin text ex actly as they appear o...

Page 22: ...Click Quickly press and release the left mouse button Highlight Use the arrow keys to position a highlight bar over one of the menu items Use the mouse to position the on screenmouse pointer over an m...

Page 23: ...3Mouse Mouse Operations Point and Click Left button Right button Both buttons Left Button Right Button I Mouse Pointer Displayedon the screen Move the mousepointer over the item you want to select and...

Page 24: ...v o i c 0 remaining o b rocord8 0 remaininu Ports 0 remaining Backlour 0 line8 Data ntzyord r Worktypofirst Patioat Idi Vuiablo length 9 Highlight bar roaord8 found f o r Alert Message Ipo I Screen He...

Page 25: ...field criteria fromthese menus Highlight bar This is a bar that highlightsthe currentlyselecteditem You can repositionit with the arrow keys Alert MessageThis linedisplaysmessagesaboutthe statusof the...

Page 26: ...criteria 3 Should tho inquiry bo confi d boforo gonorati u 4 Highlight OM or moro datrba8 8 to build tho inquiry from I Spacebar to cheak item Soloctthotimmsnddatothero ort 8 h o u l d b o u o n o r a...

Page 27: ...y into the field You can alsouse the arrowkeys Delete Backspace and Insem keysto position the cursor and or make corrections The Insert key toggles between typeover and insert Accepting Field Data Acc...

Page 28: ...2 29 PM 9 300 C CHARLES 1 Ready 93 06 17 02 29 PM 10 300 C CHARLES 1 Ready 93 06 17 02 29 PM 11 100 A ADAMS 2 Signed off 93 06 17 02 36 PM 13 300 C CHARLES 2 Ready 93 06 17 02 29 PM 14 300 C CHARLES 2...

Page 29: ...help screen TopLine Menu If you are unsure of what a particular menu selectioncan do highlight the se lection and press Fl The system will display a description of the selection in a help screen You...

Page 30: ...Chapter 6 contains the procedures for adding subscribersto the system dicta tor transcriptionist listener supervisor group leader and group member Chapter 7 has the procedures you can use for running...

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Page 33: ...of Dictaphone Service and CustomerSupport Special ists This team effort is the most importantfirst step Because of it most if not all of your systemrequirementswillbe met duringthe initialinstallation...

Page 34: ...8 Chapter 8 Chapter 8 Chapter 6 Chapter 6 Chapter 6 Chapter 6 Chapter 6 Chapter 6 Chapter 6 Chapter 6 Chapter 6 adminisTration Setups Chapter 5 Ports Chapter9 Restore Chapter 5 comectims Chapter 5 Re...

Page 35: ...e Set Up Printer Mouse status Line Make sure Service has installed printer definitions 2 adminisTration Setups Chapter 5 Allocation Work types Priority weighting Departments Groups assignMentchoices 3...

Page 36: ...t you can preview all of the information before hand Some key elements have been highlighted The charts listed here and found on the following pages are referenceto the Chapters where you will find th...

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Page 51: ...RA Yes Top Line Menu Yes The following topics are presented in this section Starting the Supervisor sconsole Resetting the Supervisor sconsole Logging In Logging Out Locking the Keyboard and Mouse Exi...

Page 52: ...art theConsole The monitor s and the console spower indicator should light when you turn power on The consolebegins its initializationprocedure and after a few mo ments displays the DigitalExpressm 40...

Page 53: ...091593V0 94 Figure 3 2Digital Expressm 4000 SystemLogo Screen 3 3...

Page 54: ...ial setup of your system you will be assign an ID and password to log in with To1ogIn 1 2 Note Thesystemwill warnyou ifyou enteraninvalidIDorPassword lfyou do pressanykeyand tryagain Type your User ID...

Page 55: ...ogout The Exit MRA widow appears Figure 3 4 MRA is the abbreviationfor Medical Record Application 2 The system will display the SupervisorLog In window Select Logout from the main menu Press Y to log...

Page 56: ...either the locked or unlocked position The icons located next to the console s keylock indicatethe locked and un locked positions Make sure you store the consolekeys in a safe place TopLine Menu Toloc...

Page 57: ...rttime thesystemwillperformanautomatic recovery whenyou restarttheprogram Thiswillrestoreanyjob informafionthat wasgernerated whiletheprogram was off PerformRecovery If theprogramis left off for an ex...

Page 58: ...for configuringand updating the system This includes adding the first subscriberprofiles with System and Module supervisor access rights After you receive your ID and password you can add subscribers...

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Page 61: ...s Line Yes Print Queue Yes Lock Yes Help NotesTM Yes The following topics are presented in this section Top Line Menu Selections Time Date Format Macros PrinterSetup Mouse Sensitivity Setup Monitor Se...

Page 62: ...ros change status line headings lock the keyboard and setup peripherals mouse monitor printer and mo dem ToDisplay the TopLine Menu Press Alt Fl or click on the time anddate with the left mouse button...

Page 63: ...t and press Enter Press F2 or click on OK to save your selections Select Ex or Cancelto exit without saving How to select a format Spacebar scrolls through the formats lo displaysall formats RightMous...

Page 64: ...rform is an excellent candidatefor a macro Macro specification Sixteen macros available Alt l 8 and Alb A H You can name and display each macro 19 characters Alt stops and saves the macro Macros can e...

Page 65: ...eis importantifyou wanttohaveaconsistentstartingpoint foryourmacro Later afteryou aremorecomfortablewithmacros you may wanttocreatemacrothatstartsat adif ferentscreen 7 You can key in virtually any pr...

Page 66: ...wing ChangeTime Format Press the Spacebar once to change the time format Press A10 and simultaneouslyto save the macro Deleting a Macro 1 The system displays a list of macros 2 Select Delete 3 The sys...

Page 67: ...e4 2 3 The system display a menu 4 Select Set Up from the Top Line Menu Highlight a printer and press Enter Edit the following menu items if needed Units Inches Centimeters Page size Letter Legal Ledg...

Page 68: ...ich the mouse s pointer moves across the screen is established through the mouse sensitivity setting There are eleven sensitivitysettings 0 10 to choose from 0 zero disablesthe mouse 1most sensitive 1...

Page 69: ...the Dictaphonelogo at random locations on the screen The Auto Fade selectiondeterminesthe amountof time the systemwill wait before turning on the screen saver 0 to 60 minutes ChangingMonitor Colors 1...

Page 70: ...lt Color option returns the screen colors to their original manufac turer settings 1 2 Select monitor 3 4 The system displays default colors after you close the Top Line Menu Select Set Up from the To...

Page 71: ...by your ServiceTechnician The following procedureexplainshow to access and changethe basic connectionparameters Note Oncertainversionsofthesystem themodem sServicesetups willoverrideanychangesyou make...

Page 72: ...r to disk storage and phone or port usage data Through the TopLine Menu you can selectthe abbreviationsthat you want to appear on this line You mustredefinethe entire line when you make changes You ca...

Page 73: ...pressing Enter Select Eso to save and exit StorageFields Percent Full SHDF Percent of Hard Disk Full Percent Remaining SHDR Percent of Hard Disk Remaining Storage Consumed min HDMINTAKEN Hard Disk Min...

Page 74: ...l active Ifyoupress so you will cancelall remainingprintjobs Display a listing of pending print jobs Restart a print job Go after Pausing Tocancelaprintjob 1 The Print Queue menu displaysthe Cancel Pa...

Page 75: ...eful job or status information while the keyboard is locked i e an inquiry of the oldest ready work in the system or the port status display This would make information available fopgeneral view while...

Page 76: ...you can create one The followingproceduresexplainhow to display edit create and delete help windows ToDisplaya Help Window 1 If a help window exist for your selection the systemwill display it If ther...

Page 77: ...th an active cursor 3 4 To verify your new window highlight the item and press F1 Highlight the item you want to create a help screen for Use the keyboard to type in your description Press F2 to save...

Page 78: ...ber of Users currently using the system the n e r of ports in use Menu options re 011 the 2nd line TO Select M item type the highlighted letter or highlight your choice and press Enter PageDom or row...

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Page 81: ...time you may have to change specific settingsto meet new circumstances The procedurespresented in this chapter will show you how to make the changes The following topics are presented in this section...

Page 82: ...longthr 1 ationt Id Variable longthr 9 voicor 0 rmmaining Job rocordsr 0 romeining ortst0 raining mcklogr 0 lino ta btryordorrWorktypofir8t Figure 5 1SetupsMenu Setup Menu Definitions Systemparameters...

Page 83: ...artments Totrack dictationby department you must usethis selectionto enter anIDand name for each department Groups To track dictation by group you must use this selection to enter an ID and name for e...

Page 84: ...ed weighting factor are assigned to the job Worktypes A work type is a numericaldesignation 1 2 3 etc that is used for categoriz ingjobs typeof dictation For example if a reportiscategorizedas work ty...

Page 85: ...age down Home and End keys to move around the display 5 Press F2 to save your entries or Esc to cancel 091593V0 94 Chocksum Algorithm 1 mrossion C U dist 10 s o c d s hpronlpt intorval 15 soconds bait...

Page 86: ...Server Server Printer SelectingServer saves the audit log to a file and displays it on the audit log screen Selectingprinter will only send the audit log to the printer It will not display it See Audi...

Page 87: ...guring per page costs For a 55 line page lines 1 55are on page 1 lines 56 110areon page 2 and so forth NoNes System schedulesexternalwork assign ments for transcriptionist System playsa headerthat ann...

Page 88: ...elds with the appropriateinformation See SystemParam et r Definitions on page 5 6 S e k t adminisTrationfrom the main menu P Ie Use the rEnter Up Arrow Down Arrow Page up Page down Home and End keys t...

Page 89: ...tem ports e g 1 dictate port 3System ports 4 Dictate ports 0 System ports Dictate Listen Transcribe Supervisor System Hours Dictation Messages System 091593V0 94 4 10 System ports can be used by anyon...

Page 90: ...tups menu 3 Select assignMentchoices 4 Select adminisTrationfrom the main menu Select one of the following from the window Self assignment Dictation review Groupreview sysTemmanagement The system disp...

Page 91: ...t 8ysTo 2 PhydChU Priority weighting 4 Worktypo a r t m a n t QrOups Il adors W o r k typas 8udit LO9 COlUnm N 8 r eJl u Fife i 1 n 7 PO01 c n c 1 ox Prompt assignments I 55 81 work No a NO maining 0...

Page 92: ...ule Module Module Module Module Dictation review Listen Access For listeningto reports dictated by others includes open reports and group leader reviews Prompt Prompt PromptType Blank none Patient Wor...

Page 93: ...e Server or the Printer You must makethis selectionthrough the administrationsetups See side bar If you select the printer the system will not display the audit log informationon screen Only the Serve...

Page 94: ...e the information file size events 5 digits mu Fill in the fields with the appropriateinformation Enter the maximumnumber of events you want to capture When the audit log fills the oldest events are r...

Page 95: ...to eitherthe Server or the Printer You must make this selectionthrough the administrationsetups See side bar If you select the printer the system will not display the audit log informationon screen On...

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Page 97: ...cedureto select the headings and data that the audit log displays 1 Select Columns The system displays a column setup window Figure 5 6 2 Use the spacebar to scroll through the headings or use F10 to...

Page 98: ...ly knows how many columns will fit but it also knowswhich headingswill fitintheremainingcolumns Forthat reason the last column may show fewer headings than the other columns The systemdrops headings t...

Page 99: ...s a fixed format for the printout You cannot alter the format with the Columns selection of the audit log Figure 5 7 shows the fixed format Dictation Being Created Statue D i c t A D i c t Patient Job...

Page 100: ...ystem Transcribed dictation Voice recording remains on the system C S Dictationcompletedby a group member but will not betranscribed I N until reviewed by a group leader X Ready Cancelingpreventstrans...

Page 101: ...iry Define Ex ternal or Search Selectoneof theseto view the existingcolumnnames that you can change From the Main Menu SelectSubscribers SelectAdd Can also use Delete Default or Search SelectDictator...

Page 102: ...lt names for each category appear to the left of each field 6 Press F2 to save Selecta field s and type the new column name contor o p a r 1 trmmcriptionimtm Linom por paw 55 A8mign urtomrl work 1 9 0...

Page 103: ...5 Select one of the following operations Sort to sort list by ID or Name Add to add ID and Name Edit Highlight a department and press Enter Delete Highlighta department and press Enten Follow the on s...

Page 104: ...displays the Setups menu 3 Select Headers The system displays widow of header assignment selections 4 Dictation review Transcription Messages System management dictAtion inquiry The systemlists the as...

Page 105: ...73 Module Patient name and ID 271 Module Date and time completed 276 Module Report number 136 Module Header Prompt s PromptType Transcription Physician name and ID Work type name and ID Patient name a...

Page 106: ...rt number 136 1 Module dictAtion inquiry Header Prompt s PromptType Physician name and ID Patient name and ID Work type nameand ID Date and time completed Status R S A 0 G F I Date and time transcribe...

Page 107: ...nine priority levels A default value is assigned to each 4 Highlight a priority level and key in a value 0 00 to 9 99 5 Press F2 to save or Ex to cancel Select adminisTrationfrom the main menu aockaum...

Page 108: ...pes Accessing theSystem s Work Tmes 1 2 Selects Setups The system displays the Setups menu 3 Select Work Types The system displays the Sort Add Edit and Delete menu selections and any existing work ty...

Page 109: ...deletingthe voice file from signed off finished and canceledjobs Signed off jobs are automaticallyfin ished This is a preliminarystep to sendingjob recordsto the historical data base for future archiv...

Page 110: ...1 Radiology Unprot 2 E L P 3 Medical Protec r o t _ Work Type tiumber l a m ACCe8S Protected tuition period days Weighting factor 1 00 Backlog alum hour8 Atchive delay day8 Cancel OK 99 99 Figure 5 1...

Page 111: ...efeaturesisdifferentfromtheprocedure mentioned in thismanual When you record a new prompt you must follow these basic steps type the new text for the prompt call the system and log in with special ID...

Page 112: ...d Full The message line at the bottom of the screen displays Call a port and enter your ID and password 10 Press the spacebar to tag the prompt you just edited Call the system and log in using the fol...

Page 113: ...ing and then wait approxi mately 1 minute Call the system and listen to the prompt youjust recorded 23 If the promptdoes not play correctly refer to PromptRecordingError on page Note Tocustomizeadditi...

Page 114: ...5 MODULE 12 16 91 23158 16 MODULE 12 11 91 OOIOl 11 MODULE 12 18 91 04152 18 MODULE i a i i i m 00815 Date time recorded Figure5 11PromptListing The items shown in this Figure also appearin the prompt...

Page 115: ...atedto two other prompts Full promptsare the unabridgedversion of the prompt Brief promptsconvey the same message as Full prompts but with fewer words Help prompts are informationmessagesthe caller ca...

Page 116: ...m options prams 171 To chngo sorvico pros star O r for holp pros Ol r t L b 1 D TOP D5NU WBQ c m c 1 ox Figure 5 12 Prompt Script Printing Prompt Scripts or lists 1 Select Print 2 If you want to print...

Page 117: ...heading of the Ports display 1 Select adminisTrationfrom the main menu 091593V0 94 2 Selects Connections The system displaysthe Administration Connectionsscreen 3 Sort Select one of the following menu...

Page 118: ...not be changed Fixed If there is no activity on the connectionfor the time specified the system will terminate the con nection 3digits The supervisor s identifying number 8 digits The supervisor s pho...

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Page 121: ...sthe system and canperformtranscription Groupleader Dictator that reviews and authorizestranscription Transcriptionist Types and signs off the jobs of dictationproduced by a Group member Groupmember T...

Page 122: ...its own access security Protected Unprotectedand No access The following is a definition of each rating Protected Only authorizedlisten access subscriberscan reviewjobs of this work type Authorizatio...

Page 123: ...defaultchangesdo not apply to existing subscriberprofiles you will have to edit those You can changethe defaults at any time without affectingthe subscriber profilesthat already exist 1 2 Select deFa...

Page 124: ...ion Rate 12 lines minute Message Autoplay Yes Initial State None VOX Yes Prompts Full Voice and text Yes Tones Yes Function Basic Rewind 3 half seconds Feedback Yes Hangup Complete Listen Enable Yes A...

Page 125: ...u add the subscribers See Ed iting SubscriberDefaults on page 6 3 1 Select Subscribers 2 Select Add 3 Highlight a subscribertype and press Enter Dictator Listener Transcriptionist Supervisor GroupLead...

Page 126: ...subscriber 5 Edit the subscriber sprofile See SubscriberField Definitions on page 6 7 6 Highlight an inquiry and press Enter Press F2 to accept the changes and Y e sto save Subscribers Use this proced...

Page 127: ...tment Must be from DepartmentTable Will match Department Name Must be from DepartmentTable Will match Department number lines per minute Number of lines that author can dic tate per minute Used for ga...

Page 128: ...The current locationis saved and the job cannot be reassigned IdentifiesSubscriber slanguage Can be usedto set up pools Yes No Subscriber may or may not access other author sjobs Protected Unprotected...

Page 129: ...lls Not implemented Order for reviewingreports None Patient Work type and Fifo 4 5 seconds max Number specified in half seconds represents incremental rewind partial rewind 16 alphdnumeric characters...

Page 130: ...d reply to messages from supervisor 15 characters Max Transcriptionist s name lines per hour Default is 125 lines hour Yes No If no member s dictation is not sent to tran scription until Group Leader...

Page 131: ...Define and save the inquiry a Define the Optionsto observe during generation of the inquiry e g where do you want to output the inquiry display printer disk a Generatethe Inquiry Gatherand display the...

Page 132: ...o scroll through the selections When the one you want appears press Enten Your Option changes are saved with the Inquiry defi nition Make your changesto the options and press F2 to accept 8 9 Select Y...

Page 133: ...elds Type an Inquiry Name and press Enter Select Data 4 rows of criteria max 7 Use F10 or the spaceban to display the options Press Enter to both se lect an option and move to the next field Leaving a...

Page 134: ...firm 13 The systemdisplaysan Inquiry definitionsaved messagein lowerleftcomer of screen 14 Notes F10 to list field options Movecursortotheblank fieldandpress dnteh Press Eso to exit or select Generate...

Page 135: ...generated On screen Not at printer Not stored 2 Where should the selection criteria be printed Not at all 3 Should the inquiry be confirmed before generating No 4 Select a fast access key by pressing...

Page 136: ...ss Enter to select the highlighted criteria Select a Logical Expression equal not equal etc 3 Use F10 or the cspacebanto display the choices Highlight the one you want and press Enten 4 Fill in the Lo...

Page 137: ...back Hangup Trans Hangup Listener Messaging Trans Messaging Listener Headers Trans Headers Self Assign DefaultSelf Assign Skip Jobs Interrupt Receive Intercom Flag Backspace Transcription Rate Accessa...

Page 138: ...you select Tagged then only those items that are tagged are affected I Totagor untagone or moresubscribers 1 From Inquiry listing select Tag A drop down menu appears 2 All Clear Highlighted Several S...

Page 139: ...Chapter Dictation Management...

Page 140: ...091593V0 94...

Page 141: ...and manipulatingjob records The follow ing subjects are presented in this chapter a Overview a Job Inquiry Defining Generating Deleting and Printing a Modifying a Job a Entering External Jobs a Checki...

Page 142: ...ies You can alsodefine and run temporaryinquirythat the systemwill not save Thefollowingaresomeexam ples of the types of inquiries you can create a a list of all history and physicals that have a read...

Page 143: ...le s screen You can highlight or tag thejobs in the listing that you want to work on To get a quick overview of how an inquiry is create read through the Gen erating an Inquiry Summary Generatingan ln...

Page 144: ...tions 3 4 SelectListing or Summary SelectDictation from the top level menu Select add inquiry from the list Summary Produces a summaryreport that lists results in percent av erage andor total values T...

Page 145: ...efer toFiflure 7 1 9 Press Enten whilethe columnsline is highlighted to display the col umns window sort and detail fields These are the columns that will appear at the top of you inquiry Sort Columns...

Page 146: ...ons Sort columns Detailcolumns USERON 0 PORTSUSED 0 Quick Access Key G e t Archive F6 Total Signed F5 11 saved inquiries SHDF 0 USERON 0 PORTSUSED 0 9 3 0 8 2 5 10 23 M Heln l i n e Inquiry name SORT...

Page 147: ...Open Ready Assigned Interrupted Signed off Finished Canceled Archived Pool Transcriptionist Transcriptionistname Transcribetime WorkingTurnaround ClockTurnaround Length Lines Pages Job type Station P...

Page 148: ...one data base 3 Thesystemdisplaysan Inquirydefinitionsaved messagein lowerleftcomer of screen Make your changes to the options and press F2 to accept Select Saveand Yes to confii SHDF 0 USERON 0 PORTS...

Page 149: ...ting the inquiry Current Historical and or Archived Floppy disk Use the spacebar to check selection s 1 5 Select the quick access key that you want to use for generating the inquiry from any screen No...

Page 150: ...key Fl to F9 From theDictation Menu 1 SelectDictation 2 SelectInquiry 3 SelectionMethods Type its highlighted character Select the inquiry Referto Figure 7 4 Highlightit and press Enter Click on it w...

Page 151: ...6 PM 93 06 17 02 41 PM 93 06 17 02 41 PM 93 06 17 02 41 PM 93 06 17 02 29 PM 93 06 17 02 29 PM 93 06 17 02 29 PM 93 06 17 02 36 PM 13 300 C 14 300 C 15 300 C 16 300 C 17 300 C 18 300 C 19 300 C CHARLE...

Page 152: ...ysthe inquiry parameters and the Option menu If you need to you can modify the inquiry at this time 4 Select Options 5 Use the spacebar to scrollthrough the selections You can alsoselect Store on driv...

Page 153: ...nding on the type of word processing program printer and fonts you are using File location A WAVERP RAO1Wile I File 1 is the file name of the inquiry Type the name you used and the proper extension 1...

Page 154: ...diting cel Finish etc Generate an inquiry that will display thejob you want to modify Highlight or tag the job s Select an option from the drop down menu Change attributes of job and its record Erase...

Page 155: ...merican Status Ready Open Ready 93 06 17 02 31 PM Assigned Interrupted Signed Off Finished Cancelled Archived Patient Name Work Type 2 Work m e Name H P Transcriptionist 0 Transcriptionist Name Transc...

Page 156: ...3 06 17 02 36 PM 4 100 A ADAMS 2 Signed off 93 06 17 02 36 PM 5 1b93 06 17 02 41 PM 93 06 17 02 41 PM Cancel OK 13 300 C CHARLES 2 Ready 93 06 17 02 29 PM 93 06 17 02 29 PM 14 300 C CHARLES 2 Ready 15...

Page 157: ...assettes or other media canbe entered into the system scurrentdata base If you want to assign thesejobs to a transcriptionist or pool you must set the Assign ex ternal work selection of the System par...

Page 158: ...age at the bottom of the screen will read No listen history associated with thisjob Listeners If a subscriber has reviewed ajob the screen will list who access ed it and when Highlight ajob in the lis...

Page 159: ...d option in their drop down menus I Totag or untagoneor morejobs 1 Select Tag A drop down menu appears 2 All Clear Highlighted Select one of the following to tag alljobs in the listing to remove the t...

Page 160: ...er 7 DigitalExpress 4000System Printing aFlashReport A flash report will print the informationthat is currently displayedon the screen Press the Print Screen key to generate a flash report 7 20 091593...

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Page 163: ...tionist upto 10pools each Once a pool is created the routing of jobs to the correct pool and transcriptionistis completelyautomatic Special assignmentis another method you can use for gettingjobs typ...

Page 164: ...rform an orderly shut down Call your local Ser vice representativefor assistance with the orderly shut down procedure FIFOPool The systemdirectsall dictation to the FIFO pool FIFO First In First Out m...

Page 165: ...ours This tells the system how long to wait before assigningthe pool s readyjobs Jobs that exceed this time move to the top of the pool to be typed first A Pool type access security Non Exclusive Any...

Page 166: ...houtjobs is basically a dry well When you create a pool you must tellthe systemwhatjobs to place in it Figure 8 3shows the twelvejob criteria you can use After you select a criteria you must selectthe...

Page 167: ...Faggedjobs have a G status After reviewing thejob the Supervisor can unflag it and return it to the transcriptionist Only the Supervisorcan ac cessjobs in the Flagged pool t Assigning Pools to Transcr...

Page 168: ...ry To assign thejobs you can high light or tag them and then pick a transcriptionistfrom the Assign menu SelfAssign Transcriptionist TranscriptionistProfile 1 SelectSubscribers 2 Perform an Inquiry an...

Page 169: ...ll default to selected field during self assign Yes No Allows transcriptionistto skip jobs cannot skip special assignments Yes No Transcriptionist may interrupt a job and returnto it later Yes No Tran...

Page 170: ...tem assignsthe first pool on list 2 Remainingpools System assigns the remainingpools according Note Ifa dictatorcompletesajob thatbelongsinthefirstpoolassignment whilethe transcriptionistis workingona...

Page 171: ...the options Press Enter to select an option 7 See side bar 8 Selecta Pool type Enter the Target turnaround time in hours Exclusive only assign transcriptionist can access this pool type Non Exclusive...

Page 172: ...rget turnaround 2 hours Pool type Non Exclusive Cancel OK Figure 8 5Creatinga PoolDefinition Modifyinga Pool Definition 1 SelectAssignment 2 SelectPools 3 4 Make the necessary changes 5 Highlight a po...

Page 173: ...ignments Repeat steps 5 and 6 for each pool you want to assign Cancel OK ChaningPoolAssignments Use this procedurefor editingpool assignments If a pool is reassigned while it is being used the change...

Page 174: ...their assignedorder Use lo or the cspaceban to display the selection 4 This selection sortsthe list of transcriptionist s by ID or name 5 Selecteither ID or Name Selecta sort criteria ID or Name Press...

Page 175: ...list of Pool Names 1 SelectAssignment 2 SelectPools 3 SelectSort 4 Highlight ID or Name and press Enter The systemsortsthe list accordingto your selection PrintingtheList of PoolNames 1 SelectAssignme...

Page 176: ...can use the spacebar to tag or untagjobs To tag more that onejob at a time use or the Tag menu 5 SelectAssign The systemdisplays alist of transcriptionists 6 If needed selectHighlightedor Tagged Thes...

Page 177: ...7 02 29 PM 93 06 17 02 29 PM 14 300 C CHARLES 2 Ready 15 300 C CHARLES 1 Ready 93 06 17 0 2 3 0 PM 93 06 17 02 31 PM 16 300 C CHARLES 2 Ready 93 06 17 02 31 PM 17 300 C CHARLES 3 Ready 18 300 C CHARLE...

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Page 181: ...iber etc they do it throughoneof the ports on the Recorder You can use the port management proceduresto displaythe activity that is present on each port You can also changethe statusof theport by usin...

Page 182: ...tions for a description of each column Select adminisTrationfrom the main menu 811Dm14 u 1 POXT USED 1 07 99 93 09149 AM 0 1 Available 1 1 Available a 3 Available 3 4 Available 4 5 Available 5 6 Avail...

Page 183: ...For most all applications the port andconn numberswill User ID number of subscriberthat is usingport The name of the subscriberthat is using the port The type of activitythe subscriber is performing A...

Page 184: ...bscribersthat are currently using aport It also indicatesthe num ber of availableports The bar does not indicate which port the subscriberis using To display the Graph 1 2 Select Ports 3 Select Graph...

Page 185: ...he bar 4 Select Busyout As soon as the port becomes available if it s being used the system changes its status to Busyout Note Usethe RestoringaPortprocedure to reestablish theAvailablestatus Highligh...

Page 186: ...telydisconnect hang up a caller from your system Oncethe system disconnectthe caller it returns the port status to Available If you disconnecta dictator the Hangup option Completeor Save that is set i...

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Page 189: ...g Yes Messages This chapter presentsthe operations you can perform with the messaging menu The following subjectsare presented a Overview a Message Inquiry a Viewing Message s a Tagging Jobs Defining...

Page 190: ...ptionistcan use messagingto ask the dictatorfor clarification The dic tator s reply can setup a round of question and answer messagesthat can con tinue until all items are resolved Referto Figure 10 1...

Page 191: ...ment Length of message seconds Status of message See side bar Status s Date and time open sent received and deleted Messagelnqui y You can use the inquiry procedures in this chapter retrieve messapinf...

Page 192: ...1 0 4 080193V0 94...

Page 193: ...oves to the sort selectionafter finish selecting columns 10 Select an ascending or descending sort order for each column Use the spaceban to selectthe order 11 12 Inquiry definition saved will appear...

Page 194: ...tions and press F2 to accept SelectSaveand Y e sto confirm The systemdisplays an Inquiry defini tion saved message in lower left comer of screen SHDFO 0 USERON 0 PORTSUSED 0 93 08 13 08 17 AM 1 Press...

Page 195: ...ghlight it and press cEnten Click on it with the left mouse button From theDefineMenu 1 Select Dictation 2 Select Define 3 4 Select Generate Selectthe inquiry from the list OtherMethods After you use...

Page 196: ...Messages 1 SelectMessages 2 Generate an inquiry 3 4 SelectView 5 SelectHighlightedor Tagged The systemdisplays the message information i e Sender receiver length status and time data Highlight or Tag...

Page 197: ...b in the listing and press the spacebar menu to tag subscribers Tofag or unfagone ormorejobs 1 Select Tag A drop down menu appears 2 All to tag all messages in the listing Clear to remove the tag from...

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Page 205: ...torage Archiving does not back up voice files dictation Voice files consume a lot of storagespace and unlessthey aresavedthroughrerecord areautomatically discardedsometimeafterthey aretranscribedandfi...

Page 206: ...not onlychangestatusasthey progressf r o mdictated to finished but alsochange data bases This process of moving data is part of the system s basic work flow Current Data Base ContainsVoice file and Jo...

Page 207: ...data base ADB floppy disks The archive alarm will alert the supervisor when it s time to begin archiving Removing the Voicefile Work typeretentionperi The voicefile componentof eachjob consumesmost o...

Page 208: ...re to select specific information For example eachjob record is composed of 36 elements JobID Physician Physician name Department etc You can use the Archive Setupprocedure to selectivilyarchive anyfo...

Page 209: ...o specify the informationyou want to archive Use F10 or the Spacebar to make a selection and press Enter 8 Select adminisTrationfrom the main menu Select either Dictationor Messages Edit the Intermedi...

Page 210: ...archiving Limits There are four rows with 3 fields each available for specifyingthe records you want to archive Use FlO to list the choices or the spacebar to scroll throughthem To select the Highligh...

Page 211: ...mat PhysicianName lessthan Department between DepartmentName Special Designator Language Group Group Name WorkType WorkType Name Patient 1 1 7 Date time Patient Name Status time and date setup Open Re...

Page 212: ...ters you ve selectedfor the Archive Setup This will give you a pretty good idea of the number of job records you ll be archiving For achronologicallisting select StatusTime as oneof your inquirycol um...

Page 213: ...Qucksum Aluori criptionista rossion cua di w r w t intorval Archivo disk dria A Insort first disk in floppy drivo to continuo Proms E8C to cancol m xisting data in floppy disk lull bo dolotod P t i n...

Page 214: ...t Dictationor Messages 2 Select Define 3 4 Highlight a selection and press a n t e n If your adding a new inquiry selectListing or Summary and press En ten Select Modify to define your inquiry Define...

Page 215: ...a malaction critaria br prfntad Hot at a l l 3 Should tha inquiry ba confinnmd befor marating Uo 4 Xiahlight o m or more datrbaoao to build tho inquiry from Currant Historical 4Archiv d 5 8alactafasta...

Page 216: ...Chapter72 Digital Expresslw 4000System 12 1 2 091593V0 94...

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Page 219: ...Recorderthrougha networkconnection This Ethernetconnectionis shownin Figure 13 2and If this connectionisbroken theRecorderwill continueto operateindependently of the console However job record inform...

Page 220: ...erface Telecommunication Interface 6 Recorder Figure 13 1SystemHardware VoicePO 4 pOl tboards Telephoneaccessto the recorder is through a series of port cards Each port card has fourtelephone ports Su...

Page 221: ...oard 25 pin Power Connector I Parallel Console Mouse Printer 9 pin Power Connector Port Serial Connector Figure 13 2Rear of SupervisorConsole Corn4 Corn1 Recorder 0 0 0 0 Corn 3 Ethernet Corn 2 Consol...

Page 222: ...record of systemevents dictation transcription listen transcriptionanderrors Thetype and numberof eventsthatthe systemwilltrackcanbepreset Theauditlogcanbedisplayed printed or saved to disk Number of...

Page 223: ...nding Low continuoustone VOXoperation or continuousbeepingtonethatletsan authorknow that she can begin dictating Eliminatesthe voicefileof a signedoffjob transcribedreport Subjectto worktyperetention...

Page 224: ...ifyinginformation and can be placed at the beginning of dictationto identifythe author to a transcriptionistor other sub scriber Helpmessagesthat displayabrief explanationorreminderaboutaspecificselec...

Page 225: ...s attributesof a dictatedreport Classificationdenotingthephase ajob isin asitmovesthroughtheDigitalExpress system i e Ready Assigned Signed Off Finished Canceled etc The two possible categories of job...

Page 226: ...user that the user must enter before gainingaccessto the DigitalExpress system Passwordsare set up in the Subscriber sProfilebut can be changedby individualsub scribers duringinitial log on Allowsjobs...

Page 227: ...orto controlthe way work is distributedfor transcription namely by as signing a pool to severaltranscriptionistsastheir first pool thereby assuring that certain kinds of work are transcribedsooner Use...

Page 228: ...pool parameterthat establishesthe numberof hoursajob shouldremainin ready statusbefore the systemreleases it for transcription Chapter8pool set up procedure Connection Subscriberstations that are conn...

Page 229: ...to directlycontrolthe operationsof therecorder Lever on the Connexions telephoneused to increase or decreasevolume Weighted value that can be assignedto both priority and work types Thesefactors are u...

Page 230: ...eseconddiagrambegins with A Black Line The largeblack line indicates theactual flow of thedocumentas it movesfrom being dictatedtoarchived Dictation listen Diagram Start The dictatorcallsthe systemand...

Page 231: ...Setups System Parameters Close open reports X days i Open Report Stored until completed by dictator supervisor or system I pool Assignments Assignments Pools Current Data Base COB Report remainsin COB...

Page 232: ...that is assignedto an exclu sivepool can accessthejobs in that pool Nonexclusivepools can be ac cessed by any valid transcriptionist Supervisor Questionable jobs can be flaggedby the transcriptionist...

Page 233: ...rt Supervisor Onlythe Su ervisor can access the lagged pool Transcriber Flagsreport System sends Flaggedreportsto Transcriptionist Status Report Status S to Pool Transcriptionist Accesses pool s that...

Page 234: ...until the archive delay expiresbefore sendingthe report informationto the historical database Intermediatearchivedata base Archive alarm The archive alarm warns the supervisorto begin ar chivingjobs...

Page 235: ...y X days Report Finished and Archived Job record information saved Current Data Base CDB Report remains in CDB until Work type archivedelay period ends Archive delay expires reporttransfered from COB...

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