VoiceSys is a complete end-to-end solution suite that address all the transcription needs. This provides complete control and management capabilities during the entire medical records documentation process.VoiceSys manages the entire file flow in the transcription system, working as a mediator to transfer data files from doctor to transcriber and transcribed files from the transcription house back to the doctor. VoiceSys consists of a suite of applications.

eTranscribe is a secure web-based interface for transcription management to access documents through internet and intranet. This file-monitoring interface allows doctors to collect transcribed files through web pages in the format of their choice.

eTranscribe facilitates doctor’s to access, view and also check the status of files send for transcription. This unique URL has been developed and presented entirely to its many users, which include doctors, clinics and hospitals.

Features

Internet Connection.
Browser-Internet Explorer (version 5.0 or above)
Microsoft Word
Media Player.

A user can access eTranscribe through Internet by typing in the respective URL address. This address will vary according to the domain registration at the time of installing eTranscribe by the client.

One can login to eTranscribe as Doctor, Clinic or Hospital. Once the user ID and password are entered, the program will check for the user type (doctor, clinic, hospital) and will take you to your home page.

The existing users of eTranscribe comes under 3 categories viz. Doctors, Clinics and Hospitals. One can login to any of these three categories. Once the user ID and password are entered, the program will check for the user type (doctor, clinic, hospital) and will take you to your domestic page.

In the Home page you need to enter your User ID and Password to login and after successful login, you will be taken to the Search page by default. Users of all types (doctors, clinics and hospitals) will be taken to Search page after successful login.

After successful login the user/doctor will be taken to the ‘Search’ page by default. The following search options are available as shown below.

Transcript and File Status

The User has to select a Search type by checking the radio button provided and define the search-criteria from Search Options. Search can be either for Dictation date, MRN, Visit/Job Number, Patient Name, Tracking Number, Transcript File Name, For Review etc.

To search for a file:

1.Check the required search-type and select the search-criteria from the drop down menu.

2. Click on the Sort by combo and select the appropriate method such as, Dictation date, File Name, MR number etc to sort the files accordingly.

Note: Search criteria would vary according to the search-type you have chosen

This symbol

above a file name denotes that the file is new and has not yet been reviewed.

Click on this icon to comment
Just above the first tracking number you can see a title Page # followed by page numbers. Click the concerned number to flip through the pages.

The batch print option enables you to print the selected documents. You need to check the documents that you need to print and the software does everything for you.

Click on the required file name to open the document. You can also select the document type by clicking on the DOC/RTF given above the audio bar. The document opens as shown below.

Print/Envelop Print/ Mail or Fax the document by clicking on the appropriate button.

To edit a document

Click the icon

to open the document to be edited. The document will be opened as shown below.

Move the first two buttons to flip through the document as and when necessary.
Click to save the document with modification or editing after review.
Click to print the document with-or-without modification or editing after review.
Click to sign the document with-or-without modification or editing after review.
Click to reject the document. Once a document is rejected, another window will be invoked overlapping the document, asking for the reason of rejection as shown below in which you will have to enter the reason as shown below.

Note: You can playback the corresponding wave of the document by clicking the play button provided above the audio bar. You may move the slider bar to locate a particular point of dictation or to observe the time elapsed.

Clicking on

will invoke a dialog shown below that contains the entire bookmarks entered. In this you can click on the Value field and make required changes and then click Apply Changes. To find a particular bookmark on the document you can click the bookmark on the dialog and click Show field.

Spell Check will be disabled as soon as a particular document is launched for the first time, you will have to double click anywhere on the document to activate Spell Check.

Review the file and click on the appropriate status to revert to your home page.

To Playback a wave file from your home page:

1) Click on the

button against the respective file name from the home page. The audio player will be activated.

2) Click on the play button for playing the file.

You may also move the slider bar to locate a particular point of dictation or to observe the time elapsed besides Rewind and forward.

To download a file from you home page:

Click on the

button against the respective file name from the home page. A dialog box will appear asking to specify the download path.

Specify the path and click OK.

Transcript

On clicking the Transcripts link provided in the taskbar menu will display a domestic page listing the latest fifty files as shown below.

Each and every aspect of Transcript has been explained in detail in the search option Search

Clicking the File Status link provided in the taskbar menu will display the following window where the current statuses of
the files are indicated.

View the current file status. The status shown will be any one of the following.

You can sort the transcripts using various file attributes as Dictation Date, File Name, MRN, Patient Name, Tracking Number, Visit/Job number in this screen.

You can derive the file status that belongs to a particular date by selecting the appropriate date from the date combo box and click Go. This is possible only if the sort option selected is Dictation Date

You can also click the Address Book or Edit link to go back to the View Mode or Edit mode respectively.

This page helps you to Enable/Disable Electronic-signing facility and defines criteria for Blank checking facility.

In the case of Electronic Signing Facility, Check

Enable check box and enter your signature characters in the Mark field, this could be your name, a word or a group of characters.

In the case of Blank Checking Facility you will have to enter the pattern of blanks to be detected. If the doctor signs a document having overlooked blanks beyond the minimum allowed, in the said pattern, etranscribe will prompt about the existence of blank. The pattern could be a dollar sign and hash symbol or the like, occurring. After selecting the requisite signing facility click Update

Click on the Logout link to terminate the use of etranscribe. The screen shown subsequently is as follows:

	Dictation Manager 3.5 Installation instructions
	Dictation Manager 3.5 Installation instructions
	On installation of DM, please follow the instructions below and check the boxes as indicated. Enter doctor name and password and select the TYPE. Also please enter the VoiceSys server IP as shown below Once this process is completed, the main components of our whole process are the Dictation Manger,Transactor Tray and the AutoDownload Tray which are available in the Program Menu.. The two components, AutoDownload Tray and Transactor Tray will be loaded in your System Tray or you can select from Programs menu. Please view the first two items in your task bar before the time shown. The first item with the satellite icon is the Transactor Tray and second one is the Auto Download Tray. Once you have these two items copied in your startup, each time you start your PC this gets automatically loaded and appears as below Now to start using the Dictation Manger please register your user name by logging into the Dictation Manger. You can select this from the program menu.(Go to Start ------.>Programs--- à Dictation Manager 3.5----- à Dictation Manager) Please select Yes to register. You will get the Dictation Manager main window Now close the main window and right click on the AutoDownload Tray and you can see the following items. Click on the Settings and you can see the below dialog If you are using Olympus DS 3000 device please select “DS 3000 Settings” and check the two boxes, Enabled and Autodownload shown as above. You are now ready to connect the DS 3000 device to the USB. After connecting the device to USB, you will get a window similar to the following After selecting the registered doctor from the list, dictations will download to the computer. After downloading, Transactor Tray routes the audio files to the server. You can view the status of the file transfer from the Transactor Tray To check the Send Status please right click on the Transactor Tray. Once you are set with this process and each time you connect the device to the PC, you will get a prompt for log in and you can select and dictations are sent automatically. Note: 1) Please ensure that you have Olympus DSS player 2002 installed in your PC. 2) Kindly make sure that you copy the Autodownload tray and transcator tray copied in the start up. 3) If you already have enabled any auto download feature for downloading using Olympus software to your PC and sending as email, you will need to remove that settings.

	eTranscribe Document Editor Settings
	To fix the document editing problem in eTranscribe, we need to add the site ‘https://www.mtlogin.com’ in Internet Explorer trusted sites. This is a one-time process. 1) Open Internet Explorer 2) Go to Tools - >Internet Options - > Security. 3) Select Trusted Sites 4) Click 'Sites' 5) Add https://www.mtlogin.com in trusted sites. 6) Login to eTranscribe and search for the document you want to edit. 7) Click on the ‘Edit’ button in Search page. 8) If eTranscribe is prompting to install an ActiveX component manually, click on the ‘Manual Installation’ button The document editor activex componenet will be downloaded from server and will start the installation. Follow the screen instructions and complete the installation. This is also a one-time process. 9) Click on the ‘Edit’ button again, you will get a warning like this: Click ‘Yes’ button to load the document. 10) eTranscribe will prompt to ‘Open’ or ‘Save’ the document. Click ‘Open’. You will get a screen with the options to ‘Save’, ‘Sign’, ‘Reject’, ‘Print’ etc….

	eTranscribe User Manual
	VoiceSys is a complete end-to-end solution suite that address all the transcription needs. This provides complete control and management capabilities during the entire medical records documentation process.VoiceSys manages the entire file flow in the transcription system, working as a mediator to transfer data files from doctor to transcriber and transcribed files from the transcription house back to the doctor. VoiceSys consists of a suite of applications. One such application is the user-friendly internet software eTranscribe. eTranscribe is an integral component in the VoiceSys suite. eTranscribe is a secure web-based interface for transcription management to access documents through internet and intranet. This file-monitoring interface allows doctors to collect transcribed files through web pages in the format of their choice. eTranscribe facilitates doctor’s to access, view and also check the status of files send for transcription. This unique URL has been developed and presented entirely to its many users, which include doctors, clinics and hospitals. Features Ø Supports multi user Ø Monitors file status Ø Doctors/hospitals and clinic login Ø Selects/deselects/creates templates Ø Views transcribed files Ø Prints downloaded documents and mail the same Ø Plays wave files Ø Ø Ø Ø Ø Ø Edits doctor registration details Ø Facilitates immediate access to dictation files System Requirements Client Side Internet Connection. Browser-Internet Explorer (version 5.0 or above) Microsoft Word Media Player. Working With eTranscribe A user can access eTranscribe through Internet by typing in the respective URL address. This address will vary according to the domain registration at the time of installing eTranscribe by the client. One can login to eTranscribe as *Doctor, Clinic* or *Hospital. Once the user ID and password are entered, the program will check for the user type (doctor, clinic, hospital) and will take you to your home page. The existing users of eTranscribe comes under 3 categories viz. Doctors, Clinics* and *Hospitals.* One can login to any of these three categories. Once the user ID and password are entered, the program will check for the user type (doctor, clinic, hospital) and will take you to your domestic page. In the *Home* page you need to enter your *User ID* and *Password* to login and after successful login, you will be taken to the *Search* page by default. Users of all types (doctors, clinics and hospitals) will be taken to Search page after successful login. DOCTORS Search After successful login the user/doctor will be taken to the ‘Search’ page by default. The following search options are available as shown below. Transcript and File Status The User has to select a Search type by checking the radio button provided and define the search-criteria from Search Options. Search can be either for *Dictation date, MRN, Visit/Job Number, Patient Name, Tracking Number, Transcript File Name, For Review etc.* To search for a file: 1.Check the required search-type and select the search-criteria from the drop down menu. 2. Click on the Sort by combo and select the appropriate method such as, Dictation date, File Name, MR number etc to sort the files accordingly. 3. Click on . This will execute the search results as shown below Note: Search criteria would vary according to the search-type you have chosen . This symbol above a file name denotes that the file is new and has not yet been reviewed. Click this icon to activate the audio bar to play that audio file. To edit the document click Click on this symbol to download and save the file to your local system. Click on this icon to comment Just above the first tracking number you can see a title Page # followed by page numbers. Click the concerned number to flip through the pages. The batch print option enables you to print the selected documents. You need to check the documents that you need to print and the software does everything for you. Click on the required file name to open the document. You can also select the document type by clicking on the DOC/RTF given above the audio bar. The document opens as shown below. In this screen you can: Print/Envelop Print/ Mail or Fax the document by clicking on the appropriate button. To edit a document Click the icon to open the document to be edited. The document will be opened as shown below. In this window you can: Move the first two buttons to flip through the document as and when necessary. Click to save the document with modification or editing after review. Click to print the document with-or-without modification or editing after review. Click to sign the document with-or-without modification or editing after review. Click to reject the document. Once a document is rejected, another window will be invoked overlapping the document, asking for the reason of rejection as shown below in which you will have to enter the reason as shown below. Note Note: You can playback the corresponding wave of the document by clicking the play button provided above the audio bar. You may move the slider bar to locate a particular point of dictation or to observe the time elapsed. Clicking on will invoke a dialog shown below that contains the entire bookmarks entered. In this you can click on the Value field and make required changes and then click Apply Changes. To find a particular bookmark on the document you can click the bookmark on the dialog and click Show field. Spell Check will be disabled as soon as a particular document is launched for the first time, you will have to double click anywhere on the document to activate Spell Check. Review the file and click on the appropriate status to revert to your home page. To Playback a wave file from your home page: 1) Click on the button against the respective file name from the home page. The audio player will be activated. 2) Click on the play button for playing the file. You may also move the slider bar to locate a particular point of dictation or to observe the time elapsed besides Rewind and forward. To download a file from you home page: Click on the button against the respective file name from the home page. A dialog box will appear asking to specify the download path. Specify the path and click OK. Transcript On clicking the Transcripts link provided in the taskbar menu will display a domestic page listing the latest fifty files as shown below. Sort the file by Dictation Date, File Name, MRN, Patient name, Tracking Number, Visit/job number etc. Options for downloading, editing and listening to the corresponding wave file are provided in this screen as explained above. A book symbol preceding the tracking number indicates that the document is new and not yet been opened. Click on the required page number at the bottom left of the tracking number to flip through the pages. You may select the dictations for a particular date by selecting the Month, Day and Year from the combo box and click Go You can toggle between RTF/DOC above the date combo to select the suitable format. Each and every aspect of Transcript has been explained in detail in the search option Search File Status Clicking the File Status link provided in the taskbar menu will display the following window where the current statuses of the files are indicated. View the current file status. The status shown will be any one of the following. Dictation sent for transcription. Transcription completed. Transcript ready for review Transcript signed. Transcript signed with correction. Transcript rejected/ Transcript updated. Dictation corrupted. You can sort the transcripts using various file attributes as Dictation Date, File Name, MRN, Patient Name, Tracking Number, Visit/Job number in this screen. You can derive the file status that belongs to a particular date by selecting the appropriate date from the date combo box and click Go. This is possible only if the sort option selected is Dictation Date You can also click the Address Book or Edit link to go back to the View Mode or Edit mode respectively. SETTINGS This page helps you to Enable/Disable *Electronic-signing* facility and defines criteria for *Blank checking* facility. In the case of *Electronic Signing Facility, Check Enable* check box and enter your signature characters in the Mark field, this could be your name, a word or a group of characters. In the case of **Blank Checking Facility you will have to enter the pattern of blanks to be detected. If the doctor signs a document having overlooked blanks beyond the minimum allowed, in the said pattern, etranscribe will prompt about the existence of blank. The pattern could be a dollar sign and hash symbol or the like, occurring. After selecting the requisite signing facility click Update Logout** Click on the Logout link to terminate the use of etranscribe. The screen shown subsequently is as follows: