Digital dictation set up

Hi all,

After a very stressful week with the WRONG person (a so called professional) helping me to set up digital dictation using the wrong software (Long story there, but will not go into right now) I need advice. 

I purchased an Olympus DS-2 hand held dig recorder for the one doctor I have it is just me transcribing, no subs used ever.  The Olympus software I assume is not HIPAA compliant, correct?  I dont see it mentioned anywhere so that is why I assume this. I need something to send the voice files on the doctors end that will be HIPAA compliant/encrypted, etc.  I do not need to send back finished work via internet.  SO I need a one sided (him sending to me) program that will be very user friendly on his end.  It has taken me nearly 15 years to get him to this point, so we are taking baby steps.  I do not want to spend a lot of $$ for one account at this point.  What advice can any of you give me?  

Thanks so much, sorry it is long........

• Digital dictation set up - karma
  • I use mydocsonline for the doctor to transfer - sm - XXX
    • I also use mydocsonline... - Diana
  • A couple of things for you to consider. - sm
    • I have an Olympus DM-1 and you only need - Me
    • thanks...... - karma
      • Re: automation. - sm

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I currently have my own account that is digital, but I did not have to setup their voice recorders.  I only had to install the secure program I use for file transfer and show them how to move their voice file into my program.

So, I guess my question is when a doctor buys a digital recorder does it come with its own software program that allows them to plug their recorder into their computer and upload the voice file onto their computer?  I know at that point they can just click on the file and drag it over into my program where I access it to transcribe it, but I’m lost on how they use their recorders as I’ve actually never seen that part of it.  I just got a new account and would like to know this information before my meeting with the office manager, so I don’t sound like a complete dork :)

Any help or explanation as to how the doctors do their end of uploading their voice files would be greatly appreciated.

Thanks so much!

Hi,

I'm looking for some advice and direction.  I am looking for possible options for a digital dictation/transcription system for a multioffice practice on a Citrix network environment with remote transcriptionists.  Several years ago I worked for a web based transcription service that used Chartnet, but that was several years ago.  I don't 'really remember any big issues, but I don't need the payroll, production aspect of a system.  I am looking more for tracking, in having control of knowing incoming and outgoing jobs with a system.   Our practice is integrating with EMR; however, several of our physicians continue to choose to dictate and I am looking to other transcriptionists to possibly point me in the direction of software that they have used so I can research and try to find a product that will fit our practice - we are still on micro tapes. I am looking for a system that of course would be Transcriptionist friendly, but also afford me the ability to manipulate the jobs, i.e. assigning easily, producing reports and software that has good tracking abilities and of utmost importance, excellent sound quality for the player.  As a transcriptionist, I personally would look for a system that I will not spend a lot of time in the download function and the complete function.  It isn't real effective to me if the time uploadinging and downloading per job takes longer than actually transcribing the jobs.  We have a large quantity of work.  Key to me is having control of my work, meaning the physicians being able to identify dictation with a patient number and my being able to track jobs downloaded.  Forgive my rambling!!  I would appreciate anyone responding to me with any suggestions or telling me of your experience with software.     

Thank you in advance - I know that the first place I needed to go with this transcription question was to the experts - folks that use these systems and are familiar. 

I'm just wondering if anyone else has this problem.  The dictator is using a Sony, (dont know what model, but it is only about a year old), which uses a memory stick exactly like the ones used in the Sony cameras.  I think he uses a microphone that he plugs into it.  There are times when there is so much static I cant understand anything he's saying.  Other times, it sounds very very clear.  I know it isnt my equipment.  It's his.  I think this happens when he's moving around.  Background noise doesnt bother me, I know it isnt background noise I'm hearing. I can tell the difference. Does anyone else have this problem?  And is there some kind of filter that he or I could buy to clean this up.  I'm using Express Scribe and tried their noise removal program, to no avail.

Thanks in advance for any advice.

JoAnn

I can't find the post that tackled this subject a month ago.  I'm looking to get one of my clients set up on digital dictation.  I have on my end express scribe, the headphones and the foot pedal.

I'm either going to set up an upload function on my webspace or have the client email me the voice files.

Can someone recommend an inexpensive recorder that I can purchase for him (I can't afford the $200-$300 recorders) that can have the files uploaded to his PC so they can be sent to me and I can transcribe them on express scribe?

Thanks in advance!!

I had posted earlier about a manual for the Straight Talk System 7120.  If anyone has a manual, please let me know.  Apparently someone responded but now I can't find the original posted message.  Thanks!

BUT she wants me logged into the system by 9:30 a.m.  So I'm confused too.  I've decided that I may come back to her and just say I'm not going to do the tapes anymore.  I hate the tapes anyway.  The voice quality is horrible, it fades in and out.  It takes me twice as long to transcribe their tapes than the digital.

Hi,

I read your post and was wondering if I could get in this thread?  I don't have my own accts yet, I work for a small national and a large national.  However, I am seriously thinking about getting my own accts.  Before I go looking, I thought it would be good idea to have a digital system in mind and ready to set up. 

One idea that I have seen that I found really interesting was in the Transcription Gear Catalog.  There is a 2 page spread about their idigital system.  This is a toll free dictation ASP, very similar to what the nationals have, I would think.  With this system, you pay for the minutes that you will use during the month.  Has anyone else used this type of system?  Any thoughts about it?

FTP stands for file transfer protocol. An FTP program transfers files (uploads and downloads) from a virtual warehouse on the Internet, called an FTP site. FTP sites are rented by size. FTP programs are free or cost a fee. You can post ANYTHING to an FTP site. You can put your's kid's first grade picture there. You can put your resume there. You can put your back up data from your Quicken there. You can put a love letter there. You can put a .wav file there. You can put a MSWord document there. You can create folders there. You can password protect your ftp site and some software allows encryption, different levels of user permissions, etc.  Once it is there, anyone who has the password to your FTP site can then go and pull it off. i.e. TRANSFER the FILE.  So if your doctor dictates on a digital recorder, downloads the voice file into his PC, then uploads the .wav file to the FTP site, you can go to the FTP site, download the .wav file, transcribe it, post a .doc back to the FTP site wherein your doc can then go to the FTP site, pull the .doc off. Voila!

Hello

My doctors use Olympus recorders.  One doctor does well with the DS-10.  The other uses the DS-330 (No longer in production).  The DS-330 has the advantage of overwriting.  For instance, if the doctor makes a mistake, he can back up and record over what he has already taped; however, this was a disadvantage for my other doctor, who taped over his entire morning of dictation by accident by hitting a wrong button.  It depends on the doctor.  With the DS-10, you cannot tape over anything.  If you are sending the audio files over e-mail, you should consider first encrypting the file for confidentiality reasons before sending.  I use e-mail, because it is free, and it was easiest to train the office staff to use.  There is a free software program, ZipGenius that will encrypt your files.  Yes it is free.  When getting a handheld, you want to consider the types of files also.  A .dss file is much smaller than a .wav file or a mp3 file.  That is also why I went to Olympus recorders, because they record in .dss format, which makes for much faster upload and download times.  If you have other questions, please e-mail me.  Also as one poster has already said, the express scribe software is great and free as well.  I bought the recorders.  They have already paid for themselves in gas and time. 

Lynn

I have a couple of accounts that I go daily and pick up tapes/deliver.  One of the docs wants to start sending me dictation via computer but does not know how to go about it.  I must admit I have no clue.  Can anybody point me in the right direction?  Thanks in advance.

Hello,

I need help from anyone that can write in and give me suggestions.  I was just approached by a physician that has 4 in a group and they want to go digital and have me do their transcription.  This would be a great opportunity as I have just lost 4 of my accounts to outsourcing to India, so I need all the help.  They need to know how this can be set up.  Do they need a FTP site and do I need one?  What kind of system do they need and all the basics.  I am sure the easiest and cheap way to do this over the internet the better, as you know physicians-HAHAH. Also if Patty is on any information from you would be appreciated.  I have this weekend to work on this and give them a proposal on Monday with the costs.  I know what to charge by line as I am an IC already; I just need help on the way to get me the files and for them to send. I presently do tapes and pick up still.

Thanks Everyone in Advance!!

Thanks everyone that wrote in with suggestions about going digital.  I have a few questions about the brand of digital recorder.  I researched the Olympus, but do you recommend the ones that have editing capabilities or not, as I am unsure what this really means.  Any other types that your Docs use would be helpful.

Thanks!!

I think you misread me.  I am landing the account.  The Drs are paying for it all.  I just need to know what recorders are the best and cheapest.  I also need to know what wav pedal is compatible with Olympus.  They are paying for the FTP sites.  They just wanted me to research everything and give them the prices. Sorry if I confused anyone.  

http://www.transcriptiongear.com/Merchant2/merchant.mvc?Screen=CTGY&Store_Code=T&Category_Code=DIGITAL-TOP

Sorry, the link didn't post. The tricks are to get your doctor(s) to give up their old recorder(s) and learn to use the new one(s) and also having office staff able to download the recorders reliably and retrieve/print the reports/notes, etc...You will love the convenience, but if you're in-house it still won't help locate patient charts (LOL)

Why don't you investigate going digital and cut down your overhead ever further?  No gas, no paper, no ink...etc.  Worth some thought. 

The situation I had was my account brought in a "consultant".  HE decided that we all needed to go digital.  It got to the point with some of the doctors that they had to "hide" the old recorders/tapes so that they had no access to them.  It finally worked, they are all on digital and everyone is happy.  I love it.  I can't believe I actually drove around with tapes and completed work - when did I ever transcribe!  If you go on it, you will love it.  Change is always hard, but if you want to compete in the marketplace - that's what you have to do.

Your doc needs a digital recorder and you will need a secure method of transferring the voice files as well as a software program that will allow you to play back audio files. This would also include a foot pedal to control playback.

Express Scribe is free and the program has "hot keys" that allow you to control playback from the keyboard but that is not as smooth as using a footpedal. Also, be aware that if your doctor buys an Olympus recorder, you will more than likely has problems playing back .dss files using Express Scribe.

You could purchase a full transcription kit, which would include a footpedal and headset, from places like Transcription Gear or Olympus, to name just two.

Transferring files can be done via FTP or a secure website like Files To Go or My Docs Online. Both you and the doc's office would need to have a little bit of ability to accomplish these tasks but they're not that difficult to learn.

It takes a bit of homework in the beginning but once you switch to digital, you'll be glad that you did and wondering why you waited so long to do it. Good Luck!

adjustments you can make if you are having trouble hearing.  I just recently started an account where I'm using a C-phone versus having used downloaded dictation for many years.  I think the downloaded dictation is of much better quality overall than via the C-phone. 

Have a dictaphone system at home but it is now causing some problems and the doctors are having hissy fits.

We want to go "digital" (there are 3 of us) and we each have high-speed internet service.

Am looking for guidlines, suggestions, etc. as to what is the best program and any tips you may have. This is new for us so will really, really appreciate any help.  Thank you. Barb

I have finally convinced my docs to go digital!  I am looking at using the DocShuttle program.  Has/is anyone using this and if so, how do you like it? 

I also need to find an FTP server.  Does anyone know if this is included with DocShuttle or do I need to find my own?  There are so many out there - could really use some suggestions in this aspect as well.

Thanks for your help!

Shell 

Hi, All!

I need some help.  I have a doc who dictates a soap note after he sees each patient, so walks around the office with his handheld microcassette recorder.  I have been using only digital files for several years now and hate going back to transcribing tapes.  Since he walks around and dictates a short blurb after each patient, a call-in system won't work for him.  What I need is to set him up with a digital recorder and then an easy way to upload the files to me to transcribe, and then I can email them back.  I have used MEP for encryption in the past, but have always had the voice files sent to me from an MTSO, so have no experience in that end of it.

Does anyone know an easy way to set this up?  I need simple, as he is not very computer literate.  Even if I have to stop in and download the voice files from his recorder to a jump drive a couple times a week, that would be better than tapes.  Ideally, I would like to set him up with a recorder that he can upload the files to his computer and then email them to me.  Is there a reasonably priced digital recorder out there that will work for this?  What's the easiest way to transfer the files?  Is there a particular brand(s) of recorder that is good (or bad)?  And how much memory should I look for?  ANY help with this would be GREATLY APPRECIATED!

Thank you!

I'm glad you guys posted this question, I have been wondering the same thing.  I am almost done with school and my chiro. was talking about me doing some work for him.  He currently has an MT that works with tapes, be he wants to go digital.  She doesn't want to, so he is considering having me do it.  Could you guys tell me where I can go to find the info on how to set this up?

Thanks!

and I am totally clueless!  Had a call from a cardio group today and they want to send me transcription via WAV files, guessing I need a WAV pedal??  HELP

Also, I am tired of the old tapes and want to "go digital"  I have heard of 800#'s for a call in system, but dont know of any websites.  Any help is much appreciated!!

TIA,

sunnyMT

Stacy, thanks for answering, it would not allow me to E-mail you so please E-mail me at pjsword@aol.com as I do have some questions.

Thx -- Patti

Anyone familiar with the digital recorders?  One of my docs wants to get a recorder and send me his voice files via email, he's not worried about being encryped or anything like that.  I think he is looking, of course, to get the cheepest one out there.  Is there anything specific that I need to tell him that these recorders need to have??  Is the docking station that come with some just for convenience or is that the only way to send the files via email?

Thanks ya'all!

I can get a new contract but will do the work digital.  I have only worked as IC the old fashion way - tapes and picking up, printing and delivery.  I will now do everything through e-mail and a C-phone. The office manager is trying to squeeze me for a good price, telling me she has somebody willing to do the workload for 6c/pl and she says its characters only, no spaces etc.  Their previous lady did the transcription for a fixed amount per month but this sounds really screwed up.  Any help or suggestions on what I need to think about regarding charges etc?  I now get $3 a page and that includes my driving etc.  I am happy that I would save gas and time but don't want to work for free either.  My $3 a page figures to about 11cpl when I checked.

I am trying to decide if it's worth it to get a local office to go digital.  They don't even have a website, so technology is not their thing.  I assume that because of this I would still have to print/drop off reports?  Is that right?  This is a very small office, so I don't want to spend a lot of money to try to do this.  When I try to do an internet search, there is way too much information that is way too complicated.  I just want to know what I would need for the most basic setup.  Anything advice/help you can offer would be helpful.  Thanks!  LL