Going Digital

• Need dictation equipment advice - Casey
  • Equipment - t_merrill@comcast.net
  • I would also like to know what others would recommend on this same question sm. - Karen
    • equipment - Patti
      • Going digital - Terry
        • digital - MzM
          • Your message - Patti
            • Going Digital - Stacy

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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 

I just want to share my enthusiasm and gratitude with all of the MTs on this board who provided me with information on how to go about going digital as opposed to using tapes.  It has been about 2 months in the making, and today I finally successfully and securely received my first audio file from the physician's office.  No more tapes and wasting time and gas!  Again, thanks to all of the more experienced & knowledgeable MTs on this board.  Your wisdom has helped me a great deal.

My clients are still using tapes. I am in the process of getting them switched over to digital (just need to find the time, have all the equipment). I am wondering, has anyone had any problems with dictated reports that have gone "missing" in the uploading process from the end of the physician's office, i.e., does the doctor say he has dictated reports but they never made it to you or the office can't find them on his machine? Just wondering if it is going to be a problem with dictations that got lost in the mysterious black hole ...

Well... this is the first time I have ever done anything like this, so bear with me!  I have recently started typing for a clinic who is using the Sony ICD-BM1 recorder.  After the doctor dictates, the office staff downloads the files from the memory stick and sends them via email.  HOWEVER, the files are HUGE.  A typical 1-2 minute dictation is coming across as 2 MB or more.  I have an 8 minute dictation that came across this afternoon that was 87 MB after I converted it from an MP3 to WAV.  I am well-versed in the Olympus DSS system and another office I type for uses it.  Typically with the Olympus system it will take 25-30 dictation (1-3 minutes each) to even equal 2 MB.  The particular office who uses Olympus is able to send me 30+ files at a time to download, whereas the office using Sony has to send them 1 at a time and usually 50% will bounce back to them. 

So, my question is...  Has anybody ever experienced this problem and, if so, HOW DO I FIX IT??  The other Transcriptionist (who actually works in-office) is getting ready to go out of town on vacation and we are hoping somebody can help us learn to compress the files before she leaves so that the other office personnel won't have to mess around with it as much as we do.  TIA ~Missy

Anybody have docs who use a Sony digital recorder?  My docs are recently using them and it is turning out that a single 2 minute dictation is coming across as 2 MB or more, thus 10 dictations are coming across as 20 MB or more, which in turn are being rejected by the email server.  I have another clinic who uses Olympus DSS and it would take 30+ of 2-3 minute dictations to equal 2 MB.  Is there a setting within the recorder that needs to be adjusted to make the files smaller?  These individual files just seem so huge and it is making it difficult for the office to get them out via email because they have to be sent one at a time and I have to be on the other end to download and delete off the server before more will go through.  (I only have a 10 MB email box).  Any help would be appreciated.  TIA!

I have had my own transcription service for several years now.  All of my doctors are local and everything is dictated on microcassettes.  I am looking into going digital and I have heard that there are phone in services that you can go through for a charge every month.  Does anyone know who would be a good service to use or how this works?  If anyone has any info on this I would greatly appreciate it.

Thanks!

After several years of transcribing from tape, two of my accounts are talking about going digital.  I know very little about this.  I did purchase a wave pedal and have downloaded Express Scribe.  I know nothing about FTP sites, but did download a demo of a site called CryptoHeaven, which is more like a secure community I think rather than an FTP site.  Of course I could be wrong there, since I'm really not sure what I'm talking about.  With the CryptoHeaven it seem as though there are multiple steps involved for the doctor to transfer his voice files.  I have been told that there is a way with FTP for the doctor to just plug in his recorder into the computer and it sends automatically.  I know nothing about setting up an FTP site (although would be excited to learn), which ones are good, or how much this would cost.  Also, is there an easier way?  Any information provided would be greatly appreciated.  Please be specific, as I feel totally lost.

Thank so much!!

Lisa