Editscriptmt Guide V90 6j56j

and Alt+Shift+ , you need to press Ctrl+Z twice. For example, in the case of Alt+ , a period is added to the previous word, two spaces are inserted after the period, and the next word is capitalized. Pressing Ctrl+Z once undoes the capitalization, and pressing Ctrl+Z a second time removes the extra spaces and the period.

CTRL+Y

Redo the last undo (repeats the last action).

SHIFT+F3

Toggles the word at the text cursor between the proper case (Boston), uppercase (BOSTON), and lowercase (boston).

Reasg shortcut keys The default shortcut key combinations that are assigned to features in the EditScript MT toolbar can be quickly reassigned using the EditScript MT Shortcut Migration Tool that is installed with EditScript MT. To use this utility to change a shortcut assignment, follow the steps below.

Note: All applications that use Microsoft® Word must be closed before the Shortcut Migration Tool can be used. This includes EditScript MT.

Steps: 1

From the Windows Start menu, click All Programs.

2

Find and click on the eScription programs folder to expand its contents.

3

Select EditScript MT Shortcut Migration Tool from the fly-out menu.

EditScript MT Guide V9

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Chapter 3: Learning the Microsoft Word Components

The EditScript MT ShortCut Assigner dialog appears.

4

To change an existing shortcut assignment, click Change Shortcuts. To import a saved list of shortcuts, click Import Saved Shortcuts. The Import Saved Shortcuts button is only used when you have upgraded to a new version of EditScript MT and have a saved list of shortcut assignments from a previous version to import. Otherwise, this option is disabled. In this example, we will use the Change Shortcuts option to change the key assignment of an EditScript MT macro.

5

Click the Change Shortcuts button. The EditScript MT Macro List dialog appears. This dialog lists the icon and name for all of the EditScript MT macros that can be re-assigned new shortcut combinations through this utility.

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In addition to the Macro List, you will notice that the standard Word Customize Keyboard dialog also appears. It is through this dialog that you actually change the shortcut key assignment for a macro.

6

7, 8

9 6

Review the list of macros in the EditScript MT Macro List dialog, then scroll the Macros> Commands list in the Customize Keyboard dialog and select the macro you wish to reassign. In this example, we select Rewind macro for reassignment.

7

Click inside the Press new shortcut key field.

8

Press and hold the keys that will be used for the new shortcut combination. For example, press and hold the ALT and H keys.

9

Click Assign to assign the new key to the macro you selected. The new key combination should appear under Current keys. In this example, we have assigned the shortcut combination ALT+H to the Rewind macro.


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10

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Finally, delete the old key combination (ALT+G in this example) so that it can be assigned to another macro should you so choose. To do this, click on ALT+G in the Current keys window. With the shortcut highlighted, click Remove. The ALT+G shortcut can now be assigned to another macro.



Using the AutoCorrect Feature Like the shortcuts introduced in the previous section, Word’s built-in AutoCorrect utility is a labor-saving feature that can be used to increase your speed, accuracy, and productivity in EditScript MT. AutoCorrect is much like other abbreviation-expander programs (FlashForward, ShortCut, PRD, etc.), in that it allows you to enter a word by typing only a few characters; for instance, “hypn” for “hypertension.” In addition, AutoCorrect can be used to automatically detect and correct typos, misspelled words, and incorrect capitalization, greatly reducing the amount of time you spend editing a document.

Note: Though we recommend that you use AutoCorrect with EditScript MT, AutoCorrect is a Microsoft Word utility. As a result, eScription is not responsible for the of this feature, outside of importing any automatic correction lists you might be using. You can access the AutoCorrect dialog through the EditScript MT toolbar by clicking Word Tools> AutoCorrect. You can also use the ALT+T+A shortcut to open the AutoCorrect dialog. Through the AutoCorrect dialog, you can configure the AutoCorrect feature so that it functions just as you want it to.

Adding AutoCorrect entries Whether you plan to work from the default list of AutoCorrect entries in Word or import a customized list from another correction utility, adding new entries to your automatic correction list is easy. To add a new entry, follow the steps below.


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Steps: 1

From the EditScript MT toolbar, click Word Tools.

2

Click AutoCorrect. The AutoCorrect dialog appears. This dialog contains multiple tabbed pages.

3

Click on the AutoCorrect tab (default).

4

In the Replace field, enter the abbreviation for the entry. In this example, we are creating an entry for “hypertension,” but we only want to have to type the abbreviation “hypn” in our documents. The abbreviation is entered in the Replace field.

5

In the With field, enter the word you are creating the entry for, and that you would like to replace the abbreviation with. In this example, we want to replace the “hypn” abbreviation with the word “hypertension,” every time the abbreviation is typed.

6

Click Add to add the new entry to the list.

Adding formatted entries Follow the steps below to add autocorrect entries with formatting attributes (bold or italics, for example).

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Note: Formatted autocorrect entries can exceed 255 characters.

Steps: 1

Select and highlight the formatted text you would like to add to the AutoCorrect list in Word.

2

From the EditScript MT toolbar, click Word Tools> AutoCorrect to display the AutoCorrect dialog. Notice that the text you selected appears under With.

3

Click on the Formatted text radio button. Any formatting that was applied to the selected text in the document will be reflected in the AutoCorrect dialog (see the example).

4

Enter an abbreviation for the entry under Replace. In this example, where the expansion text is “hypertension,” you would enter “hypn” for the abbreviation.

5

Click Add to add the new entry to your AutoCorrect list.

Importing your custom AutoCorrect lists An AutoCorrect list is a set of custom correction entries. If you used automatic correction utilities in the past, you probably used such a list. Custom automatic correction lists can be easily imported into the Word AutoCorrect feature using the AutoCorrect Importer utilities provided by eScription. Once your lists have been successfully imported, they will be available for use in EditScript MT.


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Importing from Dictaphone or ShortCut Use the eScription AutoCorrect Importer Tool to import automatic correction lists that were generated by the Dictaphone or ShortCut expander programs. This tool is automatically installed with EditScript MT, and can be launched via Start> All Programs> eScription> Import Dictaphone or ShortCut AutoCorrections.

To use the AutoCorrect Importer Tool, follow the steps below. If you need to import a list from another third-party expander utility, follow the instructions under Importing from other word-expander programs on page 78.

Steps: 1

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Close all open Word sessions. If Word is used as the default editor for Microsoft Outlook, you will need to close Outlook. If you attempt to launch the AutoCorrect Importer utility before closing Word, the following error will appear:



2

Go to Start> All Programs> eScription> Import Dictaphone or ShortCut AutoCorrections. The eScription AutoCorrect Importer Tool dialog appears.

3

Under Source Expander, click on the expander tool to which the automatic correction list belongs. For instance, if you are importing a list from Dictaphone, click on the Dictaphone check box.

4

Click Browse.


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The Open dialog appears.

5

Browse for the automatic correction list you want to import, then click Open. If Dictaphone was selected under Source Expander, the list must be in an *.ESP file. If ShortCut was selected, the list must be in an *.SC file. If you attempt to open a file with the wrong extension, an error dialog will appear. When Dictaphone is selected:

Click NO to choose a different file. Click YES to import the file anyway (not recommended). When ShortCut is selected:

Click NO to choose a different file. Click YES to import the file anyway (not recommended).

Note: AutoCorrect entries cannot contain a backspace. Entries that do contain a backspace will not be imported. 6

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The utility will import the list. You can track the import process directly from the eScription AutoCorrect Importer Tool dialog; as shortcuts are imported, the EditScript MT Guide V9


abbreviations and expansions appear in the Currently Processing section. The entries in the imported list will now be available for use in EditScript MT through Word’s AutoCorrect feature.

Unresolved expansions Any expansions (entries) that could not be imported appear in the Unresolved Expansions field of the dialog. An explanation for why the expansion could not be added will appear in the Reason field. Unresolved expansions will need to be added manually (see Adding AutoCorrect entries on page 71). When full expansions are too large to fit in the Expansions grid, you can view the entire expansion by double-clicking on the appropriate entry. A separate window will appear, through which you can view the full expansion. From here, you can copy the expansion and paste it in the AutoCorrect dia Word (Word Tools> AutoCorrect Options).

Backing up your Dictaphone or ShortCut imported lists When an automatic correction list from Dictaphone or ShortCut is imported using the eScription AutoCorrect Importer Tool, a backup copy of the list is made and saved locally on your machine. When you add entries to the automatic correction list through the importer tool, you should create a manual backup. To do this, follow the steps below.

Steps: 1

Close all open Word sessions. If Word is used as the default editor for Microsoft Outlook, you will need to close Outlook. If you attempt to launch the AutoCorrect Importer utility before closing Word, an error will appear.

2

Go to Start> All Programs> eScription> eScription AutoCorrect Importer.

The AutoCorrect Importer Tool opens.

3

Click on the Tools menu.

4

Select Backup.


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To restore the backup, select Restore from the Tools drop-down menu.

Backing up to a network It is also possible to back up your imported automatic correction lists to a network location. To do this, follow the steps below.

Steps: 1

From Windows, click on Start> Run. These instructions can also be followed from a batch file.

2

Enter the BackupPath in the command line. For instance, if you wanted to back up your correction list to a directory at E:\Temp, you would enter the following text: AutoCorrectImporter.exe BackupPath=E:\Temp A copy of your Normal.dot file and the file mso1033.acl will be saved to the specified directory.

Restore To restore a back up list, follow the steps above but substitute the text RestorePath for BackupPath in the command line. For example: AutoCorrectImporter.exe RestorePath=E:\Temp

Note: The directory path information entered in the command line for RestorePath must match what was entered for BackupPath. For instance, if you entered E:\Temp as the directory path during file backup, E:\Temp must also be entered in the restore path. Note: You can use the Scheduled Task utility in Windows to run a scheduled backup of your automatic correction list(s) on a nightly basis. This is done using a batch file.

Importing from other word-expander programs To import a file from a third-party expander tool other than Dictaphone or ShortCut, you will need the eScription AutoCorrect Import Utility. This utility is available on the eScription Center under Utilities and Manuals, in the EditScript AutoCorrect Folder, or via Start> All

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Programs> eScription> Import Non Dictaphone-ShortCut AutoCorrections. To use this utility, follow the steps below.

Steps: 1

Go to Start> All Programs> eScription> Import Non Dictaphone-ShortCut AutoCorrections. The eScription AutoCorrect Import Utility dialog appears. : Windows Vista/Windows 7 and Windows XP will install EditScript MT to different default installation directories:

2

OPERATING SYTEM

DEFAULT INSTALLATION DIRECTORY

Windows Vista, Windows 7

\s\<name>\AppData\Roaming\eScription\ EditScriptMT

Windows XP

\Documents and Settings\<name>\Application Data\eScription\EditScriptMT

Click Import.


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The Open dialog appears.

3

Browse for the automatic correction list you want to import. This list must be a text file (*.txt), formatted into two columns. The first column must contain the abbreviations; the second column must contain the phrase that Word will substitute for that abbreviation. The abbreviation must be followed by a space; it can have no embedded spaces in it. You can provide formatting to the replacement text as follows: Bolding: enclose replacement text with the characters: ^b Underlining: enclose replacement text with the characters: ^u Italicizing: enclose replacement text with the characters: ^i

4

Select the text file you wish to import, and click Open. In this example, we will open the SampleAutoCorrectEntries list, shown below.

The utility will import the list. When it has finished, the Process Complete dialog will appear.

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5

Click OK. The expansions you imported now populate the Replace and With fields. These automatic correction entries will now be available for use in EditScript MT through Word’s AutoCorrect feature.

Moving AutoCorrect entries between computers This section explains how to move your Word AutoCorrect entries from one computer to another, in Word 2003 and 2007 (be sure to follow the instructions in the appropriate section depending on the version of Word you are using).

Word 2003 This procedure replaces an AutoCorrect entry on the destination computer that has the same name as an AutoCorrect entry on the source computer. All other AutoCorrect entries are added to the AutoCorrect list on the destination computer.

Note: The AutoCorrect utility is part of the .dot template and must be installed on both the source computer (moving from) and the destination computer (moving to). The Template is installed when you perform a complete setup. To install the Template, follow the steps below:

Step 1: Install the Template 1

Click Start, then Control .

2

Click Add or Remove Programs.

3

Click Change or Remove Programs.

4

In the Currently installed programs list, click your version of Microsoft 2003 (for example, click Microsoft Office Professional Edition 2003), then click Change.

5

Click Add or Remove Features, then click Next.


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6

In Custom Setup, select the Choose advanced customization of applications check box, then click Next.

7

In the Choose update options for applications and tools list, follow these steps:

8



Expand Microsoft Office Word.



Expand Wizards and Templates.



Click the More Templates and Macros icon, then click Run all from my computer.

Click Update to install the Template.

Step 2: Back up your AutoCorrect entries on the source computer Note: Backing up or moving AutoCorrect entries on/from the source computer does not delete them. 1

Launch Word if it is not currently running.

2

From the File menu, click Open.

3

Change the contents of the Look in box to the following: C:\Program Files\Microsoft Office\Office11\Macros

4

Click .dot, then click Open. If a warning message appears, select Always trust macros from this source and then click Enable Macros. If the security level is set to High, select the Always trust macros from this source check box, and then click Enable Macros. The certificate that was used to sign these macros is added to the list of trusted sources. If the security level is set to Medium, you can turn on (enable) the macros without adding the certificate to the list of trusted sources. Do not accept macros from a source that you do not know. To change the security level or to view Trusted Sources, point to Macro on the Tools menu, then click Security.

5

After the .dot file opens, click AutoCorrect Backup in the Word document. The AutoCorrect Utility dialog box appears and displays the following text: This program will allow you to back up and restore your AutoCorrect entries. Choose Backup to create a Word document from your AutoCorrect list. Choose Restore to restore an AutoCorrect list from a backup document.

6

In the AutoCorrect Utility dialog box, click Backup. You are prompted to save the document.

7

Change the Save In box setting to the location where you want to save your AutoCorrect Backup Document.

8

Click Save to save your AutoCorrect Backup Document.

9

Click Cancel to close the AutoCorrect Utility dialog box.

10

On the File menu, click Close to close the .dot template.

Step 3: Restore your AutoCorrect entries on the destination computer

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1

Launch Word if it is not currently running.

2

From the File menu, click Open.

3

Change the contents of the Look in box to the following: C:\Program Files\Microsoft Office\Office11\Macros.



4

Click .dot, then click Open.

5

Click AutoCorrect Backup in the Word document. The AutoCorrect Utility dialog box appears and displays the following text: This program will allow you to back up and restore your AutoCorrect entries. Choose Backup to create a Word document from your AutoCorrect list. Choose Restore to restore an AutoCorrect list from a backup document.

6

In the AutoCorrect Utility dialog box, click Restore. The following message appears: This will replace your current AutoCorrect entries with entries from your backup document that contain the same name. Do you wish to continue?

7

Click Yes.

8

In the Open dialog box, select AutoCorrect Backup Document or whatever name was assigned to the backup document, then click Open.

9

After Word finishes adding your AutoCorrect entries, click OK to the Restore Complete message.

10

Click Cancel to close the AutoCorrect Utility dialog.

11

From the File menu, click Close. This will close the .dot template.

Workaround for AutoCorrect entries with several paragraphs To prevent a problem with AutoCorrect entries that consist of several paragraphs, follow these steps before restoring your AutoCorrect entries.

Steps: 1

Open the AutoCorrect backup file in Word. By default, the AutoCorrect backup file is assigned the name AutoCorrect Backup Document.doc and is saved in the My Documents folder. However, you should look for whatever name you assigned to the file, and in the location where the file was saved (if different than the default).

2

Find the AutoCorrect entry in the , and modify the entry so that all of the text is contained within one cell, as shown below.

Merge separate paragraphs for a single entry into one cell

3

Delete any blank cells that remain.

Word 2007 This section describes how to move AutoCorrect entries in Microsoft Office Word 2007 from one computer to another.


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Unformatted AutoCorrect entries in 2007 Microsoft Office programs are stored in an AutoCorrect list (.acl) file. The .acl file for the 2007 Office programs is located in the profile for the , at this default location: C:\Documents and Settings\name\Application Data\Microsoft\Office Formatted AutoCorrect entries in Word 2007 are stored in the default template file for the (Normal.dot), at this default location: C:\Documents and Settings\name\Application Data\Microsoft\Office

Moving unformatted AutoCorrect entries (.acl): 1

Exit all 2007 Office programs on the source computer.

2

On the source computer, locate the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Office

3

Select the .acl files. The .acl files should have a name that resembles MSO1033.acl.

4

Copy the .acl files to an intermediate location that the destination computer can access, such as an email , floppy disk, or a CD.

5

Exit all 2007 Office programs on the destination computer.

6

On the destination computer, locate the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Office

7

Copy the .acl files from the intermediate location, and paste them to the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Office

8

Start Word 2007.

Moving formatted AutoCorrect entries: 1

Exit all 2007 Office programs on the source computer.

2

On the source computer, locate the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Templates

3

Copy the Normal.dot file to an intermediate location that the destination computer can access, such as an email , floppy disk, or a CD.

4

Exit all 2007 Office programs on the destination computer.

5

On the destination computer, locate the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Templates

6

Copy the Normal.dot file from the intermediate location, and paste it to the following folder: C:\Documents and Settings\name\Application Data\Microsoft\Templates

Note: After you paste the Normal.dot file to the C:\Documents and Settings\name\Application Data\Microsoft\Templates folder on the destination computer, Word 2007 automatically upgrades the Normal.dot file to a Normal.dotm file. This behavior occurs the first time you exit Word 2007. 7

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Start Word 2007.



Common AutoCorrect substitutions REPLACE

WITH

abn

abdomen

anphys

annual physical

blpr

blood pressure

bx

bilateral

ccr

cancer

choll

cholesterol

curmed

CURRENT MEDICATIONS

dz

disease

famhis

FAMILY HISTORY

fowd

followed

fows

follows

gmot

grandmother

gfat

grandfather

hx

history

hpi

HISTORY OF PRESENT ILLNESS

medn

medication

medns

medications

nad

no acute distress

nl

normal

pmhx

PAST MEDICAL HISTORY

revd

reviewed

physex

PHYSICAL EXAMINATION

sohi

SOCIAL HISTORY

tpt

the patient

tness

tenderness


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Using the AutoText Feature Word’s AutoText feature allows you to quickly retrieve and insert an item when needed with just a few keystrokes. AutoText entries (known as glossary entries in previous versions of Word) can be created for text and graphics that are not regularly used, or that you do not want Word to insert automatically, like a standard business letter or corporate logo. This feature operates much like AutoCorrect, except it allows you to decide when to insert content.

Creating an AutoText entry An AutoText entry can contain text, graphics, or a combination of both, and can include paragraph formatting, such as alignment, indents, and line spacing.

Steps: 1

Select the text and/or graphics you want to store as AutoText. To retain the current paragraph formatting, include the paragraph markers in the selection.

Tip: When selecting a phrase to store as AutoText, include a space at the end of the phrase when you create the entry. When you insert the entry in a sentence, the space you would normally insert after a word will already be there. You can also add punctuation instead of a space, if the phrase usually ends with either a period or comma. 2

From the EditScript MT toolbar, select Word Tools> AutoCorrect Options. The AutoCorrect dialog appears.

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3

Click on the AutoText tab.

4

Under Enter AutoText entries here, accept the default name or specify a new name for the AutoText entry. An AutoText name can include up to 32 characters, including spaces. By default, Word will make the new AutoText entry available to all documents. You can assign it to a template, however, by selecting the template name to which you want it assigned from the Look in menu.

5

Click Add. EditScript MT Guide V9


Inserting an AutoText entry Once AutoText has been created, it can be easily inserted into a document.

Steps: 1

Position the cursor where you want the AutoText to be inserted.

2

From the EditScript MT toolbar, select Word Tools.

3

Select AutoCorrect.

4

From the dialog that appears, click on the AutoText tab. The AutoText dialog appears.

5

Under Enter AutoText entries here, scroll the list and select the entry you want to insert.

6

Click Insert.

Editing an AutoText entry It is often necessary to change the content of an AutoText entry. For instance, you may need to change “The Company” to “The Corporation.” AutoText entries can be easily edited following the steps below.

Steps: 1

Insert the AutoText entry you want to edit, following the steps under Inserting an AutoText entry on page 87.

2

Make the necessary changes to the text and/or graphics.


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3

Select the content you just edited. To retain the current paragraph formatting, include the paragraph markers in the selection.

4

From the EditScript MT toolbar, select AutoCorrect. The AutoCorrect dialog appears.

5


6

Under Enter AutoText entries here, scroll for the name of the entry you just edited.

7

Select the entry, and click Add.

Deleting an AutoText entry Follow the steps below to delete an AutoText entry.

Steps: 1

From the EditScript MT toolbar, select AutoCorrect. The AutoCorrect dialog appears.

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2


3

Under Enter AutoText entries here, scroll for the name of the entry you want to delete.

4

Select the entry, and click Delete.



Using Custom Dictionaries When EditScript MT is installed, five custom eScription dictionaries that provide a comprehensive library of medical are added to Word. When used together, these dictionaries contain a comprehensive and up-to-date list of gathered from various medical dictionaries, as well as from additions submitted by transcription managers on the EditScript system. Microsoft Word checks the spelling and grammar of words in an EditScript MT document against these dictionaries. The eScription dictionaries should be sufficient for most transcription work. However, Word has made it easy to modify custom dictionaries, allowing you to add and remove words so that the dictionaries contain precisely the you need for your day-to-day work. You can also easily create your own custom dictionaries.

Modifying a custom dictionary Follow the steps below to add entries to or remove entries from a custom dictionary, such as one of the medical dictionaries installed with EditScript MT.

Steps: 1


2

Click Word Options. The Options dialog appears.

3

Click on the Spelling and Grammar tab.

4

Click on the Custom Dictionaries button.


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The Custom Dictionaries dialog appears. Note the dictionaries that were added when EditScript MT was installed: escription0.dic, escription1.dic, escription2.dic, escription3.dic, and escription4.dic. Together, these dictionaries form a comprehensive library of medical from A to Z.

5

Select the custom dictionary you want to modify, then click Modify.

6

In the dialog that appears, type the word you wish to add to the custom dictionary and click Add. To remove a word from the dictionary, select the word you want to remove and click Delete. In this example, we want to add the word “Example” to the custom dictionary “escription1.”

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Creating a custom dictionary It is sometimes useful to create a custom dictionary separate from those provided with EditScript MT. Word makes it easy to create and add custom dictionaries. To do this, follow the steps below.

Steps: 1


2


3


4

Click on the Custom Dictionaries button. The Custom Dictionaries dialog appears.


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5

Click New.

Note: If you simply want to add a dictionary to Word’s dictionary list, click Add here and locate the dictionary you want to add. 6

From the Create Custom Dictionaries dialog, specify a name for the custom dictionary in the File name field. In this example, we have named our custom dictionary “Test_Dictionary.”

7

Click Save.

8

In the Custom Dictionaries dialog, click OK.

Note: We recommend you check spelling as you type, not after you have completed the document.

Customizing a dictionary to include medical In addition to the five custom dictionaries installed with EditScript MT, other medical dictionaries, such as Stedman’s Medical Dictionary, can be added and used during spelling and

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grammar checking. This allows you to add the you need without creating a new, custom dictionary or adding words one-by-one to the default dictionary.

Note: The dictionary you plan to add must be saved locally on your computer.

Steps: 1


2


3


4

Click on the Custom Dictionaries button. The Custom Dictionaries dialog appears.


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5

Click Add.

6

From the Add Custom Dictionaries dialog, browse for the filename of the dictionary you want to add. Select the file so that it appears under File name, and click OK.

7

In the Custom Dictionaries dialog, activate the new dictionary by placing a check mark in the check-box to the left of the dictionary name. You can now spell check against this dictionary in EditScript MT.

Backing up your dictionaries Before modifying the custom dictionaries that are installed with EditScript MT, backup copies of the originals should be made and stored to a safe location, from where they can be easily retrieved. To create backup copies of these dictionaries, follow the steps below.

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Steps: 1

Locate the original dictionary documents. By default, these are stored in the EditScript MT installation directory.

2

Highlight the set of files. Click on the escription0 file. Then press the SHIFT key and click on escription4.

3

Right-click and select Copy from the fly-out menu that appears.

4

Browse for a safe location (folder) to store the copies. Right-click and select Paste to paste the files in the new folder. where you store them so that they can be easily retrieved if necessary.


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Updating Microsoft Word To ensure your computer has the latest Word updates, use the Windows Update service, in combination with Automatic Updates. Automatic updates will routinely check for and install high-priority updates.

Finding your Microsoft Word version: 1

From Word, click on the Help menu.

2

Select About Microsoft Office Word. The About dialog appears. The current version information appears at the top of this dialog.

Automatically Updating Office 2003 and 2007: 1

Make sure that Automatic updates is turned on. Go to Start> Control . Doubleclick Automatic Updates. The Automatic button should be selected.

Note: See your IT staff if this option is not enabled. 2

When an update is available, the following alert will appear when you log on to your computer:

3

Click on the alert message and follow the prompts to install the update(s).

Manually Updating Office 2003 and 2007: If you do not have Automatic Updates turned on, you can manually check for the latest updates by going to: http://update.microsoft.com/microsoftupdate/ Click Express. Microsoft update will look for any important high-priority updates that are available for your computer.

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Working in EditScript MT Once you have learned the program interface and are familiar with the helpful tools that are available in Word, you can begin using EditScript MT to edit reports at a pace and level of efficiency that will increase your productivity dramatically.

Topics discussed in this chapter: 

Important EditScript MT Tools



Using the Foot Pedal



Understanding the Work Queue



Retrieving and ing Dictations



Listening to a Dictation



Editing Header and Information



Editing Dictation Text



Inserting Normals

4 

Pending a Dictation



Splitting a Dictation



Creating a Report without Audio



Addenda and Amendments



Taking a break from EditScript MT



Viewing your Transcription Metrics



Searching for a Previously ed Dictation



MT Instructions

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Chapter 4: Working in EditScript MT

Important EditScript MT Tools Before you begin editing and transcribing dictations, there are a few tools you should learn. Chances are, you will use these tools frequently to do your day-to-day work in EditScript MT. Use of these tools will be reinforced throughout the following sections.

Workflow shortcuts SHORTCUT

DESCRIPTION

ALT+U

Use the ALT+U shortcut to a new dictation for editing or transcription. The first time this shortcut is used, EditScript MT will three (the default) documents to your computer. The first of these, or the one that requires the quickest turnaround time, will open in EditScript MT. This may take a few moments. Also use ALT+U to a finished document and the next from your queue. EditScript MT will automatically replace that dictation in your queue, ensuring that there will always be work for you to . By default, three dictations are waiting in your queue at all times.

ALT+SHIFT+U

Use the ALT+SHIFT+U shortcut to the current dictation, but not another. Use this shortcut when you need to walk away from the program or take a break. Because there is no dictation on your screen, your line-countper-hour meter will stop running. Note: Dictations will remain in your queue until you exit EditScript MT or until your Hours Before Unlock setting expires (5 hours is the default).

ALT+N

Use the ALT+N shortcut to close the current document without saving it and open the next dictation in your work queue. The unsaved dictation returns to your queue and is not released until you log out (click the X in the upper right corner of your screen). This shortcut is not recommended.

ALT+SHIFT+!

Use the ALT+SHIFT+! shortcut to check for any high-priority dictations that might be available. Note: If your institution prompts you when a high priority dictations is available, you will not need to use this shortcut.

ALT+Q

Use the ALT+Q shortcut to view the dictations that are currently in your work queue.

ALT+X

Use the ALT+X shortcut to view your transcription metrics for the date range that you specify. The metrics will include feature usage, average and median lines per hour, and on improving productivity.

Audio shortcuts The most important audio shortcuts are those that allow you to control the speed and volume of a dictation. The audio control bar appears beneath the header when Always Display Audio Dialog is checked in your EditScript Profile, and whenever a document is loaded in EditScript MT that has audio associated with it. To enable this option, click ALT+O or have your

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set this option in EMon. See also Listening to a Dictation on page 118. From the Audio control bar, the following shortcuts can be used to adjust the audio settings.

SHORTCUT

DESCRIPTION

ALT+1

Use the ALT+1 shortcut to decrease the speed of the dictation audio. This shortcut will also display the Audio control bar.

ALT+2

Use the ALT+2 shortcut to increase the speed of the dictation audio.

ALT+Z

Use the ALT+Z shortcut to set the speed of the dictation audio to Normal (indicated by the red “N” in the Audio control bar).

ALT+3

Use the ALT+3 shortcut to decrease the volume of the dictation audio.

ALT+4

Use the ALT+4 shortcut to increase the volume of the dictation audio.

ALT+5

Use the Alt+5 shortcut to hide the Audio control bar.

ALT+A

Use the ALT+A shortcut to play the dictation audio. This shortcut does not automatically display the Audio control bar.

ALT+P

Use the ALT+P shortcut to pause the dictation audio at the current location. This shortcut does not automatically display the Audio control bar.

ALT+D

Use the ALT+D shortcut to rewind the dictation audio back to the beginning of the header. This shortcut does not automatically display the Audio control bar. Note: If you get no audio or if the audio volume is too low, even when set to Loud, check the volume control on your computer.

EditScript MT voice cursor shortcuts The voice cursor in EditScript MT is a red rectangle that follows the pace of the dictation audio, highlighting every word spoken by the clinician. The voice cursor acts as a visual cue, allowing you to keep pace with the dictation audio without using your hands. Each time you stop and start the audio using the central foot pedal, you can move the voice cursor back by the specified number of seconds. See Pedal bounce-back on page 102 for more information.


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SHORTCUT

DESCRIPTION

ALT+K

Use the ALT+K shortcut to move the text cursor to the word outlined by the voice cursor. That word will highlight automatically, allowing you to make any necessary edits. If you react late, and the voice cursor moves beyond the word you wish to edit, use the CTRL+left arrow shortcut to return to the word.

ALT+SHIFT+K

Use the ALT+SHIFT+K shortcut to move the voice cursor to the current location of the text cursor. This is useful when you need to jump back to a specific word but do not want to rewind to the beginning of the dictation. To return to the location where the voice cursor was before you moved it, simply use the ALT+SHIFT+K shortcut again.

ALT+G

Use the ALT+G shortcut to rewind the voice cursor from the current location. The voice cursor will highlight each individual word in the rewind path. When the voice cursor returns to the spot in the audio you would like to hear, simply use the ALT+A shortcut to play the audio from that point.

ALT+F

Use the ALT+F shortcut to move the voice cursor forward from the current location. The voice cursor will highlight each individual word in the forward path. When the voice cursor reaches the spot in the audio you would like to hear, simply use the ALT+A shortcut to play the audio from that point.

Editing shortcuts Use the following editing shortcuts to save time while editing.

SHORTCUT

DESCRIPTION

ALT+E

Use the ALT+E shortcut to edit the header through the Edit Header Information dialog. For more information on the EditScript MT header, see Editing Header and Information on page 122.

ALT+C

Use the ALT+C shortcut to edit the list. For more information, see Adding (CC) information to the header on page 129.

CTRL+arrow keys

Use the CTRL key in combination with the arrow keys to navigate by a word or paragraph (depending on the shortcut used).

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SHORTCUT

DESCRIPTION

ALT+. (period)

Use the ALT+period shortcut to insert a period (.) at the end of the word where the cursor is currently positioned. This shortcut automatically ensures that there are two spaces after the period, and capitalizes the first letter of the next word.

ALT+, (comma)

Use the ALT+comma shortcut to insert a comma (,) at the end of the selected word. The text cursor does not have to be where you want the comma inserted. If you use this shortcut while the text cursor is in the middle of a word, the comma will automatically be placed at the end of that word.

ALT+SHIFT+: (colon)

Use the ALT+SHIFT+colon shortcut to insert a colon (:) at the end of the word where the cursor is currently positioned. This shortcut automatically ensures that there are two spaces after the colon, and capitalizes the first letter of the next word.

ALT+L

Use the ALT+L shortcut to capitalize the selected word and all occurrences of that word throughout the document. The text cursor does not have to be at the beginning of the word you want to capitalize. If you use this shortcut while the text cursor is in the middle of a word, the first letter will be capitalized automatically.

ALT+SHIFT+L

Use the ALT+SHIFT+L shortcut to make the selected word lowercase, as well as all occurrences of that word throughout the document. The text cursor does not have to be at the beginning of the word you want to make lowercase. If you use this shortcut while the text cursor is in the middle of a word, the case of the first letter will change automatically.


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Using the Foot Pedal The Model IN-DB9 (serial) and IN-USB-1 (USB) foot pedals by Infinity allow you to play, rewind, and forward dictation audio using 3 distinct areas on the pedal: left, center, and right:

The left pedal is used to jump forward in the audio

The center pedal is used to play the dictation audio and rewind by a specified number of seconds (bounce-back)

The right pedal is used to rewind the audio the beginning of the dictation

The serial model connects to the 9-pin serial port on your computer The USB model connects to the USB port on your computer

Pedal bounce-back The center foot pedal, in addition to being the audio play pedal, can be used to move the EditScript MT voice cursor back (rewind) a specified distance when released. This is known as pedal bounce-back. Pedal bounce-back can be changed in EditScript MT.

Note: The default bounce-back interval is .25 seconds. If you find this is too short of a rewind interval, change it to an interval that is more helpful to you. This change will take effect immediately.

Steps for changing the pedal bounce-back in EditScript MT: 1

Press ALT+O or click Utilities> EditScript MT Options to display the EditScript MT Profile Settings dialog. The EditScript MT Profile Settings dialog appears.

2

Press the TAB key twice (so the tab is selected), and press the right-arrow key twice to show the Foot Pedal tab.

3

Press the TAB key twice to specify a new value, in seconds, for Pedal Bounce-Back.

4

Press ALT+O to accept the changes and close the dialog. This change will take effect immediately.

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Understanding the Work Queue The work queue in EditScript MT is a window through which you can view the dictations (jobs) that are ed and checked out to you to be edited or transcribed, as well as those that are currently available in the common work queue.

Viewing the dictations in your work queue To view your work queue, press ALT+Q or select Dictations> View Work Queue from the EditScript MT toolbar. The Dictations in the Queue dialog appears. It shows the dictations that have been automatically ed into your personal work queue from the general dictation pool, and that are currently stored locally on your computer. The number of dictations that are available in your work queue is determined by the Cache Size in your EditScript profile, set by your in EMon. For instance, when 3 is specified (the default), 3 dictations, including the dictation you are currently working on, will be ed on your local computer (in the background) and visible through your queue at all times. This process ensures that work is always available for you. To exit the queue and return to EditScript MT, press ALT+E or click the

icon.

Viewing the general work queue (pool) In addition to viewing your personal work queue, you can view the general work queue, which shows all dictations that are ready for transcribing or editing. Press ALT+Q or select Dictations> View Work Queue from the EditScript MT toolbar. The Dictations in the Queue dialog appears. It displays your personal work queue. To view the general work queue, click on the View dictations in the queue/refresh icon .

Note: The amount of time it takes to refresh and show the dictations in the general pool will depend on the number of dictations that are available. This may take several minutes.


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To exit the queue and return to EditScript MT, press ALT+E or click the

icon.

Work queue toolbar (permission to view only)

For each dictation in the queue, you can view: 

Speaker



Duration - the length of the dictation audio (in minutes and seconds)



Status - standard or edited transcription (see Understanding document status on page 109)



Priority - the order in which you will receive the dictations

The keyboard shortcuts that are ed in the work queue are listed across the bottom of the dialog.

Work queue permissions The options that will be available from the work queue toolbar are determined by the work queue permissions that are set for you in EMon. Most transcriptionists will only have permission to view the work queue and revise the layout of the columns. The permission to view and edit the work queue is generally only assigned to a few individuals at one site, and is set up on a per-transcriptionist basis (see Setting work queue permissions through EMon (s) on page 112).

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Permission to view the work queue The following features will be available from the work queue toolbar when you have been granted permission to View the work queue.

View/refresh dictations in the queue To view or refresh dictations in the general work queue:

•

Press ALT+V. Or

•

Click the

icon.

The refreshed queue will reflect any changes that may have occurred to the documents in the queue since you viewed them initially. The refresh option will clear any completed job from your queue list, to help avoid duplicate work. Click the down arrow beside the icon to display the following additional options: 

View Only Unlocked Dictations - view only the dictations that are not locked to another MT.



View Locked and Unlocked Dictations - view dictations that are checked out (locked) to other MTs in addition to the dictations that are available to you.

Note: It may take a few moments to refresh the display, depending on the number of jobs in the queue.

Return to editor To return to EditScript MT for editing:

•

Press ALT+E. Or

•

Click the

icon.

Revise the column layout To revise the current column structure of the work queue:

•

Press ALT+R. Or

•

Click the

icon.


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When selected, you can choose which columns to hide or display through the Choose what columns to display dialog. Through this dialog, you can also determine the order in which columns will be displayed from left to right.

Select and move column names here to hide them from view

Select and move column names up or down using the arrows to determine their order in the queue

Permission to view and edit the work queue In addition to the previous options, the following features will be available from the work queue toolbar when you have been granted permission to View and edit the work queue (certain MTs only).

Tip: The recommended workflow for the queue is to refresh the queue (ALT+V) and then and lock a dictation (ALT+D).

highlighted file(s) To highlighted files (from the general queue) into your personal work queue:

•

Press ALT+D to and lock; press ALT+SHIFT+D to just . Or

•

Click the

icon.

Click the down arrow beside the icon to display the following options:

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

and lock file - Select this option to and lock (check out) the selected document.



without locking file - Select this to the selected document but not lock it. (By not locking it, the dictation may be available to other s.)



Note: When a document is ed, the files associated with that dictation are saved to the s folder in the EditScript install directory (C:\ProgramFiles\eScription\EditScript by default).

Check out (lock) highlighted file(s) for transcribing/editing From the work queue, use this option to check out (lock) a dictation for editing. When you check out a file for editing, it is assigned a status of Checked out for Edited Transcription. If the dictation did not go through speech recognition, it will be assigned a status of Checked out for Standard Transcription.

Note: Checking out a dictation does not immediately it to your machine. It will be ed when there is room for it in your cache. To check out highlighted files for transcribing/editing:

•

Press ALT+O. Or

•

Click the

icon.

Note: No two MTs can lock the same dictation at one time.

Unlock highlighted file(s) Use this option to unlock a dictation from your personal work queue to allow another MT to work on it. This will unlock or ‘release’ the dictation. To unlock the selected document(s):

•

Press ALT+SHIFT+O. Or

•

Click the

icon.

This does not the document if work has been done. You must manually the document in order for the lines in the document to be credited to you. Unlocked documents will be re-assigned a status of Ready for Editing or Ready for Transcription, and can be ed by another MT. When you unlock a dictation, the following prompt will appear. It is important to review this prompt before continuing with the unlock procedure, as this action will prevent you from ing the file once you have transcribed it.

Note: All jobs that had either been checked out or ed to you are unlocked when EditScript MT is shut down correctly (by clicking the X in the upper right corner of your screen).


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Edit the selected document Use this option when you want to edit a document immediately. The selected document will appear in EditScript MT for editing, and the work queue dialog will close.

Note: You must first and lock the dictation option.

before you can use this

If you already have a dictation open on your desktop, you will receive a message stating that you can only work on one EditScript MT file at a time. You can then choose to close the current file and open the next. To edit the selected document:

•

Press ALT+W. Or

•

Click the

icon.

Construct your own work queue The ability to construct a custom work queue is helpful if you need to work on a specific set of documents, such as all dictations relating to a particular patient or to a particular dictating clinician. Once you have selected your set of dictations, click to build the work queue. If your queue is successfully built, the following confirmation prompt appears. Click OK.

If this is not the first work queue you have built in the current session, the following dialog will appear. Click Yes to combine the dictations in the new work queue with those in the queue you previously constructed (recommended).

When you add a document to your work queue, it is assigned a status of ed and Checked out for Edited Transcription or ed and Checked out for Standard Transcription. See Building a work queue on page 109 for information on building a work queue.

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Understanding document status It is important to understand the various status types you will encounter while working in EditScript MT. The status of a particular document can be monitored through the work queue by looking at the Status column.

The common status types you will see in this mode are described below.

• • • 

• •

Ready for Transcription: the dictation has not gone through speech-recognition (no draft available), but is available to be checked out and transcribed. Ready for Editing: the dictation has been speech-recognized, and converted into a draft. A draft with this status is available to be checked out and edited. ed: the document has been ed to an individual’s local machine. A document with this status cannot be worked on until it has been checked out. ed and checked out for Standard Transcription: This status is associated with a non-speech recognized document that has been added to an individual’s work queue. ed and checked out for Edited Transcription: This status is associated with a speech recognized document that has been added to an individual’s work queue. ed: the document has been completed and ed.

Building a work queue Depending on your institution and work schedule, you may be given permission to manually select the dictations you want to work on and build your own work queue. Generally, there will not be a need for you to have to build a work queue. However, it can be helpful when faced with any of the following situations:

Note: You will only be able to build your own work queue if you have been granted that privilege by your . The permission is specified through your EditScript profile settings in EMon (>View and Edit the work queue).

•

•

You need to edit/transcribe dictations associated with a specific dictating clinician or group of clinicians, or need to exclude a dictating clinician or group of clinicians from your work queue. Note that your can specify the dictating clinicians whose reports you will edit/transcribe through your Properties page in EMon. You need to edit/transcribe dictations associated with a specific patient.


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• • • •

You need to edit/transcribe dictations associated with a specific work type or a select group of work types. You need to edit/transcribe dictations of a specific priority assignment (usually those of lower priority, since EditScript MT will automatically alert you when high priority dictations are available). You need to work only on documents that need to be edited, not transcribed (or the reverse). When there is only enough time to work on a specific number or duration of dictations, and you want to avoid having to release ed dictations from your queue that have not been completed.

Note: Adding dictations to your custom work queue does not lock them to you exclusively. Other MTs can still work on these dictations, as EditScript MT will automatically the next available dictation for them to work on, whether or not that dictation has already been added to a custom work queue.

Steps: 1

Press ALT+Q or click Dictations> View Work Queue, to display the Dictations in the Queue dialog.

2

Click on the small downward-facing arrow icon.

3

Press ALT+D to View Only Unlocked Dictations, or Press ALT+SHIFT+D to View Locked and Unlocked Dictations, whether or not they are locked to another MT.

4

Select the dictations you want to add to your work queue. You will not be able to add dictations that are already locked to another MT. To select multiple files, click on the first file in the series, press and hold the SHIFT key, then click on the last file in the series. This will highlight all of the files between the two.

next to the and lock

To select files out of sequence, click on the first file, press and hold the CTRL key, then click on the additional files.

5

Press ALT+Q or click on the Construct your own work queue button

.

If your work queue was successfully built, the following confirmation prompt will appear. Click OK.

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If this is not the first work queue you have built in the current session, the following dialog will appear. Click Yes to combine the dictations in the new work queue with those in the queue you previously constructed (recommended).

When you add a document to your work queue, it is assigned a status of ed and Checked out for Edited Transcription if the dictation went through speech recognition (shown below), or ed and Checked out for Standard Transcription if it did not.

Working from a custom work queue Once you have successfully constructed a custom work queue, you can begin working on the dictations you selected by following the steps below.

Steps: 1

Press ALT+U (recommended) or click Dictations> current dictation and get next dictation from the EditScript MT toolbar to retrieve a dictation from the work queue. The ing your next dictation progress bar appears at the bottom of the screen. EditScript MT s the dictation in your queue with the highest priority. After a few moments, the dictation appears in the EditScript MT work area.

When a speech-recognized draft is ed, you will see the header information, as well as the entire body content of the dictation. Dictation drafts require careful review and editing. When a dictation is ed that has not undergone speech recognition, it will appear as a blank document or include only the header and dual question marks (??). You will then be required to straight transcribe (type) the document.

2

Edit or transcribe the report, depending upon which method is required.

3

Press ALT+U (recommended) or click Dictations> current dictation and get next dictation from the EditScript MT toolbar to the current job and another.


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4

Repeat steps 2 and 3 for each dictation in your custom work queue. When all of the jobs in your custom work queue have been completed, the following dialog appears:

Specify A New Work Queue Select to return to the Queue dialog and build another custom work queue (see Building a work queue on page 109).

Let eScription Choose The Next Dictation To Select to return to the standard working mode in EditScript MT, where dictations are ed in the order of their priority assignment.

Don’t Any More Dictations For Now Select to avoid ing another dictation. This is useful when you need to take a short break, or exit EditScript MT for the day.

Setting work queue permissions through EMon (s) s can configure your work queue viewing and editing permissions by following the steps below.

Steps: 1

to EMon.

1

In the eScriptionist tab, select the MT whose permissions you would like to change.

2

Click Profile. The EditScript Profile dialog appears.

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3

Click on the tab.

4

Select one of the following radio buttons: View the work queue: allow the MT to view but not edit the work queue. View and edit the work queue: allow the MT to view and edit the work queue. This will allow the MT to build their own work queue, and check out dictations for editing or transcription. To grant the MT privileges when she logs in to EditScript MT, select Privileges. This gives her access to the entire Profile Settings dialog (all tabs).

Note: This setting should only be enabled for s who are permitted to alter the work queues of other MTs. 5

Click OK.


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Retrieving and ing Dictations Based on priority, dictations are automatically ed into your personal work queue from the general dictation pool, and stored locally on your computer. These dictations are ed and Checked Out to you until you either finish them or release them back to the general work queue by exiting EditScript MT. When you instruct the program to retrieve a dictation, EditScript MT will automatically pull the next dictation from your queue in the order of priority or turnaround time. For example, a dictation with a priority of 2 will open before a dictation with a priority of 20. Once a dictation opens in EditScript MT, you edit or type the document to complete it, then that document and begin another.

Retrieving a dictation When you to EditScript MT, a blank document window appears, similar to what one sees when they open Microsoft Word. This is where dictations will appear when they are retrieved from your queue for editing. To retrieve a dictation in EditScript MT, follow the steps below.

Steps: 1

Press ALT+U or click Dictations> current dictation and get next dictation from the EditScript MT toolbar. The ing your next dictation progress bar appears at the bottom of the screen. EditScript MT s the dictation in your queue with the highest priority. After a few moments, the dictation appears in the EditScript MT work area.

When a speech-recognized draft is ed, you will see the header information, as well as the entire body content of the dictation. Dictation drafts require careful review and editing. When a dictation is ed that has not undergone speech recognition, it will appear as a blank document or include only the header and dual question marks (??). You will then be required to straight transcribe (type) the document.

Retrieving a split dictation When you a dictation that has been split from another (see Splitting a Dictation on page 148), EditScript MT displays a visual indication in the Status bar, displaying the point in the audio at which the dictation was split.

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ing a completed report Once you have finished editing or typing a transcription, there are multiple ways to the document so that you receive credit for your work. To a completed document in EditScript MT, follow the steps below.

When you want to and continue working: 1

Press ALT+U or click Dictations> current dictation and get next dictation from the EditScript MT toolbar to the current job and another. If you attempt to a dictation without listening to the audio, the following prompt will appear:

2

To stop the process and return to the current job, press the TAB key to highlight No and press ENTER (or click No). Press ENTER (or click Yes) to continue ing the current job.

Note: You cannot a document while working offline. Any document that you close while working offline, either by the “X” icon or by retrieving another dictation, will be automatically saved for later .

When you want to quit EditScript MT or take a break: 1

Press ALT+SHIFT+U or click Dictations> current dictation from the EditScript MT toolbar to the current job without ing another dictation.

2

Click the X in the upper right corner of your screen to log out of EditScript MT.

Note: Dictations will remain in your queue and be unavailable to other MTs if you do not log out of EditScript MT. For more information on taking breaks, see Taking a break from EditScript MT on page 155.

Understanding STAT dictations The dictations in your work queue have already been assigned a priority. Priority is determined by rules that have been set up by your institution through EMon. These rules are used to ensure that documents meet required turnaround time. The priority that is assigned to a dictation depends largely on the turnaround time (TAT) that is expected for a certain document. For instance, if the expected TAT at your institution is 2 hours for a Procedure Note work type and 4 hours for a Letter, Procedure Note work types that were just dictated would always have priority over new Letters. It is important to note, however, that a 2-hour-old Letter would have the same priority as a new Procedure Note. A job is considered STAT when it has been assigned a priority of 1 or 2. STAT dictations, also known as high priority dictations, require immediate attention and should be transcribed before all other dictations in your queue.


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Note: At most, only 2 STAT dictations are allowed in a work queue at one time. This is to prevent high priority dictations from being locked to a specific MT in the event of an unexpected shutdown.

Retrieving STAT dictations (by prompt) By default, a prompt will appear in the EditScript MT work area when a high priority (STAT) dictation is available for editing. Whether this prompt will always display in such an instance will depend on the High Priority Prompt setting in your EditScript Profile in EMon. If this setting is turned off, this prompt will not appear. It is important that you know whether or not to wait for this prompt or to manually high priority dictations for editing. The High Priority Level setting in your EditScript Profile in EMon determines which priority level is high enough to cause the prompt to display.

Yes Press ENTER (Yes) to the high priority dictation immediately. The dictation you had been working on will be saved automatically, and will be returned to you after the STAT job is ed.

No Press the right arrow key once and press ENTER (No) to place the high priority dictation in your work queue and continue working on the current job. The high priority dictation will be the next dictation ed by EditScript MT.

IMPORTANT! The only time No should be selected from this prompt is when you are working on a dictation that can be finished within a few moments. Otherwise, you should always elect to transcribe the high priority dictation immediately.

Retrieving STAT dictations (manually) When the High Priority Prompt setting in your EditScript Profile in EMon is turned off (check with your ), you will need to periodically check for high priority dictations that may have entered your queue. To manually check for high priority dictations, follow the steps below:

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Steps: 1

Press ALT+SHIFT+! to check for the next high priority dictation in your work queue. You can also click Dictations> Retrieve High Priority Dictation from the EditScript MT toolbar.

2

EditScript MT will check for a high priority dictation in your queue and display a prompt that will let you know if a high priority dictation is available.

Yes Press ENTER (Yes) to the high priority dictation immediately. The dictation you had been working on will be saved automatically, and will be returned to you after the STAT job is ed.

No Press the right arrow key once and press ENTER (No) to place the high priority dictation in your work queue and continue working on the current job. The high priority dictation will be the next dictation ed by EditScript MT.


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Listening to a Dictation One of the first things you will want to do once you have ed a dictation is play the audio. Use the following options to play and control the dictation audio.

Play There are three ways to play dictation audio in EditScript MT:

•

Press and hold the center foot pedal.

•

Press ALT+A.

•

Click Audio> Play from the EditScript MT toolbar.

You will hear the audio begin to play. To change the volume and/or speed of the audio, use the appropriate option(s) under Adjusting the audio controls on page 119.

Pause There are three ways to pause dictation audio in EditScript MT:

•

Release the center foot pedal.

•

Press ALT+P.

•

Click Audio> Pause from the EditScript MT toolbar.

You will hear the audio stop. To continue playing the audio from the pause point, simply press and hold the center foot pedal or use the ALT+A shortcut.

Rewind to the beginning (before the header) To rewind, or reset, the audio back to the beginning of the dictation (before the header in the document):

•

Press ALT+D.

•

Click Audio> Rewind Audio To Beginning from the EditScript MT toolbar.

To reset the audio to the beginning of the dictation after the header (patient demographic information), use the CTRL+HOME and ALT+SHIFT+K shortcuts. 

Press CTRL+Home to reset the text cursor to the beginning (after the header).



Press ALT+SHIFT+K to align the audio with the text cursor.

Rewind There are three ways to rewind dictation audio in EditScript MT:

•

Tap the right foot pedal.

•

Press ALT+G.

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•

Click Audio> Rewind from the EditScript MT toolbar.

Each use of these features will rewind the audio (voice cursor) back one word at a time. To rewind back to the beginning of the document (before the header), use the Rewind Audio To Beginning option (ALT+D).

Fast Forward There are three ways to fast forward dictation audio in EditScript MT:

•

Tap the left foot pedal.

•

Press ALT+F.

•

Click Audio> Fast Forward from the EditScript MT toolbar.

This will allow you to jump forward in the audio (voice cursor) one word at a time (depending on the current Pedal Bounce Back setting).

Adjusting the audio controls The shortcuts listed below are used to adjust the controls available from the Audio control bar. When Always Display Audio Dialog is checked in your EditScript Profile (press ALT+O and click the Transcription tab, or see your ), the Audio control bar will appear beneath the header whenever a document is loaded in EditScript MT that has audio associated with it. From the Audio control bar, the following shortcuts can be used to adjust the audio settings. To hide the Audio control bar, use the ALT+5 shortcut, or use one of the shortcuts below to highlight the bar, then select the ESC key.

Speed Up To display the Audio control bar and increase the speed of the dictation audio:

•

Press ALT+2.

•

Click Audio> Adjust Audio Speed from the EditScript MT toolbar.

Slow Down To display the Audio control bar and decrease the speed of the dictation audio:

•

Press ALT+1.

•


Set Speed to Normal To display the Audio control bar and set the speed of the dictation audio to Normal (the red N under Speed in the Audio control bar):


119


•

Press ALT+Z.

•


Volume Up To display the Audio control bar and increase the volume of the dictation audio:

•

Press ALT+4.

•

Click Audio> Adjust Volume from the EditScript MT toolbar.

Note: If the audio volume is too low even when set to Loud, check the volume control on your computer.

Volume Down To display the Audio control bar and decrease the volume of the dictation audio:

•

Press ALT+3.

•

Click Audio> Adjust Volume from the EditScript MT toolbar.

Show Audio Progress To monitor the progress and percent remaining of the dictation audio when played:

•

Press ALT+1 (or ALT+2 or ALT+3 or ALT+4).

•

Click on the Show Audio Progress toolbar icon.

The Audio control bar will appear, through which you can view the current position (of the voice cursor), the total audio time, and track the progress of the audio.

Hide Audio Controls To hide the Audio control bar:

•

Press ALT+5.

Autospeed When the system sees that you consistently increase the audio speed for a certain dictating clinician, it will increase the default audio speed for that clinician automatically. Likewise, the system will slow down the audio speed when it recognizes a significant manual decrease in audio speed. This process is known as autospeed. The purpose of autospeed is to adjust and enhance the EditScript MT working environment to best suit your editing and transcription patterns, and to save you from having to manually adjust audio speed in future sessions.

Audio silences Some dictation audio contains momentary silences, or pauses, often due to the dictating clinician pausing between thoughts. EditScript MT allows you to play these silences at normal speed or to play them rapidly. When EditScript MT is set to play silences rapidly, it is as if they

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are skipped and you should not be aware of them. By default, EditScript MT plays silences rapidly in an edited draft, saving you time over a full workday of editing. It is important to note, however, that because this feature relies on speech recognition, it, like the speech recognition process, may incorrectly assume that a spoken word is a pause. If when listening to dictation audio you think EditScript MT has skipped a word (or played it too quickly), turn the Play Silent Parts of Dictation at Normal Speed feature on.

Note: The audio silences features are only available for dictations that have gone through the speech recognition system.

Controlling audio silences To change between playing silences at normal speed and playing them rapidly, use the ALT+S shortcut or click on the icon. The following explains the two states of the icon.

Note: When you hover over the icon, the tool tip text that appears indicates how silences will be played after you click the icon.

Play Silent Parts of Dictation Rapidly (default)

This icon indicates that the periods of silence in the dictation are being played rapidly so that it appears that they are being skipped. In this case, you will not notice silences while listening to the dictation.

This icon indicates that the silences in the dictation are being played at normal speed. Play Silent Parts of Dictation at Normal Speed

Note: Occasionally EditScript MT will play a section too quickly to be understood. If this happens, change to Play Silent Parts of Dictation at Normal Speed mode and replay the section.


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Editing Header and Information One of the most common tasks you are responsible for when transcribing a document is ing that the patient information is correct, and modifying the information when it is not. When a dictation is ed in EditScript MT, the patient demographic information automatically appears in the header, at the top of the program interface. EditScript MT allows you to quickly edit and search for patient demographic information, and manage the carbon copy (CC) information directly from the work area.

Editing the header The EditScript MT header contains patient demographic information and other additional data fields selected by your institution. The fields are grouped by patient information (e.g., name, birth date, etc.), dictation information (e.g., work type, speaker, or whatever your institution elects to include), and ADT information (shown in the Visit Grid). When a dictation is ed in EditScript MT, the first thing you will want to do is listen to the audio file that is associated with the dictation. The audio will begin with the patient demographic information, which is automatically populated in the document header. As you listen, it will be important to that the information listed is correct. Any information that is found to be incorrect needs to be corrected by editing the header. EditScript MT allows you to do this quickly, and without the use of your mouse. You can tab through the header fields or use the available keyboard shortcuts.

Note: How you and modify the information may vary depending on the work type and/ or organization. For institutions with an ADT/Orders feed, the system will search for all visits or orders that are associated with a patient’s medical record number. The search results are then incorporated into the header, eliminating the need for you to perform a separate search for this information, in most cases. To select the correct patient, patient visit or order, you will rely on a variety of information, such as patient birth date, attending physician, and/or patient type. In addition, if your institution uses several different header configurations, EditScript MT will automatically update the header when you change the work type information. By default, the EditScript MT header will appear as shown below when a dictation is ed, though the format and fields that it contains will depend on your institution’s configuration and the selected work type. The header can be reduced to include only the top two rows using the ALT+SHIFT+E shortcut.

Note: The instructions for working in the Visit Grid and the CC field are somewhat different than the instructions for the rest of the header. See Editing the visit grid on page 127 and Adding (CC) information to the header on page 129 for more information. IMPORTANT! If you change a value in the header that affects MT Instruction criteria (e.g., work type), you must confirm the changes, log out of EditScript MT, log back in, and the dictation again in order to see updated instructions. See MT Instructions on page 165 for more information on MT Instructions.

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Patient data

ADT data (Visit grid) Dictation data

Steps: 1

After ing a dictation (ALT+U), you can edit information in the header at the top of the work area. Press ALT+E to place the cursor in the Patient Name field.

Note: Initially, ALT+E places the cursor in the Patient Name field. Subsequently, it defaults to the last field that the cursor was in. Tip: Many of the field names have a letter that is underlined. Press the ALT key and the underlined letter to move the cursor to that field. See also Header shortcuts on page 134. 2

To perform a search for patient information, press ALT+S or click Search. The header screen changes to allow you to search by patient name, MRN, age, birth date, and/or number. Use the TAB key to navigate between the fields. EditScript MT automatically copies the search value from the field in which your cursor is located when you press ALT+S. For example, if your cursor is in the Patient Last Name field in the header, the patient’s last name is copied to the search screen.

To perform a search for any of the data fields listed above, press ALT+S or press the TAB key until the Search button is highlighted, then press ENTER.

Note: You cannot change the Patient Name or MRN without searching. If you try to change the information by typing in the field, the dictation will pend. EditScript MT will execute the search.


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3

When the Search Results window appears, use the up and down arrow keys to scroll through the list of results. To select an entry, press the Spacebar key. Once you have made the correct selection, press ALT+O to accept it and close the dialog. The standard header screen will re-appear containing the new information.

4

To accept your change(s) to the patient information, click Confirm or press ALT+O. To remove the change(s) and reset the header fields to the way they appeared when the dictation was ed, click Reset or press ALT+R.

Example: Searching by MRN Depending on the medical records system at your institution, you may be required to search for specific patient visits or other specific information. In this example, we will search for Patient Visit using an MRN that has already been provided in the header.

Tip: When the cursor is in either the MRN or Patient Name fields, you can press ALT+S to copy/paste the information into the search screen automatically.

Steps: 1

From the EditScript MT editing screen, press ALT+E to enter the header.

2

Press ALT+M to navigate to the MRN field in the header.

3

Press ALT+S to automatically copy/paste the prefilled MRN number for use in your search. This will also display the header search fields.

4

Press ALT+S or ENTER, to search by the MRN. When the search results appear, use the up and down arrow keys to scroll the list of search results until you find the appropriate record.

5

Press the Spacebar to select the appropriate record.

6

Press ALT+O to accept the selection and close the dialog. The patient information you selected will appear in the Edit Header Information dialog.

7

To save this change and update the header, press ALT+O or click Confirm.

Missing patient data There will be instances when some patient information, such as the medical record number (MRN), or number, is unknown or only partially known. For example, when an audio file is ed from a handheld device through the IntelliScript Digital Voice Recorder program, the patient associated with that audio is not recognized in the EditScript system until you listen to the file and specify the patient name.

Temporary numbers The EditScript system requires that patient records for your institution contain non-blank, distinct medical record numbers. In the event that some or all of the patient data is missing or unknown, we will automatically generate temporary numbers for MRNs and/or patient numbers. For instance, if you provide a patient name but not an MRN when transcribing a dictation, EditScript MT will generate a patient record with a temporary MRN consisting of the letter “T” and the dictation ID (T + DictationID). If you were to provide the MRN but not a patient name, the system will search by the MRN and, if found, will automatically link the

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dictation to the patient associated with that MRN. When the MRN cannot be found, a new patient record will be generated with the MRN you provided and a name of “Person, Unknown.”

Note: “T” is the default character used in temporary numbers. Your institution can request to change this letter if it conflicts with existing medical record numbers.

Creating temporary numbers in EditScript MT When a dictation first enters the system, the MRN will appear as “Unknown” if it was not specified during dictation. If you do not modify the “Unknown” MRN during transcription, a temporary number will be generated when the report is ed. A temporary number can be generated in EditScript MT for either of the following scenarios below:

• •

MRN is “Unknown” - When an MRN of “Unknown” is specified for a dictation, assign a Patient Name. This will automatically generate a temporary MRN and assign it to the dictation. Patient Number (visit code) not listed - When the patient number is not listed in the visit grid, you can press CTRL+T to select a temporary visit for the dictation.

ing pre-filled header information The speech recognition process allows for certain patient data to be entered automatically based on information that is entered by the dictating clinician. Because this information appears in the EditScript MT header when the dictation is ed, this is commonly known as prefilling the header. The pre-fill procedure is optional, and the parameters by which it is configured can be customized by your institution (see the examples to follow). For institutions that pre-fill patient information, it is important for transcriptionists to the pre-filled data to make sure it is accurate, and to ensure that the prefill procedure(s) that has been configured for your institution is working properly. In order to this data, you first have to know exactly what data is being pre-filled. It is important for your transcription manager to clarify this with the transcription staff so that you are aware of what to look for. In any case, it is good practice to that the MRN and Numbers in any dictation are accurate. In the following examples, one institution has configured their pre-fill procedure so that the Number is entered automatically when the dictating clinician enters a patient’s Medical Record Number (MRN) through IntelliScript, the program that receives and routes dictations by telephone (Example A), and another has configured their pre-fill procedure so that the Date of Service is automatically entered when the dictating clinician enters the Number (Example B).

Note: Some institutions require clinicians to enter both the MRN and Number during dictation, in which case it would not be necessary to pre-fill either field.


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Example A: The clinician dictates in IntelliScript, and enters the patient’s MRN.

The Number, configurable by Patient Class and/or Work Type, is pre-filled with the most recent patient visit.

The transcriptionist verifies that the Number (most recent patient visit, in this example) is accurate when she edits the dictation in EditScript MT.

1 2 3

Note: By default, the most recent patient visit must be within the last 28 days. This number is configurable. If the system cannot find a patient visit within the specified number of days, no pre-filling will occur.

Example B: The clinician dictates in IntelliScript, and enters the patient’s Number.

The Date of Service is automatically pre-filled with the Date Dictated (date on which the dictation was made).

The transcriptionist verifies that the Date of Service (date of dictation, in this example) is accurate when she edits the dictation in EditScript MT.

Switching header formats by work type EditScript MT allows you to switch from one header format to another based on the selected work type; for instance, from Endoscopy Report to Radiology, as shown in the following example.

Steps: 1

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From an open dictation, press ALT+E to enter the header.


1 2 3


2

Press ALT+W to jump to the Work type field. The drop-down box will automatically expand when you start typing in the field.

3

Using the arrow keys, navigate the list of work types and press ENTER to select a different work type (Radiology in this example).

4

Press ALT+O to select the Confirm button. A warning appears.

5

To continue and change the header format, press ENTER, or click Yes. To cancel the operation and leave the original header format, press TAB, then ENTER (No), or click No.

Editing date fields The header may include date fields such as Procedure Date and Service Date. The date’s format is divided into three sections: month, day, year (mm/dd/yyyy). Use the left and right arrow keys to move from one section to the next, and then the up and down arrows to increase or decrease the value.

Tip: To enter today’s date, press t. You can also use a calendar to select the date. Press ALT+down arrow. Then use the right or left arrows to highlight the correct date. Press ENTER.

Editing the visit grid The visit grid lists all visits associated with the patient’s MRN. In order for the dictation to be ed, one of the visits in the grid must be checked. By default, the most recent visit is selected. If this is not the correct visit for the dictation, you must search for and choose the correct visit. In addition, you may need to edit some of the fields in the visit grid.


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Selecting a visit In order to the dictation that you are working on, a visit must be selected from the visit grid.

Steps: 1

Press ALT+E to enter the header.

2

Press ALT+V to enter the visit grid.

3

Use the up and down arrows to navigate through the grid. When any cell in the line that you would like to select is highlighted, press the Spacebar. A checkmark appears next to the visit that you selected. In the last line of every visit grid, there is a ‘T’, representing a temporary visit. Select this visit (CTRL+T) if you cannot find the correct visit.

4

Press ALT+O to confirm your changes.

Editing a field in the visit grid The fields in the visit grid with a yellow background can be edited. When you start typing in one of these fields, EditScript MT will launch another dialog, from which you can select the desired information (e.g., a date or a name). Once you have edited a field, it turns green. The steps below describe how to edit the information in the visit grid.

Steps: 1

Press ALT+V to enter the visit grid.

2

Use the arrow keys to navigate through the grid and select the grid cell that you would like to edit.

Note: You cannot edit white cells. 3

If you would like to clear the value in the cell, press F3. If you would like to edit the value in the cell, begin typing.

4

Depending on the type of cell that you are editing, different types of dialogs may appear: If you are editing a date field, a calendar dialog appears. Use the direction arrows to navigate through the calendar. When you have found the correct date, hit ENTER. If you are editing a name field, the header screen disappears and is replaced by the screen. Use the screen to edit the name of a clinician in the visit grid. In the Enter Name field, enter the last name you wish to search for in the scroll list

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(partial names are allowed) or scroll the list of s using the up and down arrow keys.

Note: The first letter of your search will be lost when the screen appears. Be sure to re-type the letter so the search will be accurate.

To add a , select the name and press ENTER to insert it into the selected s field. To create a new entry, TAB to highlight the Create New Entry button, then press ENTER. The Create dialog appears, through which you can specify the information. To remove a name from the Currently Selected s box, select the name, TAB to highlight the Delete Selected Entry button, then press ENTER.

5

Once you are finished in the screen, press ALT+O to apply the name listed under Currently Selected s. The background of the cell should now be green. If you would like to return to the original value in the cell, press ESC.

Note: You can add only one name to each of the name fields in the visit grid. 6

Press ALT+O again in order to confirm the changes that you made. Press ALT+R if you want to reset all values in the header to their original state.

Adding (CC) information to the header It is often necessary for you to manually add carbon copy (CC) information to the header. To do this, follow the steps below.

Steps: 1

Press ALT+C. The header screen disappears, and is replaced by the Select List Entries screen.

2

In the Enter name field, enter the name of the you wish to search for (partial names are allowed), or scroll the list of s using the up and down arrow keys.


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3

To add a , select the name and press ALT+A or ENTER to insert it into the Currently Selected s field.

4

Press ALT+O to exit this screen. The name(s) you selected appear in the CC: field beneath the header.

Removing a selected entry: 1

Press ALT+C.

2

To remove a from the Currently Selected s list, select the name using the up/down arrows.

3

Press ALT+D. Or press TAB to highlight the Delete Selected Entry button, then press ENTER. The name is removed from the list.

Creating a new entry: If a to be added is not in the search list, you can add it using the procedure below. Depending on your institution’s settings, this may cause the document to automatically pend. If it does, an EMon will add any additional information about the and decide whether to permanently add the to the search list (see below for more information).

1

Press ALT+C.

2

To create a new entry, press ALT+R. Or press TAB to highlight the Create New Entry button, then press ENTER.

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The Create new entry dialog appears.

3

Enter information for the .

4

Press ALT+O to create the entry and close the dialog. The new appears in the Currently Selected s list.

5

Press ALT+O. The name(s) you added appear in the CC: field beneath the header.

Note: This will only appear in this document. It will not be available to other s when they search the list. To add a to the system, an EMon must check the ‘Add to clinician list’ check box when reviewing the dictation, if it has pended. See the ‘Managing Dictations’ chapter of the EMon Guide for more information.

Expanded CC: list search Turning on the More ways to Search CC List feature provides additional search functionality, including searching by clinician specialty and using multiple fields to search for a clinician.

Note: This feature must be activated in EMon. Select Application Features from the Tools menu, and check the box for More ways to Search CCList. Restart EMon. The expanded CC list search allows you to search for clinicians in the list by any combination of last name, first name, specialty, street address, city, state, or zip code. As you type information into the search fields, the list of results will become increasingly shorter.


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For example, to search for a clinician whose last name begins with ‘m’ and whose specialty is cardiology, you could enter ‘m’ in the Last Name field and ‘c’ in the Specialty field. The list would display results for all s whose last name begins with ‘m’ and whose specialty begins with ‘c’. To filter the results even further, you could enter ‘ca’ in the Specialty field. The more information you enter, the narrower and more accurate the results.

Steps: 1

Press ALT+C. The header screen disappears, and is replaced by the s List screen. The top section of the s list contains the search fields. This is where you enter criteria for searching. Below the search fields is the results grid. It shows the results of your search.

Search Fields

Results Grid

2

Enter search criteria for as many search fields as you want. The more you enter, the shorter the list of results. Use the TAB key or the right arrow (>) to move to the next search field. Press SHIFT+TAB to move to the field located directly to the left. Press CTRL+UP (arrow) to select the last visited field. You can also press ALT+SHIFT+[the column number] to go directly to a search field (column). The fields are numbered from left to right, starting with number 1 for Last Name.

Note: The Street Address field searches on the street name, not the number. 3

When you finish entering criteria, press the down arrow to enter the results grid.

4

Select the you want to add to the list. Use the up and down arrow keys to scroll up and down the s list. CTRL+HOME moves the cursor to the first row of the results grid. CTRL+END moves the cursor to the last row.

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5

Press ALT+A or ENTER to insert the into the Currently Selected s field or click the Add Selected Entry button.

Currently Selected s 6

Perform another search or press ALT+O to exit this screen. The name(s) you selected now appear in the CC: field beneath the header.

Removing a selected entry from the list: 1

From the s List screen, press CTRL+DOWN (arrow) to enter the Currently Selected s field. The first entry will be selected. Use the up or down arrows to select the name you want to delete.

2

Press ALT+D or DELETE. Or press TAB to highlight the Delete Selected Entry button, then press ENTER. The name is removed from the list.

Creating a new entry: If a to be added is not in the search list, you can add it using the procedure below. Depending on your institution’s settings, this may cause the document to automatically pend. If it does, an EMon will add any additional information about the and decide whether to permanently add the to the search list (see below for more information).

1

From the s List screen, press ALT+R. Or press TAB to highlight the Create New Entry button, then press ENTER. The Create new entry dialog appears.

2

Enter information for the . First Name and Last Name are required fields.

3

Press ALT+O to create the entry and close the dialog. The new appears in the Currently Selected s list.

4

Press ALT+O. The name(s) you added appear in the CC: field beneath the header.

Note: This will only appear in this document. It will not be available to other s when they search the list. To add a to the system, an EMon must check the ‘Add to clinician list’ check box when reviewing the dictation, if it has pended. See the ‘Managing Dictations’ chapter of the EMon Guide for more information.


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Sorting the s list Each search field (column) can be sorted by typing CTRL+[the column number]. To move directly to a specific column, press ALT+SHIFT+[the column number]. The fields are numbered from left to right, starting with number 1 for Last Name. For example, to sort on specialty, you would press CTRL+3. You could also press the left mouse button from within the search field heading as an alternate way to sort. The column will toggle between ascending and descending order.

Note: The shortcuts for sorting are displayed in the status bar. Column Numbers

Header shortcuts The following lists the shortcuts available from within the header.

SHORTCUT

DESCRIPTION

ALT+E

Toggles the text cursor between the header and the document.

ALT+SHIFT+E

Reduces the size of the header, allowing you to see more of the dictation workspace (press ALT+E to expand it again).

ALT+P

Moves the text cursor to the Patient Last Name field.

ALT+M

Moves the text cursor to the MRN field.

ALT+W

Moves the text cursor to the Work type field.

ALT+K

Moves the text cursor to the Speaker field.

ALT+D

Moves the text cursor to the Procedure Date field.

ALT+S

Launches the patient information search dialog.

ALT+H

Launches context-sensitive Help.

ALT+O

Confirms any changes made in the header.

ALT+R

Resets the fields in the header to their original state.

ALT+B

Moves the text cursor to the Business Entity field.

ALT+C

Launches the list dialog so that you can search for and add s to the dictation.

ALT+V

Moves the text cursor to the Visit Grid.

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Editing Dictation Text In addition to the standard text cursor that appears in a ed dictation, a second cursor is displayed when you play the audio file associated with a voice recognized dictation. This is the Voice Cursor, a red rectangle that highlights each spoken word. This feature allows you to visually keep pace with the dictation audio, and can be used to indicate the general location of errors.

Voice and text cursor shortcuts Using the two cursors (text and voice) and the dual-cursor keyboard shortcuts, you can make edits to dictation text quickly and easily, without having to stop or pause the dictation audio. Use of this feature in addition to the text cursor has been proven to increase editing speed dramatically.

Move the text cursor to the voice cursor Use this shortcut to move the text cursor to the word currently outlined by the red voice cursor. For instance, if you hear a mistake in the text, press ALT+K to jump the text cursor to the word being spoken. The word will highlight automatically, allowing you to make any necessary edits. If you react late, and the voice cursor moves beyond the word you wish to edit, use the CTRL+left arrow shortcut once or twice to return to the word.

•

Press ALT+K. Or

•

Click Editing> Move Text Cursor to Red Voice Cursor from the EditScript MT toolbar.

Move the voice cursor to the text cursor Use this shortcut to move the voice cursor to the current location of the text cursor. This is useful for rewinding or fast forwarding to a specific word. For example, a clinician might say a word that you cannot understand, but later in the dictation, says something that clarifies the word. Instead of rewinding the dictation with your foot pedal, you can move your text cursor to the word and press ALT+SHIFT+K. Since the voice cursor is tied to the dictation audio, the audio begins at the location of the voice cursor.

•

Press ALT+SHIFT+K. Or

•

Click Editing> Move Voice Cursor to Text Cursor from the EditScript MT toolbar.

To return to the location where the voice cursor was before you moved it, move your text cursor there and press ALT+SHIFT+K again.

Rewind the voice cursor by one word at a time Use this shortcut to rewind the voice cursor from the current location. The voice cursor will highlight each individual word in the rewind path. When the voice cursor returns to the spot in the audio you would like to hear, simply use the ALT+A shortcut to play the audio starting at that point. You can also do the same operation using the Rewind option on the foot pedal.


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•

Press ALT+G. Or

•

Click Audio> Rewind from the EditScript MT toolbar.

Forward the voice cursor by one word Use this shortcut to move the voice cursor forward from the current location. The voice cursor will highlight each individual word in the forward path. When the voice cursor reaches the spot in the audio you would like to hear, simply use the ALT+A shortcut to play the audio starting at that point. You can also do the same operation using the Forward option on the foot pedal.

•

Press ALT+F. Or

•

Click Audio> Fast Forward from the EditScript MT toolbar.

Basic editing shortcuts Below are the basic editing shortcuts available in EditScript MT.

Navigate by word or paragraph Use the CTRL and arrow direction keys to navigate the dictation text one word at a time, or to jump to the beginning or end of a paragraph.

•

CTRL+LEFT ARROW moves the text cursor to the left word-by-word.

•

CTRL+RIGHT ARRLOW moves the text cursor to the right word-by-word.

•

CTRL+UP ARROW moves the text cursor to the beginning of the current paragraph.

•

CTRL+DOWN ARROW moves the text cursor to the line below the current paragraph.

Insert a period This shortcut saves keystrokes when adding a period at the end of a sentence. It inserts the period, and then automatically ensures that there are two spaces after the period and then capitalizes the first letter of the first word in the next sentence. To use this command, the text cursor must be in the last word of the first sentence, or in the space between the two sentences.

•

Press ALT+(.) period. Or

•

Click Editing> Insert Period from the EditScript MT toolbar.

Insert a comma To insert a comma at the end of the word where the cursor is currently positioned:

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•

Press ALT+(,)comma. Or

•

Click Editing> Insert Comma from the EditScript MT toolbar.

The text cursor does not have to be where you want the comma inserted. If you use this shortcut while the text cursor is in the middle of a word, the comma will automatically be placed at the end of that word.

Insert a colon This shortcut inserts a colon, ensures that there are two spaces after the colon, and then capitalizes the first letter of the first word following the colon. To use this command, the text cursor must be in the last word before the colon, or in the space between the last word before the colon and the first word after the colon.

•

Press ALT+SHIFT+(:) colon. Or

•

Click Editing> Insert Colon from the EditScript MT toolbar.

Capitalize all occurrences of a word To capitalize the selected word and all occurrences of that word throughout the document:

•

Press ALT+L. Or

•

Click Editing> Capitalize First Letter from the EditScript MT toolbar.

The text cursor does not have to be at the beginning of the word you want to capitalize. If you use this shortcut while the text cursor is in the middle of a word, the first letter will be capitalized automatically.

Make all occurrences of a word lowercase To make the selected word lowercase, as well as all occurrences of that word throughout the document:

•

Click ALT+SHIFT+L. Or

•

Click Editing> Lowercase First Letter from the EditScript MT toolbar.

The text cursor does not have to be at the beginning of the word you want to make lowercase. If you use this shortcut while the text cursor is in the middle of a word, the case of the first letter will change automatically.

Edit the header Use the ALT+E shortcut to edit the header through the Edit Header Information dialog. For more information on headers, see Editing Header and Information on page 122.


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Edit the list Use the ALT+C shortcut to edit the list. For more information, see Adding (CC) information to the header on page 129.

Inserting names directly into the text Clinicians will often refer to another clinician, or , while dictating. When the is not known, or if you are unfamiliar with the spelling of the ’s name, you can search for and insert the proper directly from EditScript MT.

Steps: 1

In EditScript MT, position the text cursor where you want to insert the . Press ALT+I or click Editing> Insert Name from the EditScript MT toolbar. The Select List Entries dialog appears.

2

Enter the name of the you wish to search for in the Enter name field (partial last names are allowed) or scroll the list of s. Select the name, then press ENTER or ALT+O to insert the selected name at the current location of the text cursor. To delete the inserted , highlight it in the text and press CTRL+Z.

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Inserting Normals A normal (template) is a text document that typically contains text that is common to multiple reports. During dictation, the clinician may instruct the transcriptionist to use a specific normal when they transcribe the report. Normals can be easily inserted into a document using the Insert Normal feature in EditScript MT. EditScript MT features two different interfaces for selecting and inserting normals. In addition to the default interface (see Default method of inserting normals on page 139) used in previous versions, a new, more streamlined web interface is now available. Through the new interface (see Normals Chooser method on page 142), you can easily search for, display, and insert normals from a window called the Normals Chooser. The Normals Chooser interface is a new feature and must be enabled through EMon by your EMon before it can be used in EditScript MT.

Default method of inserting normals Follow the steps below to insert normals via the default method. For instructions on enabling and inserting normals via the new method, see Normals Chooser method on page 142.

Steps: 1

From EditScript MT, press ALT+M or click Editing> Insert Normal from the EditScript MT toolbar. The Template dialog appears. Templates residing in the default directory will appear above the Load Template button. To look in another directory, type (or paste) a new directory path in the Address field near the top of the dialog, then click Go.

2

To select a template, start typing the template’s name, then press ENTER to select it, or click the down arrow to view the list of templates. Select the one you want and click Load Template. Usually, you will know which templates to insert based on the clinician’s instructions. For instance, if you saw the text, “Insert my anterior compartment mesh needle procedure normal here,” in the dictation draft, you would look for and insert the Anterior compartment mesh needle template. A File confirmation dialog appears (unless you had un-checked the ‘Always ask before opening this type of file’ setting).

3

Press the TAB key until Open is highlighted, then press ENTER.


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The template you selected will appear in the Template window.

4

Review the template content to confirm that it is appropriate. To insert the template into the report as is, press ENTER (Yes). To make edits to the template before inserting it, or to go back and select a different template, press TAB once so that the No button is highlighted, then press ENTER. To navigate the Template dialog window, use the left and right arrows at the top-left of the window.

When the template is inserted into the report, its content will appear at the current location of the text cursor. Some templates may contain fields with two question marks (??). This is placeholder text, meant to be replaced by an actual value during the editing process. Use ALT+R to quickly jump from one set of question marks to the next, ensuring you do not miss any values that must be added.

Opening templates in same window as EditScript MT Note: When you attempt to insert a template, it must open in the same window as EditScript MT. If your PC is not configured to do this, follow the steps below:

Steps:

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1

In Windows Explorer (e.g., open the Start menu and click on My Computer), click on the Tools menu.

2

Select Folder Options.

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Click on the File Types tab in the dialog that appears.

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Under ed File Types, scroll to find Microsoft Word Document (DOC).



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Click Advanced.

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In the Edit File Type dialog, make sure that the Browse in same window setting is checked.


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Normals Chooser method The Normals Chooser interface allows you to easily search for, preview, and insert normals into your transcriptions. The chooser is a web interface that is pre-populated with normals that match information (e.g., business entity, speaker, work type) in the header of the current dictation. You can also search for a normal if you know its specific name.

Note: In the event your network connection is lost, EditScript MT will display the following message when ALT+M is selected: “EditScript has encountered communications errors while searching for applicable templates for this dictation. You will now be redirected to a dialog allowing you to search for templates without an internet connection.” You will then be redirected to the default version of the template interface. See Default method of inserting normals on page 139. In order to use this method, it must first be enabled in EMon by your EMon . If you are an EMon , follow the instructions below to enable this interface.

Steps for enabling the Normals Chooser interface through EMon: 1

In EMon, click Tools.

2

Click Application Features.

3

From the Application Features window, click to choose Use new template chooser interface under EditScript/Client.

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Click OK.

Steps for inserting a template via the Normals Chooser interface: 1

In EditScript MT, position your text cursor where you want to insert the template. Press ALT+M or click Insert Normal from the Editing menu. The Normals Chooser window appears. If the Always show ALL check box is selected (the default), any normal with an ALL value for the criteria in the dictation’s header will appear in the results list. For example, if the Speaker field has the name ‘Smith’ in it, all normals associated with Speaker Smith and all normals with an ALL value for Speaker would be returned. If Always show ALL is not checked, the chooser shows only normals matching the values for Business Entity, Speaker, and Work Type that are in the dictation’s header. To change any of these values, TAB to the appropriate search field and start typing. Press ENTER to select the new value. If more normals are available than can be displayed, click Next or Back to toggle through the pages. To broaden the list of templates, set the Work Type, Speaker, Business Entity, and Order Type search criteria to ALL. For example, setting the Work Type value to ALL will search for all normals with an ALL value for Work Type.

Note: The ‘Always show ALL’ check box is selected by default. To change the default setting on an institution-wide level, see ‘Institution Settings’ in the EMon Guide. For institutions with many normals, setting this option to ‘No’ will limit

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the initial viewing of normals and make it easier for MTs to find the normal they are looking for.

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Use the down arrow to highlight the template you want to insert.

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If you want to preview the template before inserting it, press ALT+P. During preview, the body of the normal appears in a separate window, from which you can insert the normal directly into the dictation.

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To insert the normal from the Normals Chooser or Preview window, press ALT+I. The normal text is inserted into the document at the current location of the text cursor. Some templates may contain fields with two question marks (??). This is placeholder text, meant to be replaced by an actual value during the editing process. Press ALT+R


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to quickly jump from one set of question marks to the next, ensuring you do not miss any values that must be added.

Note: When you attempt to insert a template, it must open in the same window as EditScript MT. If your PC is not configured to do this, follow the steps in Opening templates in same window as EditScript MT on page 140. If you cannot locate the appropriate normal, press ALT+L or click Cancel to return to the document.

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Pending a Dictation While editing or transcribing a document, you may encounter certain issues you cannot resolve; for example, the clinician’s voice is inaudible, their speech difficult to understand, or you simply do not have all of the information that is needed for the report to be completed. In such an instance, it is necessary to complete as much of the document as you can, and then send it for review. This is known as pending a document. When a document is pended, it is essentially put on hold, and cannot be completed until the cause(s) for the pended state is resolved and the document is manually un-pended. To manually pend a document through EditScript MT, follow the steps below.

Steps: 1

From an open dictation in EditScript MT, press ALT+Y or click Utilities> Add Pending Note from the EditScript MT toolbar to display the Pending Note dialog.

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Enter a pending note. In this example, the note “No text in document” has been entered. To clear text from the Pending Note field, press ALT+R, or click Clear Pending Note.

ALT+R 3

ALT+O

ALT+L

To save the pending note you have entered, press ALT+O or click OK. To cancel the operation, press ALT+L or click Cancel. You can open and modify the pending note as often as necessary until you the dictation. Once ed, it will enter the pended queue.

Understanding auto-pend messages Your transcription manager or can configure the system through EMon so that documents will pend automatically based on a set of parameters, known as validation rules.


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Note: You must have permission to Pending List Management mode in EditScript MT in order to view and resolve documents in the pending list. Below is a list of the standard scenarios that will cause an ed document to pend automatically.

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Patient is an Unknown Person

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Missing HL7 Data at Time

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Invalid Orders Selected

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No Service Date has been Specified

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Validation Error: Surgery Date or Visit Date Not Correct

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Unsuccessfully attempted to change Patient Name: from LastName, FirstName to OtherLastName, OtherFirstName

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No patient visit selected

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No text in document

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Speaker is an unknown person

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Medical Record Number (MRN) is unknown, No Medical Record Number (MRN) selected

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Work type is unknown, Work type has not been set by the transcriptionist

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Service date does not match visit it and discharge dates

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Business entity/work type code has not been configured

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Document text contains one or more blanks (5 underscores or more)

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Document text contains three or more blanks (5 underscores or more)

Note: In most cases, a blank in EditScript MT is defined as 5 (or more) underscores. If 10 underscores are used for one blank, the system sees it as two blanks.

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More than a specific amount of blanks found in document

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Business entity export code has not been configured

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Work type export code has not been configured

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There is already a dictation associated with that order number

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No g physician selected, No attending physician selected

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Medical Record Number (MRN) is a temporary, system-generated value

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Patient number is a temporary, system-generated value

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Associated order has inappropriate status

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Associated orders have incompatible status

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No business entity selected

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The business entity export code does not match the facility code in the associated patient visit

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The document must be pended at least once

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The document text is always pended

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Associated orders have different order groups

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No associated order selected


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Splitting a Dictation In the event that a voice file contains multiple dictations, EditScript MT allows you to split the dictation, creating multiple reports, each with a unique ID. The process by which you split a dictation will depend on whether or not the dictation has gone through the speech recognition system. To split a dictation, follow the appropriate set of steps below.

Note: You cannot split a dictation at the end of an audio file.

Splitting a speech-recognized draft Follow the steps below to split a draft that has been processed through speech recognition.

Steps: 1

Navigate the text cursor to the end of the first report.

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Press ALT+SHIFT+6 or click on the Split Dictation toolbar icon

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Note: In order to use the ALT+SHIFT+6 shortcut, it must be enabled in your EMon eScriptionist profile by an . 3

The text above the text cursor position will highlight, and a message prompt will appear. To split the dictation at the current location, press ENTER (Yes). To go back and select a new position for the split, press the TAB key so that No is highlighted, then press ENTER.

When Yes is selected, a request is made to the server to complete the split. It is possible for this request to time out. When this occurs, you will be prompted to either wait longer for the request to be completed, or cancel the operation. For more information, see Understanding split request time-out on page 149.

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When Yes is selected, and a time-out does not occur, EditScript MT will the highlighted portion of the split and assign it the dictation ID of the original dictation. All of the text below the split will remain as part of the next dictation. You can then continue making edits, if necessary.

Note: The header and CC information must be edited for each dictation.

Splitting a non-recognized dictation Follow the steps below to split a dictation that has not been speech-recognized.

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Steps: 1

Stop typing when you reach the point in the dictation where the second part begins, and stop the audio at the same place.

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Press ALT+SHIFT+6 or click on the Split Dictation toolbar icon

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Note: In order to use the ALT+SHIFT+6 shortcut, it must be enabled in your EMon eScriptionist profile by an . 3

A prompt appears, asking you to confirm that you would like to split the dictation at the current point in the audio. Click Yes to continue. EditScript MT will the current split segment (first half) and set up the next. Click No to cancel the operation and return to the document.

When Yes is selected, a request is made to the server for the Dictation ID of the segment being split. It is possible for this request to time out. For instructions on what to do when this occurs, see Understanding split request time-out on page 149. If you attempt to move the audio progress before or after the precise point where a dictation was split, a prompt will appear asking you to confirm the action. This prompt will only appear once per dictation. Selecting Yes will tell the system to assume that you want to move the location of the audio during the next occurrence.

Tip: You cannot type the entire report and then split it. You do have the option to type the entire report, then cut (CTRL+X) the second part. After the first part s, paste and complete the second part.

Understanding split request time-out When you attempt to split a dictation, you are prompted to confirm that the action is indeed what you want to do. When you select Yes from this prompt, a request for a DictationID for the next section of the split is sent to the EditScript server. If this request takes longer than the number of seconds specified in your EditScript Profile> Transcription page (20 seconds, by default), a second prompt appears, asking whether you would like to wait longer for the request to be completed. When No is selected, EditScript MT will get the next dictation in your workqueue. Later, when EditScript MT successfully retrieves the data necessary to split the dictation, it will it and retrieve the next section of the dictation for your workqueue.


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There are multiple scenarios that could occur depending on the situation and the selection (Yes or No) that is made from this prompt. These scenarios are described below.

SCENARIO

RESULTS

The request fails before the prompt appears.

A warning message appears, and the next dictation in your work queue is loaded in EditScript MT. The dictation being split is ed and automatically pended. If this dictation was speech-recognized, text is inserted into the dictation at the point of the split warning the next that a split was attempted.

The SplitID (DictationID of the next split segment) is returned after the prompt appears, but before you answer the prompt. You then answer No.

The document that was created as a result of the split is loaded in EditScript MT as the next document. The start point of the audio is indicated in the Status bar (lower right).

You answer No to the prompt and the SplitID is returned successfully.

The next dictation in your work queue is loaded in EditScript MT, and the document that was created as a result of the split is added to your work queue once the split request is returned successfully.

You answer No to the above prompt and the split request returns with an error.

If the SplitID is returned successfully, the document that was created as a result of the split is unlocked, and the original dictation is ed in EditScript MT. If the SplitID is not returned successfully, the original dictation is ed and pended. If this dictation was speech-recognized, text is inserted into the dictation at the point of the split warning the next that a split was attempted.

You answer Yes to the above prompt.

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You will be prompted again when the wait for the SplitID sures the number of seconds that is specified in your EditScript Profile (20 seconds, by default).



Creating a Report without Audio EditScript MT allows you to create transcriptions from sources other than the dictation audio file, such as paper records or cassette tapes. This is useful when a clinician requires a report of some kind, but is not able to dictate the report through the usual workflow. The creation of a report in this manner requires that you transcribe the document from beginning to end (straight transcription) from whatever resource you have. When you create a dictation without audio, EditScript MT assigns it a unique dictation ID for tracking like all other documents in the system.

Note: Lines in a dictation created without audio are counted as typed lines for billing and payroll purposes.

Steps (with no documents open): 1

In EditScript MT, press ALT+SHIFT+7 or click on the Create New Document with No Dictated Audio toolbar icon .

Note: In order to use the ALT+SHIFT+7 shortcut, it must be enabled in your EMon eScriptionist profile (Create Dictation Has Shortcut option) by an . EditScript MT will create a new document. At the bottom of the EditScript MT interface, you will notice the following status message: Creating new dictation. The document is assigned a new dictation ID. Once the new dictation has been created, it is assigned a unique dictation ID.

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Type the dictation text from whatever dictation source has been provided to you.

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To and create another dictation without audio, press ALT+SHIFT+8 or click on the and Create Dictation toolbar icon

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Note: In order to use the ALT+SHIFT+8 shortcut, it must be enabled in your EMon eScriptionist profile (Create Dictation Has Shortcut option) by an . 4

To the new dictation and a dictation from your queue (standard retrieval), press ALT+U or click Dictations> Current Dictation and Get Next Dictation from the EditScript MT toolbar.

Steps (from an open document): 1

Click on the and Create Dictation toolbar icon document and create a new dictation without audio.

2

Type the dictation text from whatever dictation source has been provided to you.

3

To and create another dictation without audio, click on the and Create Dictation toolbar icon.

4

To the new dictation and a dictation from your queue (standard retrieval), press ALT+U or click Dictations> Current Dictation and Get Next Dictation from the EditScript MT toolbar.


to the current

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Addenda and Amendments When you listen to a dictation, you may hear the speaker mention that it is a modification to a previous dictation. When this occurs, depending on the status of the original dictation (i.e., whether it has been signed or not), you can either edit it directly or transcribe the new dictation and link the two. When the original document to which the clinician is referring has not been signed, it can be amended to include the corrected text. When the original document has been signed, it can no longer be edited. In this scenario, you must transcribe or edit the new dictation and link it to the original document as an addendum.

Note: This functionality is optional. Your institution may choose to continue using the previous method by which the original and newer dictation are transcribed as two separate documents.

Searching for a previous dictation Once you hear that a dictation is a modification or addition to an earlier dictation, you can search for the original dictation. You will not know whether you can amend the document directly or whether you will need to create an addendum until you find the original document (and see whether it has been signed yet).

To search for a dictation: 1

Press ALT+SHIFT+A or select Show Amendment Dialog from the Dictations menu. The Search for Dictations to Link dialog appears. All dictations with an MRN matching the current dictation are listed. Focus is automatically in the results grid.

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You can perform a manual search using the following criteria: Speaker’s Last Name, Speaker Code, Patient Name, Patient MRN, Visit Code, Visit Start, and/or Visit End.

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* indicates that information has been removed to protect privacy

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Use the arrow key to move from one document to the next. When you find the correct document, press ALT+V or click View Document. When you view the document, the system determines whether it has been signed yet, and offers you the appropriate option (i.e., amend or create an addendum) accordingly. (If the Date Signed field is empty it is unsigned.)

Tip: If you leave the search results grid and wish to return, press ALT+R. Note: You may not be able to view all the documents listed, depending on their statuses. For instance, you cannot view documents with a Ready for Editing status.


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If the original dictation has not been signed, the Amend This Document With The Current Dictation dialog appears. Follow the instructions below for amending an earlier dictation.

If it has been signed, the Link This Document To The Current Dictation dialog appears. Follow the instructions below for creating an addendum.

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To amend an earlier document: 1

From the Amend This Document With The Current Dictation dialog, ensure that the displayed document is the correct one and press ALT+A or click Amend. The document is ed for you to edit. Note that while you will be viewing the original document, the audio you hear will be that of the amendment.

Note: When the system s the original dictation, it also links the new dictation to it. The newer dictation simply exists in the system to keep track of the amendment audio. There is no text associated with it. 2

Listen to the audio and modify the document as necessary.

3

the modified document using the standard methods. See ing a completed report on page 115.

To create an addendum: 1

From the Link This Document To The Current Dictation dialog, ensure that the displayed document is the correct one.

2

Because the original document is signed, you cannot it and modify it. Instead, you must link the new and the original dictation. Press ALT+K (or click Link) to link the dictations or press ALT+I (or click Link and Insert) to link the dictations and insert the text of the original into the newer dictation.

Note: Neither option will be available when the document you select is a signed addendum to another document, or when it already has an unsigned addendum (as only one unsigned addendum is allowed at one time for a single parent document). If you encounter a second addendum in EditScript MT for a document that already has an unsigned addendum, simply pend the second addendum. It will then need to be reset to Ready for Edited Transcription or Ready for Transcription once the first addendum is signed. The two dictations are linked in the system, and you are returned to the dictation you were working on. Note that the header fields are filled with the properties of the original dictation.

3

Edit (or transcribe) the dictation as normal.

4

the dictation using the standard methods. See ing a completed report on page 115.

Taking a break from EditScript MT There are a couple of ways to take breaks while working in EditScript MT. The length of your break will determine which method to use.

Viewing dictations in your queue Before taking a longer break, the first thing you should do is check your queue to help determine when would be a good time to take a break. It is best to view your queue when you do not have a dictation on your screen.

Steps: 1

Press ALT+SHIFT+U to your current dictation without ing another.


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2

Press ALT+Q. The work queue appears, showing the dictations that are ed and Checked Out to you.

3

View the length of the dictations, priority, and status to determine when to take a break.

4

Press ALT+E to close the queue.

Taking a longer break (or ending the workday) To take a long break, or to close out of EditScript MT for the day, you must first finish the dictation you are currently working on.

Steps: 1

Press ALT+SHIFT+U to the dictation, and not another.

2

Click the X in the upper right corner of your screen to exit EditScript MT. This will release the dictations in your queue, and send them back to the general work queue.

Taking a shorter break If you will be taking a short break, you can use EditScript MT’s Pause feature. This feature stops the lines per hour meter for the dictation you are currently working on. While paused, the dictation is locked on your screen, and the dictations in your queue remain ed and Checked Out to you.

Steps: 1

Click Utilities> Pause EditScript and Transcription Timer. The Paused dialog will appear. It shows a running clock, indicating how long EditScript MT has been paused in hours, minutes, and seconds (hh:mm:ss).

2

To resume editing, press ALT+R, or click the Resume Editing button.

Inactivity timer When EditScript MT has been idle for a specified amount of time, a dialog will appear, warning you that EditScript MT will shut down in 5 minutes. This feature ensures that all completed documents will be ed properly in the event that you step away and leave EditScript MT running on your computer. It is also an important security measure. Because you work with private and confidential information in EditScript MT, it is important to prevent others from accessing the information when you are away from your computer. To set the length of idle time that will elapse before the warning dialog appears, eScription .

Example: In the example below, EditScript MT has been inactive for 0.5 hours. If the selects Cancel before the shut down timer reaches 00:00:00, the timer will reset. If this time runs out before Cancel is selected, EditScript MT will automatically close.

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To return to EditScript MT and reset the inactivity timer, select Cancel before this timer runs out.

Tip: If you do need to leave EditScript MT in a hurry, and cannot finish your current dictation, the best practice is to click the X in the upper right corner of your screen. Your work on the current dictation will be lost, but the dictations in your queue will be returned to the general work queue. When you exit this way, a message will appear asking if you are sure you want to exit. Click Yes.


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Viewing your Transcription Metrics EditScript MT allows you to view a log of your completed transcriptions for a specific date range. In addition, you can view your Median and Average Lines-per-hour metrics for both edited and typed documents, as well as an analysis of what productivity-enhancing EditScript MT features you used within the set date range. This information can be printed directly from the Metrics dialog that appears when the feature is selected. To view and print your transcription metrics, follow the steps below.

Note: EditScript MT begins counting time only when a document is open on your screen.

Steps: 1

From EditScript MT, press ALT+X or click Utilities> Transcription Metrics from the EditScript MT toolbar. The Enter Date Range dialog appears. It defaults to today’s date.

2

Specify a Start and End date for the date range, using the arrow keys to navigate between the month, day, and year columns. You could also click on the downwardfacing arrow to right of each field and select a date from the fly-out calender that appears.

ALT+O 3

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ALT+L

Once you have specified the date range, press ALT+O (OK) to accept it.



The Transcription Metrics dialog appears.

You can also change the date range directly from this dialog. To do this, press the TAB key until the month of the Start or End date (whichever you wish to change) is highlighted. You can then use the arrows keys to navigate between month, day, and year. You can also click on the downward-facing arrow to the right of either field to select a new date from the fly-out calendar that appears. Usage metrics for the following features and behaviors will appear under Feature Analysis. Use of these features has proven to increase the average number of lines edited per hour.

Tip: Note the field. EditScript MT has the ability to analyze your performance data and suggest ways for you to improve your editing speed by using productivity features such as shortcut keys. Any recent for you will appear in this field. It is important to review this on a regular basis to learn how you can maximize your productivity in EditScript MT.


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4

To create a printout of your metrics, press the TAB key until the Print button is highlighted, then press ENTER (or click Print). To clear the content of this dialog, press the TAB key until the Clear button is highlighted, then press ENTER (or click Clear). To refresh the content, press the TAB key until the Refresh button is highlighted, then press ENTER (or click Refresh).

Features Usage Descriptions Control Navigation When you use the CTRL+Arrow combination more often than once every 5 lines, the report will show that you use this feature.

SHORTCUT

DESCRIPTION

CTRL+left arrow

Moves the text cursor to the left word-by-word

CTRL+right arrow

Moves the text cursor to the right word-by-word

CTRL+up arrow

Moves the text cursor to the beginning of current paragraph

CTRL+down arrow

Moves the text cursor to the line below current paragraph

Correction Macros When you use the measured EditScript MT correction macros more often than once every 20 lines, the report will show that you use these features.

SHORTCUT

DESCRIPTION

ALT+. (period)

Inserts a period.

ALT+, (comma)

Inserts a comma.

ALT+SHIFT+: (colon)

Inserts a colon.

ALT+L

Capitalizes all occurrences of a word.

ALT+SHIFT+L

Makes all occurrences of a word lowercase.

Limited Arrow Navigation When you use the arrow key in combination with the CTRL key at least 10 times per line or less often, the report will show that you use this feature.

Mouse-Free Navigation When you use the left mouse button less than once every 20 lines, the report will show that you use this feature. Editing done in the header is not included in this measurement.

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Multiple Cursors When you use the ALT+K shortcut (move typing cursor to audio cursor) more often than once every four lines, the report will show that you use this feature.

SHORTCUT

DESCRIPTION

ALT+K

Moves the text cursor to the voice cursor.

ALT+SHIFT+K

Moves the voice cursor to the text cursor.

Plays Audio Faster When you consistently quicken the speed of audio recordings by 15%, the report will show that you use this feature. While the calculation for this evaluation is somewhat complex, this roughly corresponds to using an audio speed less than 87.

SHORTCUT

DESCRIPTION

ALT+2

Increases the audio speed.

HELP! I thought I completed more lines than I was credited for Sometimes, your transcription metrics credit you with fewer lines than you believe you edited/ transcribed within the specified date range. There are three possible causes for this:

• •

•

Jobs were cancelled: It is possible that one or more jobs you had edited/transcribed in EditScript MT were cancelled by an through EMon. Lines are not credited when a job is cancelled. The job status changed: It is possible that the status of one or more jobs was changed back to Ready for editing or Ready for transcription by an after you ed it, which would cause the job(s) to be routed back through the general queue. The last job has not been added to your metrics yet: It may take a few moments for a completed job to appear in your metrics page. Please allow the system enough time for the most recent line count numbers to be reflected.


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Searching for a Previously ed Dictation In the event that you need to search for a specific report, you can use the search capability described below. For instance, if you are having trouble understanding a particular word or phrase being used by the dictating clinician, you could search for some of his other, completed reports, and then view or listen to them in an effort to clear up the issue.

Steps: 1

Press ALT+SHIFT+> or select Utilities> Search for Dictations/Transcriptions. The customer screen appears.

2

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Enter your name and , using the TAB key to navigate between the fields. When you are finished, press the TAB key until the OK button is highlighted, then press ENTER (or click OK).



The Search for Dictations and Transcriptions window appears. Through this window, you can search by Clinician, Patient, or by several parameters specific to the Dictation you are searching for. To narrow the search, enter as much information as possible.

3

Enter the search criteria, then click Search.


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The Search Results page appears.

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*Data removed to protect privacy. This is a partial graphic. Not all search result columns are displayed. 4

To print a result, select the check box next to it and click Print. To simply view an item, check it and click View. To hear the audio for a dictation, click on the audio icon

.

Note: If there is an audio icon, but no check box next to a dictation, it means that the dictation has not yet been transcribed or edited. In this case, you can only listen to the incomplete report.

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MT Instructions MT Instructions specify any special steps that you should take to complete a dictation (e.g., CC Dr. Smith). They are created in EMon, where an can specify the work type, business entity, and speaker to which the instructions pertain. If you a dictation that matches the criteria of an MT Instruction, you receive notification that there are instructions available so that you can view them if you wish. (Depending on how your eScriptionist profile is configured in EMon, you may actually see the instructions on rather than simply receive notification.) If an instruction qualifies as new, you are alerted to that fact so that you are sure to view it (see MT Instructions and your eScriptionist profile on page 165). If the criteria of an MT Instruction matches any part of the metadata of a dictation, the instruction is associated with that dictation. For instance, if an MT Instruction exists for the radiology work type and another exists for the radiology work type and Dr. Smith, both instructions are associated with a radiology dictation by Dr. Smith. When you view the instructions for such a dictation, both sets of instructions, grouped and labeled by criteria, appear.

Note: This feature is only available if enabled through EMon. See the EMon Guide for more information.

MT Instructions and your eScriptionist profile There are two options in your eScriptionist profile (configured by an in EMon) that affect the MT Instructions feature.

• •

Days Instruction defined as new: This setting determines the number of days that an instruction qualifies as new. If this option is set at 3 days in your profile, any new instruction (or instruction that has been changed) will be labeled as new for 3 days. Always Display Instructions: This setting determines whether you simply receive notification that instructions are available or whether the instructions themselves are displayed. If this option is enabled, the instructions are automatically displayed above the dictation in the Instruction Control (see Instruction Control on page 167). This option should only be enabled for new transcriptionists.

MT Instructions and the EditScript MT interface The following graphic shows the interface components of the MT Instructions feature.

Note: In the graphic below, the Instruction Control is visible. This box is only displayed when you choose to display it, or if Always Display Instructions is enabled in your eScriptionist profile.


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A B

B A: Instruction Control B: Instruction notification icon

*This is a partial graphic. When one (or more) MT Instruction is associated with a dictation that you , there are several slight changes to the EditScript MT interface.

• •

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A notification icon appears in the status bar. (If the instruction is new, the word NEW appears next to the icon.) The Show/Hide Instructions option appears in the Dictations menu. This option appears as Show Instructions when the Instruction Control is not visible, and Hide Instructions when the Instruction Control is visible (see Instruction Control on page 167).



Note: If Always Display Instructions is enabled in your eScriptionist profile in EMon, the Instruction Control appears automatically.

•

The Show Instructions Dialog option appears in the Dictations menu. This option allows you to display the MT Instructions dialog (see MT Instructions dialog on page 167).

Instruction Control The Instruction Control, which displays any instructions associated with a dictation, sits below the Visit Grid and above the toolbar. Instructions in the Instruction Control are grouped and labeled by criteria (e.g., Instructions for work type: Radiology). See MT Instructions and the EditScript MT interface on page 165 for a picture of the Instruction Control.

Note: The Instruction Control is only available if there are instructions associated with the dictation you are working on.

Displaying the Instruction Control To view the Instruction Control, use either of the methods below.

Note: When Always Display Instructions is enabled in your eScriptionist profile in EMon, the Instruction Control appears automatically for any dictation with associated instructions. See MT Instructions and your eScriptionist profile on page 165 for more information on this option.

•

Press ALT+SHIFT+W (recommended).

•

Select Show Instructions from the Dictations menu.

Hiding the Instruction Control To hide the Instruction Control, use either of the methods below.

•

Press ALT+SHIFT+W (recommended).

•

Select Hide Instructions from the Dictations menu.

MT Instructions dialog The MT Instructions dialog allows you to view instructions in a larger format, so that you do not need to scroll through them (as you do in the Instruction Control). In addition, you can print instructions from the MT Instructions dialog (see Printing from the MT Instructions dialog on page 168). Instructions in the MT Instruction popup are grouped and labeled by criteria (e.g., Instructions for work type: Radiology).

Note: Focus is set on the Ok button when the MT Instructions dialog appears, so simply press ENTER to close the dialog when you are done.


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Displaying the MT Instructions dialog To display the MT Instructions dialog, use any of the methods below.

•

Press ALT+SHIFT+F (recommended).

•

Select Show Instructions Dialog from the Dictations menu.

•

Click on the instruction notification icon ( ). This icon appears in the status bar, and next to the Instruction Control (if it is visible).

Printing from the MT Instructions dialog Follow the instructions below to print from the MT Instructions dialog. The instructions below assume that you are already in the MT Instructions dialog. For information on displaying the MT Instructions dialog, see Displaying the MT Instructions dialog on page 168.

Steps for printing to the default printer: 1

Press ALT+P (or click Print). The printer dialog appears.

2

Press ALT+P to select the default printer.

Steps for printing to a non-default printer: 1

Press ALT+P (or click Print). The printer dialog appears.

2

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Select the printer you wish to use for printing.



MT Instructions shortcuts The following lists the shortcuts that you can use with the MT Instructions feature.

Note: These shortcuts are only available when MT Instructions is enabled in EMon and you have ed a dictation with associated instructions.

SHORTCUT

DESCRIPTION

ALT+SHIFT+W

Toggles between displaying and hiding the Instruction Control.

ALT+SHIFT+F

Displays the MT Instructions dialog.

ALT+P

From the MT Instructions dialog, displays the printer dialog. Press this twice to print to the default printer.

ALT+O, ALT+F4, ESC

Closes the MT Instructions dialog if it is open.


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Working in QA Review Mode 5 Using V9 QA Review mode, the QA staff at your institution can compare dictation audio with edited or typed documents, mark errors using definable, standard grading criteria, and to Reviewed Dictation Retrieval (RDR) mode to see the reviewed documents of other transcriptionists.


QA Review V9



New Security Permissions in QA Review

Additionally, transcriptionists can to Reviewed Dictation Retrieval mode to and review their marked-up documents scored by the QA reviewer. They can also view the queue and see their average QA score.



QA Review Header



Setting up Grading Criteria



Marking Up a Document

This chapter explains how to set up security permissions for QA Review, set up grading criteria, mark up a document, and review scored documents. It also explains the new QA mode, Reviewed Dictation Retrieval.



Reviewed Dictation Retrieval Mode



QA Review Version 8

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Chapter 5: Working in QA Review Mode

QA Review V9 QA Review in EditScript MT version 9 expands on the QA Review functionality already available in version 8. QA Review V9 offers consistency of standards, definable grading criteria, and improved end-to-end workflow.

Note: This new feature must be enabled in EMon under Tools > Application Features > V9 QA Review Modes. See the EMon Guide for more information.

New Features in QA V9

• •

New QA Review Header listing the errors and accuracy score of the document. New grading criteria, definable in EMon, that can be used to specify errors in QA Review mode.

•

Ability to mark up documents in QA Review mode.

•

New mode for MTs and s called Reviewed Dictation Retrieval.

• • •

s can to Reviewed Dictation Retrieval mode to and review the marked-up documents scored by the QA reviewer. A new security permission allows s and QA reviewers to see the reviewed documents of other transcriptionists. Transcriptionists can view the queue and see their average QA score while logged into Reviewed Dictation Retrieval mode.

Note: The current V8 procedures for selecting dictations for QA Review, logging into QA Review mode, and building a work queue, remain the same in version 9. With the addition of Reviewed Dictation Retrieval mode, there are now four work queue modes in EditScript MT:

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

Transcription



Pending List Management



QA Review



Reviewed Dictation Retrieval (RDR)



New Security Permissions in QA Review QA Review version 9 has two new security permissions:

•

Use EditScript to see reviewed documents of other transcriptionists

•

Manage QA grading criteria

Allow s to see other transcriptionists’ documents This security permission allows in Reviewed Dictation Retrieval mode to see the reviewed documents of other transcriptionists. You can assign this permission by adding a new security group, editing an existing security group, or copying a security group.

To add this permission: 1

to EMon.

2

From the Tools menu, select Security Groups.

3

Click Add (you could also choose Edit or Copy). The Security Groups Wizard dialog appears.

4

Enter a name for the group and select eScriptionist EditScript MT permissions as the Security Group Type.

5

Click Next.

6

In the What Can Group Do , check Use EditScript to see reviewed documents for other transcriptionists.

7

Click Finish.

8

The Manage dialog appears. Select which you want to add to this group and click OK to save the permission.

Allow s to manage QA grading criteria in EMon This permission allows s to create, edit, and delete QA grading criteria in EMon. You can assign this permission by adding a new security group, editing an existing security group, or copying a security group.


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To add this permission: 1

to EMon.

2

From the Tools menu, select Security Groups.

3

Click Add (you could also choose Edit or Copy). The Security Groups Wizard dialog appears.

4

Enter a name for the group and select EMon permissions.

5

Click Next.

6

In the What Can Group Do , under the Other section, check Manage QA grading criteria.

7

Click Finish.

8

In the Manage dialog, search for and add s from the Non list to the list.

9

Click OK to save the permission for the security group.

Allow s to score documents As in V8, s who want to review and score documents must belong to an eScriptionist EditScript MT permissions security group with the Use EditScript to review transcribed documents (QA Review) permission enabled.

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QA Review Header QA Review for version 9 introduces a new header interface. It can be shown and hidden just as in V8. By default, when you a dictation, the standard EditScript header will appear first. It will be grayed out, and cannot be modified in any way. To switch to the QA Review header, press ALT+SHIFT+Q. To re-display the standard header, press ALT+E. The new QA review header contains numbered columns for description, severity, deduction, and comments. When you select a row that has a corresponding in-text error, the error will be highlighted, and the document will scroll so that this highlighted text is viewable.

The Description field is an auto-completing combo box. You can type in the name of the description. As you type, EditScript MT will automatically attempt to complete the name for you, or offer a list of choices that most closely match what you have entered. The list of descriptions is organized alphabetically. If more than four errors are listed, the list will become scrollable. The Severity and Deduction columns are read-only fields that prefill with values corresponding to the description that is selected. These values are defined when you set up your QA Grading Criteria. See Setting up Grading Criteria on page 176. As the QA Reviewer marks up the document, the errors are added to the header. The Accuracy value of the document is adjusted, based on the deduction value (see Calculating the Accuracy score of a document on page 189). The score appears above the header. The Comment field is optional and allows for more general responses to the error and instructions to the MT. The maximum comment length is 512 characters.

Note: In Review Dictation Retrieval mode, the header cannot be edited.


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Setting up Grading Criteria In version 9 QA Review mode, you can add, edit, copy, and delete grading criteria to be used when scoring dictations. For each error, you can define a description and determine how many points should be deducted for each error. Error criteria recommended by the American Association for Medical Transcription (AAMT) will be preloaded as the default error data. There are five major error categories:

•

Critical

•

Major

•

Minor

•

Dictator Origin

•

Informational

To add a new error, or to edit or copy a default error, follow the steps below.

Steps: 1

to EMon.

2

From the Tools menu, select QA Grading Criteria.

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The QA Grading Criteria dialog opens. It will be filled with default AAMT values.

Note: At least one error criteria must exist in the QA Grading Criteria dia order for a document to be scored.

To add grading criteria: 1

Click Add. The QA Grading Criteria Wizard dialog appears.

2

Enter a description for the error.

Note: Each criteria must have the Description field filled in. It must be a unique description and cannot contain forward or back slashes. 3

Enter a deduction value for the error. This value must be an integer or decimal, e.g., 1 or 1.0. A negative number will not be accepted.

4

Select one of the Error Severity radio buttons.


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5

Click OK.

To edit grading criteria: 1

From the QA Grading Criteria dialog, select an existing criteria.

2

Click the Edit button. The QA Grading Criteria Wizard dialog appears.

3

Edit the grading criteria, then click OK.

To copy grading criteria: 1


2

Click the Copy button. The QA Grading Criteria Wizard dialog appears.

3

Use the grading criteria values to create a similar criteria, then click OK.

To delete grading criteria: 1


2

Click Delete.

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The following confirmation box appears. Select one of the two radio buttons.

The first button gives you the option of setting the value of the deleted criteria to zero. As a result, dictations that previously had points deducted for this error will now have higher scores. If you choose the second option, the scores remain unchanged.


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QA Review Mode Logging into QA Review mode allows you to review, mark up, and score selected documents. This mode must be enabled in EMon via your EditScript MT profile, the same as it was in version 8. You must have the appropriate permissions to work in the QA Review mode of EditScript MT. See New Security Permissions in QA Review on page 173.

Enabling QA Review mode (in EMon): 1

In EMon, click on the eScriptionist tab.

2

Search for and select the transcriptionist requiring access to QA Review mode.

3

Select the transcriptionist’s name, and click the Profile button.

4

From the EditScript Profile dialog, click on the QA tab.

5

From this tab, check the box for Enabled for QA Review. You can also make QA Review the default work queue in EditScript MT, by selecting that mode from the Workqueue mode drop-down menu. Whatever mode is selected here will open in EditScript MT automatically. To prompt the transcriptionist to select the mode they would like to work in when they load EditScript MT, check the box for Prompt for Workqueue Mode.

instructions (EditScript MT): 1

to EditScript MT. If the Prompt option has been selected in your EditScript MT profile in EMon, you will be prompted to specify the type of work queue you want to work in. If the Prompt option is not selected in your profile, you will enter QA Review mode automatically (if that is the default work queue mode specified in your EditScript MT Profile settings).

2

If prompted, select QA Review as the work queue mode, then press ALT+O (OK).

Selecting documents for QA Review In EMon, there are two ways to select documents for QA review. Specific documents can be hand-picked for the queue through a right-click option in the Dictation tab, or documents can be selected randomly using the Choose Dictations for QA feature.

Manually selecting dictations for QA When you want to create a list of specific documents for QA review, you can hand-pick documents from the Dictation tab in EMon and add them to the queue. To do this, follow the steps below.

Steps: 1

to EMon.

2

From the Dictation tab, search for and select the dictation you wish to add to the QA queue.

3

Right-click on the dictation.

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4

Choose Select for transcriptionist QA from the menu that appears.

5

Repeat these steps for each additional document you want to add to the queue.

Choosing random dictations for QA Using the Choose Dictations for QA feature, dictations can be randomly selected based on a selected Work Type(s), Transcriptionist, Transcriptionist Group, Business Entity(s), and/or Speaker, in addition to several other criteria.

Steps: 1

to EMon.

2

From the Tools menu, select Choose Dictations for QA. The Selection of Transcriptions for QA dialog appears.


181


3

Specify the number of dictations you would like to assign to the queue and the criteria by which those dictations will be selected. Dictations can either be counted by Number or Percentage.

Note: You must specify a whole number in the Quantity of Dictations field. 4

Click OK or press ALT+O. The Confirm Selections box appears.

5

Review the summary information and click OK to build the work queue, or Cancel to revise your selection.

When OK is selected from the Confirm Selections box, and the work queue is successfully built, a dialog will appear with a list of the Dictation IDs for the dictations that are in the queue.

182



6

Click OK to close the dialog.

Constructing the work queue (in EditScript MT) To construct the work queue for QA Review, to EditScript MT (in QA Review mode - see QA Review Mode on page 180). Once you , the default EditScript MT screen will appear. In standard editing mode, you would use the ALT+U shortcut to the next available dictation. In QA Review mode, however, your first step should be to build a work queue. The work queue in EditScript MT is a dialog window through which you can select and organize the completed documents you wish to score in QA Review mode (or review in Reviewed Dictation Retrieval mode).

Work Queue Toolbar

Steps: 1

Press ALT+Q or click Dictations> View Work Queue from the EditScript toolbar icon. The Dictations in Queue dialog appears.

2

Press ALT+V or click the Refresh button

.

3

The dictation list in the dialog should populate with dictations that have been selected for QA Review mode (see Selecting documents for QA Review on page 180). Select the documents you would like to review using CTRL+click or SHIFT+click.

4

Press ALT+Q or click the Construct your own work queue button

.

A prompt will indicate if your work queue was successfully built.

5

Click OK.

6

Press ALT+U. If this is not the first work queue you have built in the current session, a dialog will appear to remind you that there are dictations in a work queue you constructed earlier that have yet to be ed. Click Yes to combine the dictations in the new work queue with those in the queue you previously constructed (recommended).

Note: If you have ed or checked out any dictations during this process, your queue will not work as expected. In this event, close and re-start EditScript MT, and try again to rebuild a work queue.


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Retrieving documents for QA Review Once you have constructed your work queue, you can follow the same workflow to retrieve and documents as you would in the standard editing mode of EditScript MT. When you press ALT+U to retrieve a document, EditScript MT will automatically pull the next document from your work queue in the order that they were added to your work queue.

Note: The document that is ed will be the originally transcribed version of the document. See Notification of multiple document versions on page 188 for more information. Follow the steps below to retrieve, or , a document in QA mode of EditScript MT.

Steps: 1

Press ALT+U, or click Dictations> current dictation and get next dictation from the EditScript toolbar. The ing your next dictation progress bar appears. (This bar is located at the bottom right-hand side of your screen.) EditScript MT is in the process of ing the dictation in your queue. After a few moments, the dictation appears in the EditScript MT work area.

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2

When the document appears in the EditScript MT work area, the standard header will appear by default (shown below).

Press ALT+SHIFT+Q to display the QA Review header.

Tip: Press ALT+E to re-display the standard header. To return to the QA header, press ALT+SHIFT+Q.


185


Marking Up a Document Once you have ed a document, you are now ready to start marking it up. There are two ways to mark an error:

• •

In-text - you mark an error directly in the document. Header or General - when you find an error in the header or want to make a general comment about the document, you add the error to the header.

To mark up the document, use the shortcuts shown on the new QA Review menu.

Marking an in-text error Once you have set up grading criteria, logged into QA mode, built a queue, and retrieved a dictation, you are ready to start reviewing.

Steps: 1

Find an error in the text, and make the correction. Corrections are shown as part of the standard track changes feature in Word.

2

Press ALT+\ or select the Add In-text Error menu option. The QA Review header will appear (if it is not displayed already), and a combo box will pop up next to the cursor.

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3

From the combo box, highlight a description for the error, or start typing it in. Press ENTER to select it.

Note: If you enter a description that does not match a pre-defined grading criteria, it will be removed. Inserted text will appear as bolded, red text. Deletions will be struck through, but still visible within the text.

The Severity and Deduction values that correspond to the selected error description will automatically be filled into the current row of the header.

4

To add a comment, press ALT+SHIFT+C. The cursor will move to the comments field of the most recently added error.

Note: You must specify a grading criteria before you enter a comment. 5

Press ALT+SHIFT+Q to return the cursor to the text. To cancel adding an error, press Escape or click elsewhere in the document.

Note: The accuracy score for the dictation is updated to reflect new deduction values. See Calculating the Accuracy score of a document on page 189. Score


187


Marking an error in the header grid only General comments or errors found in the standard header do not correspond to any particular place in the document. These types of items are entered directly into the QA Review header.

Steps: 1

Press ALT+SHIFT+\. The cursor moves to a new row in the header grid.

2

Select a Description and enter a comment. The grading criteria and comment are saved in the header grid. Nothing is added to the text of the dictation.

Note: If you try to enter a comment without selecting a grading criteria, an error message will appear.

Notification of multiple document versions It is possible for a dictation to have been modified after a transcriptionist has edited it. For instance, it could have been modified in EMon, in Pending List Management mode, or by a g clinician. It is important to be aware that other versions of the document may be available. There may have been changes made to it that affect the scoring of the dictation. In V8 QA Review mode, when you a document, you get the latest version of the document. In V9 QA Review mode, when you a document, you get the originally transcribed document so that you are scoring the work of the MT who originally edited the document. If a dictation was modified after an MT edited it, there will be a note in the QA Review header at the top, right-hand side of your screen stating: This dictation was edited after being transcribed. Later versions of this dictation are available in EMon.

Deleting an error If you would like to delete an error that you have inserted into the document, and remove it from the header, follow the steps below. No points will be deducted.

Note: You can only delete rows in QA Review mode, not in Reviewed Dictation Retrieval mode.

Steps: 1

Press ALT+SHIFT+Q to put the focus in the QA Review header.

2

Use the arrow keys to move to the row you want to delete. Press SHIFT+SPACEBAR to select the entire row.

3

Press DELETE. The header row is deleted. A note will appear in the header stating: “You have removed a row from the grid. You can use QA-Review menu commands to highlight-next, highlight-previous, and then undo revisions.”

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If you want to remove markup text within the document as well: 1

Press CTRL+SHIFT+> to highlight the revision nearest the cursor. Press CTRL+SHIFT+< to highlight the previous revision.

2

Press CTRL+SHIFT+? to delete the revision. The revision is removed from the document and the original text is restored.

Note: You may have to use this shortcut multiple times for one correction because MS Word may consider one correction as several revisions. Deleting a row from the QA Review header will not cause the list of errors to be renumbered. The deleted row number will just be left out, e.g., 1, 2, 4, 5...

Calculating the Accuracy score of a document The accuracy score for the document appears above the grid. The score is displayed as a percentage based on the number of lines in the document.

The score is determined as follows: The total point deductions are subtracted from the total number of lines and then divided by the total number of lines x 100. For example, if there were 1.75 points total deducted, and the total number of lines was 40, the accuracy score would be: 38.25/40 x 100 = 95.62% Total Number of Lines - Total Point Deductions = X X ÷ Total Number of Lines x 100 = Score%

Note: Even if the error deduction exceeds the number of lines, the average score will never list a value lower than zero.

ing a document When you are finished reviewing and scoring a document in QA Review mode:

1

Press ALT+U to it. The marked-up dictation and the header grid information are ed. Its QA status will change to Reviewed.

If you have not added any errors to the grid, the following message appears:

2

Press ENTER to .


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Reloading a document after closing In QA Review mode, if you close and reopen a document without ing it, the markups and the header information will reflect the scoring data as it was before the dictation was closed. If EditScript MT crashes while a dictation is being scored in QA Review mode, the header values and in-text corrections reflect the last auto-save prior to the crash.

Changing review status The Change Review Status dia EMon lets you change the review status of selected dictation(s). Previously, documents had one of the following review statuses:

• • • •

Ready for Review - the document can be selected for QA Review (default). This is the status for all dictations that have been edited or transcribed (including pended documents). Selected for Review - the document has been selected for QA review and is either in the QA mode work queue or is being QA’d. Reviewed - the document has been QA’d and scored. Not Ready for Review - this status can be manually assigned to a document that is not ready to be reviewed.

There are now three new statuses:

• • •

Checked out for Review - a QA Reviewer has locked the document in order to review it. No other reviewer may lock this document while it is in this state. Viewing - in RDR mode, an EditScript MT has ed a document which formerly was in the "Reviewed" state. Multiple transcriptionists may the document when it is in this state. Seen by MT - in RDR mode, a reviewed document has been ed, opened, and closed by the transcriptionist who originally transcribed the document.

To change a review status: 1

In EMon, click the Dictation tab.

2

Search for and select one or more dictations.

3

Click the right mouse button.

4

Select Change QA Review Status. The Change Review Status dialog appears.

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5

Select a status.

Note: Certain transitions are not permitted if they interfere with the required reviewing workflow. For example, you cannot change a dictation from “Ready for Review” to “Seen by MT”. If you choose an invalid status, an error message will appear.


191


Reviewed Dictation Retrieval Mode Reviewed Dictation Retrieval (RDR) is a new work queue mode in version 9 allowing s to see scored dictations.

New option s who are enabled for this mode will see a new radio button on the Workqueue Mode Specification dialog as they to EditScript MT. If the is a transcriptionist without the ability to see other transcriptionists’ documents, this dialog will display how many unseen, reviewed documents are available. s who have been granted the new QA Review security permission will be able to see reviewed dictations for multiple MTs. See Allow s to see other transcriptionists’ documents on page 173.

Enabling a for RDR mode To enable a for RDR mode, you must to EMon and modify the ’s profile.

Steps: 1

From within EMon, click the eScriptionist tab.

2

Search for and select the transcriptionist requiring access to RDR mode.

3

Click the Profile button.

4

From the EditScript Profile dialog, click the QA tab.

5

From this tab, check the box for Enabled for RDR mode.

6

To prompt the transcriptionist to select which mode they would like to work in when they load EditScript MT, check the box for Prompt for Work Queue Mode.

7

Click OK.

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Logging into Reviewed Dictation Retrieval mode Steps: 1

to EditScript MT.

2

In the Workqueue Mode Specification dialog, select Reviewed Dictation Retrieval as the work queue mode. If you have new, reviewed documents, this dialog displays a message indicating how many.

3

Press ALT+O (OK).

Note: If the RDR mode radio button is selected, the “Always show this dialog” check box will be disabled, to avoid having RDR as your only mode. EditScript MT s your reviewed documents. If you have special permission to view other transcriptionists’ documents, EditScript MT will those as well. See Allow s to see other transcriptionists’ documents on page 173.

Note: Documents that were reviewed in V8 QA Review mode will not be viewable in Reviewed Dictation Retrieval Mode. This information will not be deleted, however, and will continue to be available in V8 QA reports.

Working in RDR mode As in other EditScript MT modes, you can view the current work queue by pressing ALT+Q to display the work queue grid. The procedures for viewing the work queue and retrieving


193


dictations are slightly different for transcriptionists and s (s who have rights to see other transcriptionists’ reviewed documents).

Work Queue Toolbar

Viewing the work queue in RDR mode (transcriptionists) The work queue grid for transcriptionists shows reviewed dictations belonging to the currently logged in .

Note: If there are multiple versions of a dictation, the originally transcribed version will be used.

Steps: 1

Press ALT+Q to view the work queue grid.

2

You can optionally check the Show reviewed documents which have already been viewed by transcriptionist check box. If checked, EditScript MT displays all documents with a status of Reviewed, Viewing, or Seen by MT. If this box is not checked, EditScript MT displays dictations whose review status is either Reviewed or Viewing. Reviewed dictations that you have already seen will not be shown in the work queue.

3

Press ALT+V to refresh the work queue. EditScript MT displays a list of your reviewed documents. The documents will appear in the order in which they were reviewed, from most recently reviewed to least recently reviewed.

4

Close the work queue grid.

Retrieving a dictation in RDR mode (transcriptionists) After completing the steps above (Viewing the work queue in RDR mode (transcriptionists) on page 194, you are ready to your reviewed dictations.

1

Press ALT+U. EditScript MT gets the next dictation in the work queue whose review status is Reviewed.

194



The marked up version of the document is loaded along with the header grid info. Click on an error in the grid to highlight it in the document. While you are looking at the dictation, its QA status is set to Viewing.

Viewing the work queue in RDR mode ( s) s are s who have rights to see reviewed documents for multiple transcriptionists. In RDR mode, they must specify which transcriptionist’s documents they want to see. They will only be allowed to see documents for one transcriptionist at a time.

Steps: 1

Press ALT+Q to view the work queue grid.

2

At the top of the grid, there is a Select Transcriptionist text box. Here you enter the name of the transcriptionist you want to review. You can click the arrow for a drop-down list of available transcriptionists. Or you can just start typing in the box (by last name). EditScript MT will automatically try to complete the name for you. Pressing ALT+T will move the cursor to the box.

3

You can optionally check the Show reviewed documents which have already been viewed by transcriptionist check box. If checked, EditScript MT displays all documents with a status of Reviewed, Viewing, or Seen by MT. If this box is not checked, EditScript MT displays dictations whose review status is either Reviewed or Viewing. Reviewed dictations that have already been seen by the selected transcriptionist will not be shown in the work queue.

4

Press ALT+V to refresh the work queue. EditScript MT displays a list of reviewed documents for the selected transcriptionist. The documents will appear in the order in which they were reviewed, from most recently reviewed to least recently reviewed.

5

Because s must specify which transcriptionist to review, and because they are likely only interested in a specific subset of dictations, the ALT+U shortcut will not work unless a work queue has been built in the work queue grid. To construct a work queue, first select the dictations you want to review. Use CTRL+click or SHIFT+click to select multiple entries.

6

Press ALT+Q or click the Construct your own work queue button

.

A prompt will indicate if your work queue was successfully built.

7

Click OK.

Retrieving the next dictation in RDR mode ( s) If you have selected a transcriptionist (other than yourself) to review, EditScript MT checks to see if you have constructed a -defined work queue (see above).

1

If you have constructed a -defined queue, press ALT+U. EditScript MT s the files for the next dictation in that queue. The marked up version of the document is loaded along with the header grid info. While you are looking at the dictation, its QA status remains Reviewed.


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Closing a document in RDR mode When you close a document in RDR mode, and you are the transcriptionist who originally edited the document, the status of the document is set to Seen by MT. If you are not the original editor of the document, the status is set back to Reviewed, unless the current status is already Seen by MT, in which case it remains Seen by MT. Press ALT+U to close the document.

Getting the average score for a set of reviewed documents In RDR mode, you can select a set of reviewed dictations from the work queue and retrieve the average score for that set of dictations. The average score will be weighted by total number of lines, not total number of documents. It is calculated by totaling up the number of lines for all selected dictations and subtracting the total error deductions, then dividing by the number of lines x 100.

Steps: 1

From within the work queue grid, press ALT+V (refresh).

2

Select the dictations for which you want to see the average score.

3

Press the work queue grid shortcut (enabled only in RDR mode) which requests the average score for that set of documents

4

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.

EditScript MT displays the average score as a percentage for the selected list of dictations.



Click to calculate average score

Select which MT’s reviewed dictations you want to see

View average score


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QA Review Version 8 If you have not enabled QA Review mode V9, you can continue to use the QA Review mode for version 8. The QA staff at your institution can compare dictation audio with edited or typed documents, score transcriptionists, and make comments on selected documents. The results of their QA Review sessions can then be summarized and made available in and scoring reports, available from your customer center.

Security permissions in QA Review s who you want to be able to review and score documents must belong to an eScriptionist EditScript MT permissions security group with the following permission enabled:

•

Use EditScript to review transcribed documents (QA Review)

To add these s to a security group, follow the steps below.

Steps: 1

From the Tools menu, click on Security Groups. The Security Groups dialog appears.

2

Click Add. The Security Groups Wizard dialog appears.

3

Enter a group description and select eScriptionist EditScript MT Permissions from the security group type list.

4

From the Control Permissions page, select Use EditScript to review transcribed documents (QA Review), in addition to whatever other group permissions you wish to assign to the group.

5

Configure the remaining dialog pages. To navigate the dialog, use the Next > and < Back buttons.

6

Click Finish when done.

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7

In the Manage dialog, search for the s who will be working in QA Review mode of EditScript MT, and add them to the new group.

8

Click OK to accept the group assignment. A summary of the group permissions will appear. that Use EditScript to review transcribed documents (QA Review) is one of the permissions.

Tip: By specifying additional permissions, you can restrict what dictations a reviewer will see in their queue. For more information on creating a security group, see the Security chapter of the EMon Guide.

Logging into QA Review mode and selecting documents The next set of procedures for QA Review version 8 are the same as the procedures for version 9. Click on the links below to complete these procedures, and then continue with Reviewing and scoring a document below. See QA Review Mode on page 180 for information on enabling QA Review mode in EMon and then logging into QA Review mode in EditScript MT. Through EMon, there are two ways to select documents for QA Review. Specific documents can be hand-picked for the queue through a right-click option in the Dictation tab, or documents can be selected randomly using the Choose Dictations for QA feature. See Selecting documents for QA Review on page 180 for information. See Constructing the work queue (in EditScript MT) on page 183 for instructions on building a work queue. A work queue allows you to select and organize the completed documents you wish to score in QA Review mode. Once you have constructed your work queue, you can follow the same workflow to retrieve and documents as you would in the standard editing mode of EditScript MT. Press ALT+U to retrieve a document. EditScript MT will automatically pull the next document from your work queue in the order that they were added to your work queue. See Retrieving documents for QA Review on page 184 for instructions.

Reviewing and scoring a document Once you have completed the procedures above, and retrieved a document from your QA work queue, you can review the completed document, assign a score, and leave comments for the transcriptionist who worked on the report. To do this, follow the steps below.


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Steps: 1

Once the document has been ed (see Retrieving documents for QA Review on page 184), you will notice the header box, generally filled with patient demographic information when a dictation is ed in the MT mode of EditScript MT, is now populated with QA fields (shown below). The first field contains the name of the Transcriptionist whose work is currently being reviewed.

Tip: When in the scoresheet, press ALT+E to display the header box. To return to the scoresheet from the header, press ALT+SHIFT+Q.

You can also review and score a document through the dialog that appears when you select the QA toolbar icon

.

2

Using the standard audio controls available in EditScript MT, listen to the dictation audio and review the editing/transcription work completed by the transcriptionist. During this time, you will want to check for accuracy, formatting, and confirm that all necessary templates and information were inserted correctly. Your institution may also require its QA staff to check for additional characteristics.

3

Once you have reviewed the entire document, assign a score to the document by entering a numerical value in the Score field. Each institution will have its own scoring system. You can also leave a comment to the transcriptionist in the Comments field. Comments are not required.

4

Press ALT+U or click on the button to your QA score.

5

the document and retrieve another, until your work queue is empty.

ing a document Once you have finished reviewing and scoring a document, you can the document and either retrieve another (if there are additional documents in your work queue), or the document and close EditScript MT.

When you want to continue working: Use the ALT+U shortcut (recommended), or click Dictations> current and get next dictation from the EditScript toolbar to the current job and another.

When you want to quit EditScript QA: Use the ALT+SHIFT+U shortcut (recommended) or click Dictations> current dictation from the EditScript toolbar to the current job without ing another dictation.

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If you attempt to a dictation without listening to the audio, the following prompt will appear:

Press ENTER (or click Yes) to continue ing the current job. To stop the process and return to the current job, press the TAB key to highlight No and press ENTER (or click No).

Changing review status The Change Review Status dia EMon lets you change the review status of selected dictation(s). Documents can have one of the following review statuses:

• • • •

Ready for Review - the document can be selected for QA Review (default). This is the status for all dictations that have been edited or transcribed (including pended documents). Selected for Review - the document has been selected for QA review and is either in the QA mode work queue or is being QA’d. Reviewed - the document has been QA’d and scored. Not Ready for Review - this status can be manually assigned to a document that is not ready to be reviewed.

To change a review status: 1

In EMon, click the Dictation tab.

2

Search for and select one or more dictations.

3

Click the right mouse button.

4

Select Change QA Review Status. The Change Review Status dialog appears.

5

Select a status.

V8 QA reports The results of the QA Review sessions can be summarized and made available in and scoring reports, available from your customer center. See the Viewing and Modifying Reports Guide for Version 8 for more information.


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Working in Pending List Management Mode 6 EditScript MT allows you to view and manage the list of documents that currently have a pending status. Through the Pending List Management mode, you can review, correct, and unpend documents that were pended by MTs or validation rules. While editing or transcribing a document, MTs might encounter certain issues they cannot resolve; for example, the clinician’s voice is inaudible. In such an instance, it becomes necessary to pend the document. When a document is pended, it is essentially put on hold, and cannot be ed until the cause for the pended state is resolved, and the document is manually unpended. For instructions on pending a document, see Chapter 4: Working in EditScript MT on page 97.


Setting Up Pending List Management Mode



Selecting Dictations



Working with a Pended Document



Exiting Pending List Management Mode



Auto-pended Messages

Pended documents are routed to a specific queue where they can be reviewed and unpended through the EMon Message tab or through the EditScript MT Pending List Management mode. The following sections cover Pending List Management mode which is recommended for use when corrections need to be made to the text of a document and the audio needs to be manipulated extensively.

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Chapter 6: Working in Pending List Management Mode

Setting Up Pending List Management Mode You must have the appropriate permissions to work in the Pending List Management mode of EditScript MT. These permissions are assigned in your security group hip and your EditScript Profile by your through EMon.

Security Group Settings Security groups allows your institution to effectively maintain control over the system and workflow. Your security group hip gives you permission to work in the Pending List Management mode and restrict the type of dictations you can work on. For more information on security groups, see the EMon Guide. To work in Pending List Management mode, you must be part of an eScriptionist EditScript MT Permissions security group with the right to Use EditScript to manage your pending list. Depending on the established workflow at your institution, it is often necessary to route specific documents in the pended queue to an exclusive list of eScriptionists. For instance, perhaps you want one group to only see all emergency room pended documents, and another to only view pended documents for a certain clinician. This is set up through security group restrictions. You must also make sure that the restrictions are not so strict as to prevent an eScriptionist from being able to select and view enough pended dictations.

EditScript Profile Settings The eScriptionist Profile dialog contains settings that affect which mode of EditScript MT you can enter. Follow the steps below to ensure that the Pending List Management mode will be available when you to EditScript MT.

Steps: 1

In EMon, click on the eScriptionist tab.

2

Search for and select the eScriptionist requiring access to Pending List Management mode.

3


4

Click on the QA tab.

5

Check the box for Enabled for Pending List Review. You can also make Pending List Management the default work queue in EditScript MT, by selecting that mode from the Work queue mode drop-down menu.

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To prompt the eScriptionist to select the mode they would like to work in when they load EditScript MT, check the box for Prompt for Work Queue Mode.

Tip: We recommend that you select this box for any MT or manager who will be working in more than one mode.

6

Click OK when complete.


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Logging into Pended List Management Mode Once you have been granted access to Pending List Management mode, you can by following the steps below.

Note: You must log out of EditScript MT to change the work mode.

Steps: 1

Double-click on the EditScript MT icon on your desktop, or on the EditScript MT entry under Start>Programs>eScription. The dialog appears.

2

Enter your Name, , Institution (short name, assigned by eScription) and System (Test or Production) using the tab key to jump to the different fields. Once you have entered the required information, tab to the OK button and press Enter. If you need to go back and change any of the information you entered, use the SHIFT+TAB keys.

Note: names are unique between the Production and Test systems. You do not automatically have access to both. 3

If prompted, select Pending List Management as the work queue mode you wish to work in, then press ALT+O (OK). If you plan to work only in Pending List Management mode of EditScript MT, and you do not want to be prompted the next time you start EditScript MT, uncheck the Always show this dialog. If the Prompt was not selected in your profile, you will enter the default mode selected in your EditScript Profile.

The dialog will remain visible until the various startup procedures have been accomplished. You can track the progress of these procedures directly from the dialog. When complete, the blank, default typing screen appears.

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Selecting Dictations Once you have successfully logged in to the Pending List Management mode of EditScript MT, the blank, default typing screen appears. Your first step is to build a work queue. The work queue in EditScript MT is a dialog window through which you can select and organize the pended documents you want to review and unpend.

Note: Only documents you have access to see will be viewable in the work queue. Document access is set through your security group hip in EMon. See the EMon Guide for more information.

Sorting the work queue Depending on your needs, you can sort the work queue by all of the columns available. Some columns that are especially important include priority and problem note. These columns can be extremely helpful when choosing which dictations to work on in Pending List Management mode.

Tip: In the event that a limited number of dictations appear in your Pending List work queue, make sure there are no restrictions on the jobs you are allowed to see (EMon). For instance, an eScriptionist is assigned work only for one dictating clinician. The jobs that would be available in her queue would be limited to dictations by that clinician, and only


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that clinician. If you plan to work in Pending List Management mode, your should be configured so that you can view all available jobs. your manager for assistance.

The dictations in your work queue have already been assigned a priority based on their expected turn around times. We recommend sorting and ing dictations based on their priority. This help ensures that documents meet their required turn around time even if they are pended. A job is considered STAT when it has been assigned a priority of 1 or 2. STAT dictations, also known as high priority dictations, require immediate attention and should be resolved before all other dictations in your queue. In addition, you can view the problem note (reason a dictation was pended) in the work queue. The problem note is another factor you should use when choosing to and work on a particular dictation. You want to use Pending List Management mode for dictations that have issues with the text of the document or need the audio. Header information is easier to correct in the Message tab of EMon.

Building your work queue Follow the steps below to build your work queue.

Steps: 1

Press ALT+Q or click Dictations> View Work Queue from the EditScript MT toolbar. The Dictations in Queue dialog appears.

2

Press ALT+V or click the Refresh icon

.

All pended dictations appear in the queue.

3

Sort the dictations as needed to determine which pended documents to resolve.

4

Select the pended documents you want to review. This can be done in a few different ways: To select a sequential group of documents, click on the first document. While it is selected, press the SHIFT key, and click on the last document. The two documents and everything between will be selected. To select multiple documents out of sequence, click on the first document, then press the CTRL key and (while holding it down) click on any additional documents.

5

Click ALT+D. The dictations are checked out and ed to your machine.

Note: When you log out of EditScript MT, the dictations are released from your queue. 6

Press ALT+Q to exit the work queue.

7

If your work queue was successfully built, a confirmation appears. Click OK. If this is not the first work queue you have built in the current session, a dialog appears stating:

208



“You still have ed dictations in your work queue you constructed earlier in this session. Do you want to add the selected dictations to that work queue?”

8

Click Yes to combine the dictations in the new work queue with those in the queue you previously constructed. EditScript MT s all dictations you selected to your queue behind the ones you previously selected.


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Working with a Pended Document Once you have built your work queue, follow the same workflow to retrieve and documents as you would in the standard editing mode of EditScript MT. When you retrieve a document (ALT+U), EditScript MT automatically pulls the next document in the order they were added to your work queue.

Note: Only documents with a status of Pending can be processed in Pending List Management mode. To retrieve a pended document from your work queue, follow the steps below.

Steps: 1

Press ALT+U or click Dictations> Get Next Dictation from the EditScript toolbar. The ing your next dictation progress bar appears. EditScript MT s the dictation to your queue. After a few moments, the dictation appears in the EditScript MT work area. The Pending Box appears, through which you can review the note that was left by the individual who pended the document or the validation rule that pended the document.

2

Press ALT+O to close the pending note and begin work on the document.

Note: If the document was edited in EMon prior to being ed in Pending List Management mode, the Voice Cursor (red box) in EditScript MT may not be available. Note: The Voice Cursor is not available for reports that were not speechrecognized. Tip: Once you close the Pending Box, you can display it at any time by pressing ALT+Y. 3

210

When done, press ALT+U or click Dictations> current dictation and get next from the EditScript MT toolbar to the current job and another.



The Pending Note dialog appears.

4

Review the pending note and check that all issues are resolved.

5

Press ALT+U to unpend the document. The Additional Distribution Preferences dialog appears.

Note: You cannot a document while working offline. Any document that you close while working offline, either by the “X” icon or by retrieving another dictation, will be automatically saved for later . If the document still has unresolved issues you can update the pending note and then press ALT+P to pend the document again. If you decide to continue working on the document, press ALT+L to cancel the .


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6

Select any additional distribution preferences that are needed when you a complete dictation. You can specify how to distribute the unpended document in addition to the distribution rules that have already been configured by your institution.

IMPORTANT! Most of the time you will NOT need to perform additional distribution. Simply press ALT+O to continue from the dialog. Note:To distribute documents, you must have the appropriate eScription components.

7

Press ALT+O when done or if no additional distribution is needed. The next dictation in your queue appears.

Pending Note dialog The Pending Note dialog gives you several options for what to do when you are viewing the pending note. You can view, edit, or clear the pending note at any time. The pending note action buttons are described below.

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Clear Pending Note Press ALT+R to clear the pending note. To accept clearing the note, press ALT+O.

Edit the Pending Note Once you have changed or replaced the pending note, press ALT+O to accept the change and exit the dialog.

Additional Distribution Preferences dialog Use the additional distribution preferences when you need to send a document to a location that is not included in the documents normal distribution rules. You would use additional distribution if you needed to send a document to a location that was not specified in its distribution rules such as if a document needs to go to a consulting clinician.

IMPORTANT! Most of the time you will NOT need to perform additional distribution. Simply press ALT+O to continue from the dialog.

Print to this printer Check to select a printer device from the drop-down menu. The unpended document will print to the selected printer. Use of this service requires PrintScript at your institution.

Fax to this phone number Check this setting to fax the unpended document to the number you specify. Use of this service requires FaxScript at your institution.

Email to this address Check this setting to email the unpended document to the address you specify. Use of this service requires EDT/Email at your institution.


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Exiting Pending List Management Mode Follow the steps below to exit the Pending List Management Mode.

Steps: 1

When you complete a dictation, press ALT+SHIFT+U, or click Dictations> Current Dictation to the current job without ing another dictation. The Pending Note dialog appears.

2

Review the pending note and check that all issues have been resolved.

3

Press ALT+U to unpend the document. The Additional Distribution Preferences dialog appears.

Note: You cannot a document while working offline. Any document that you close while working offline, either by the “X” icon or by retrieving another dictation, will be automatically saved for later . If the document still has unresolved issues you can update the pending note and then press ALT+P to pend the document again. If you decide to continue working on the document, press ALT+L to cancel the .

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4

Select any additional distribution preferences needed when you the dictation. You can specify how to distribute the unpended document in addition to the distribution rules that have already been configured by your institution.

IMPORTANT! Most of the time you will NOT need to perform additional distribution. Simply press ALT+O to continue from the dialog. Note:To distribute documents, you must have the appropriate eScription components.

5

Press ALT+O to OK the settings or to exit the dialog if no additional distribution is needed. EditScript MT returns to a blank word document and does not another dictation.

6

To exit, click the X in the right hand corner, and then click Yes.


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Auto-pended Messages In addition to documents that are manually pended by the transcription staff, the system can be configured through EMon to flag and pend documents automatically based on Validation Rules. Documents that are automatically pended appear in the Pending List queue.

Common Pended Notes The below contains a list of the common pended notes you would work on in the Pending List Management Mode.

• •

No text in document Document text contains more then a specified number of blanks (5 underscores or more)

•

The document must be pended at least once

•

The document text is always pended

•

The transcriptionist did not play all of the audio

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Maximizing Productivity in EditScript MT 7 There are several features in EditScript MT that, when used, will help you work more efficiently and be your most productive. Considering that your compensation is often dependent on the number of lines you are credited with for a given date range, it is in your best interest to learn and utilize the productivity-enhancing features that are available to you.


Using EditScript MT Mouse-free



Productivity-enhancing Features



Other Tips for MTs

Throughout this guide, program shortcuts are recommended over function icons and menu items that require use of a mouse. This is because EditScript MT is intended to be a mouse-free environment. This phrase is used often by our training department, and with good reason. Use of program shortcuts has been established as the one workflow change that will produce the greatest improvement in your productivity. Shortcuts save you time, allowing you to complete more documents and increase the number of lines you edit/ transcribe in a given time frame. This chapter highlights the features and capabilities in EditScript MT that have the greatest potential benefit you during your day-to-day tasks in the program. It is highly recommended that you learn and master the following features.

217

Chapter 7: Maximizing Productivity in EditScript MT

Using EditScript MT Mouse-free The use of keyboard shortcuts and other EditScript MT features by transcriptionists is closely monitored by eScription through its detailed Feature-Usage Analysis report (available on EditScript Online). By analyzing these reports, and through direct communication with MTs and Transcription Managers in the field, we have found that the fastest transcriptionists on the eScription system use keyboard shortcuts in place of their mouse. EditScript MT allows you to perform nearly all of your day-to-day tasks in the program with keyboard shortcuts. We recommend that you familiarize yourself with the keyboard shortcuts that can be used in the program to significantly increase your productivity.

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Essential Word shortcuts SHORTCUT

DESCRIPTION

Home

Moves the text cursor to the beginning of the current line.

End

Moves the text cursor to the end of the current line.

CTRL+Home

Moves the text cursor to the beginning of the file.

CTRL+End

Moves the text cursor to the end of the file.

CTRL+left arrow

Moves the text cursor to the left word-by-word.

CTRL+right arrow

Moves the text cursor to the right word-by-word.

CTRL+up arrow

Moves the text cursor to the beginning of the current paragraph.

CTRL+down arrow

Moves the text cursor to the line below the current paragraph.

CTRL+SHIFT+left arrow

Highlights text to the left of the text cursor word-by-word.

CTRL+SHIFT+right arrow

Highlights text to the right of the text cursor word-by-word.

CTRL+SHIFT+up arrow

Highlights the current paragraph upwards in the document paragraphby-paragraph.

CTRL+SHIFT+down arrow

Highlights the current paragraph down the document paragraph-byparagraph.

CTRL+Backspace

Deletes text to the left of the text cursor word-by-word.

CTRL+Delete

Deletes text to the right of the text cursor word-by-word.

CTRL+C

Copies selected text to the clipboard (to comply with HIPAA regulations, you cannot copy text outside of EditScript MT).

CTRL+X

Copies selected text to the clipboard and deletes the original.

CTRL+V

Pastes text from the clipboard to the current text cursor position.

CTRL+Z

Undoes the last action. To undo shortcuts that perform multiple edits, such as Alt+ and Alt+Shift+ , you need to press Ctrl+Z twice. For example, in the case of Alt+ , a period is added to the previous word, two spaces are inserted after the period, and the next word is capitalized. Pressing Ctrl+Z once undoes the capitalization, and pressing Ctrl+Z a second time removes the extra spaces and the period.

CTRL+Y

Redo the last undo (repeats the last action).

SHIFT+F3

Toggles the word at the text cursor through the proper case (Boston), uppercase (BOSTON), and lowercase (boston).


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EditScript MT audio/editing shortcuts SHORTCUT

DESCRIPTION

Center foot pedal or ALT+A

Plays the dictation audio.

Release center foot pedal or ALT+P

Pauses the dictation audio at the current location of the voice cursor.

ALT+D

Resets, (rewinds) the dictation audio back to the beginning (before the Header).

Right foot pedal or ALT+G

Rewinds the dictation audio word-by-word.

Left foot pedal or ALT+F

Forwards the dictation audio word-by-word.

ALT+SHIFT+: (colon)

Inserts a colon (:) at the end of the word where the cursor is currently positioned and automatically creates two spaces and capitalizes the first letter of the word after the new colon.

ALT+. (period)

Inserts a period (.) at the end of the word where the cursor is currently positioned and automatically creates two spaces and capitalizes the first letter of the word after the new period.

ALT+, (comma)

Inserts a comma (,) at the end of the word where the cursor is currently positioned.

ALT+L

Capitalizes the first letter of the selected word and all other occurrences of that word in the document.

ALT+SHIFT+L

Makes the first letter of the selected word lowercase as well as all other occurrences of that word in the document.

ALT+K

Moves the text cursor to the voice cursor and highlights the word automatically, allowing you to make the necessary edits.

ALT+SHIFT+K

Moves the voice cursor to the text cursor, useful when you need to rewind to a specific word.

ALT+I

Displays the Insert Name dialog, through which you can insert a into the body of the document.

ALT+M

Displays the Insert Template dialog, through which you can select a template to insert into the body of the document.

ALT+Y

Displays the Pending Note dialog through which you can enter a pending note for the current dictation.

ALT+1 (display) ALT+5 (hide)

Shows or hides the audio control dialog, allowing you to monitor how much of the audio you have heard and how much remains.

ALT+3 (decrease) ALT+4 (increase)

Controls the volume of the audio.

ALT+1 (decrease) ALT+2 (increase) ALT+Z (normal)

Controls the speed of the audio.

ALT+S or ALT+SHIFT+S

Toggles between the Play Silent Parts of Dictation Rapidly and Play Silent Parts of Dictation at Normal Speed features.

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SHORTCUT

DESCRIPTION

ALT+SHIFT+right arrow

Search for completed and ed dictations.

EditScript MT workflow shortcuts SHORTCUT

DESCRIPTION

ALT+Q

Displays your work queue.

ALT+V

Displays all dictations in your queue and refreshes the display.

ALT+U

s a new dictation for editing or transcription. The first time this shortcut is used, EditScript MT will three (the default) documents to your computer. The first of these, or the one that requires the quickest turnaround time, will open in EditScript MT. This may take a few moments. Also use ALT+U to a finished document and the next from your queue. EditScript MT will automatically replace that dictation in your queue, ensuring that there will always be work for you to . By default, three dictations are waiting in your queue at all times.

ALT+SHIFT+U

s the current dictation but does not another. Use this shortcut when you need to walk away from the program or take a break. Because there is no dictation on your screen, your line-countper-hour meter will stop running. Note: Dictations will remain in your queue until you exit EditScript MT or until your Hours Before Unlock setting expires (5 hours is the default).

ALT+N

Closes the current document without saving it and open the next dictation in your work queue. The unsaved dictation returns to your queue and is not released until you log out (click the X in the upper right corner of your screen). This shortcut is not recommended.

ALT+SHIFT+A

Allows you to link an amendment to its original document.

ALT+X

Allows you to view your MT metrics within a specified date range.

ALT+SHIFT+!

Retrieves the next high-priority dictation from your queue (if available).

ALT+O

Displays the EditScript MT Profile Options dialog through which you can change foot pedal, transcription and work queues settings.

Header shortcuts SHORTCUT

DESCRIPTION

ALT+E

Toggles the text cursor between the header and the document.

ALT+P

Moves the text cursor to the Patient Last Name field.


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SHORTCUT

DESCRIPTION

ALT+M

Moves the text cursor to the MRN field.

ALT+W

Moves the focus to the Work type field.

ALT+K

Moves the focus to the Speaker field.

ALT+D

Moves the focus to the Procedure Date field.

ALT+S

Launches the patient information search dialog.

ALT+H

Launches context-sensitive Help.

ALT+O

Confirms any changes made in the header.

ALT+R

Resets the fields in the header to their original state.

ALT+B

Moves the focus to the Business Entity field.

ALT+C

Launches the list dialog so that you can search for and add s to the dictation.

ALT+V

Moves the focus to the Visit Grid.

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Productivity-enhancing Features Through our reporting system, we are able to monitor what tools in EditScript MT have the greatest benefit to transcriptionist productivity. We have discovered that transcriptionists who use the shortcut tools described below can greatly increase the average number of lines edited per hour in EditScript MT and improve their editing accuracy.The following graph details the increase in edited lines per hour based on the number of productivity-enhancing features used.

Average productivity improvement using EditScript MT productivity-enhancing features. NUMBER OF PRODUCTIVITYENHANCING FEATURES USED

AVERAGE LINES PER HOUR

0

236

1

272

2

382

3

410

4

516

5

611*

Note: * This is an average based on a small data set. Your Average Lines per Hour numbers may be higher or lower.

Control Navigation The CTRL+Arrow(s) combination allows you to move the text cursor much more quickly than you could with the mouse. When you use these shortcuts, you do not have to move your hands from the typing position, allowing for a more seamless editing environment.

SHORTCUT

DESCRIPTION

CTRL+left arrow

Moves the text cursor to the left word-by-word

CTRL+right arrow

Moves the text cursor to the right word-by-word

CTRL+up arrow

Moves the text cursor to the beginning of current paragraph

CTRL+down arrow

Moves the text cursor to the line below current paragraph


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Use Correction Macros The EditScript MT correction macros have been proven to dramatically increase editing speed. Again, because you do not have to shift your hands from the typing position to the mouse, editing through these shortcuts is seamless and allows you to do more work in less time.

SHORTCUT

DESCRIPTION

ALT+. (period)

Inserts a period

ALT+, (comma)

Inserts a comma

ALT+SHIFT+: (colon)

Inserts a colon

ALT+L

Capitalizes all occurrences of a word

ALT+SHIFT+L

Makes all occurrences of a word lowercase

Limited Arrow Navigation Navigation of the EditScript MT work area is made easier using the arrow key(s) in combination with the CTRL key.

Use Multiple Cursors The use of multiple cursors and their shortcuts allow you to quickly prepare for edits, and helps you to avoid having to reach for the mouse to change the location of the text cursor.

SHORTCUT

DESCRIPTION

ALT+K

Moves the text cursor to the voice cursor

ALT+SHIFT+K

Moves the voice cursor to the text cursor

Play Audio Faster The ALT+2 shortcut increases the speed of the dictation audio. As you become more familiar with the shortcuts and editing capabilities in EditScript MT, gradually increasing the default audio speed will help you complete more jobs in less time.

Note: Though increase of audio speed is recommended, it is important to maintain a comfor speed that does not jeopardize the quality and accuracy of your work.

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SHORTCUT

DESCRIPTION

ALT+2

Increases the audio speed



Other Tips for MTs In addition to constant use of the program shortcuts, the following tips will assist you in increasing your productivity in EditScript MT.

Hide the EditScript MT feature icons EditScript MT allows you to perform nearly all of your day-to-day tasks in the program using only keyboard shortcuts. We recommend that you take the time to familiarize yourself with the keyboard shortcuts. Use of these shortcuts will significantly increase your productivity. The quickest way to adapt to a mouse-free environment is to hide the EditScript feature icons and work solely from the keyboard shortcuts. This can be done by asking your transcription manager or to enable the Hide buttons that have shortcuts setting in EMon.

Hiding EditScript feature icons (through EMon): 1

From the eScriptionist tab, search for and select the transcriptionist whose profile you want to change.

2


3

Click on the box for Hide buttons that have shortcuts setting.

4

Click OK. When you to EditScript MT the next time, the shortcut icons no longer appear.

Before (default layout)


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After (when hidden)

Use the AutoCorrect feature The AutoCorrect word expander utility available in Word can be used to increase your editing speed. AutoCorrect is much like other abbreviation-expander programs (FlashForward, ShortCut, PRD, etc.), in that it allows you to enter a word by typing only a few characters; for instance, “hypn” for “hypertension.” In addition, AutoCorrect can be used to automatically detect and correct typos, misspelled words, and incorrect capitalization, greatly reducing the amount of time you spend editing a document. AutoCorrect can be configured through the Macros> AutoCorrect menu in the EditScript toolbar. Through the AutoCorrect dialog, you can configure the AutoCorrect feature so that it functions as you want. For information on importing your existing AutoCorrect lists so that they can be used with EditScript MT, see Chapter 3: Learning the Microsoft Word Components on page 65.

Adding AutoCorrect entries: 1

226

From the EditScript toolbar, click Word Tools> AutoCorrect or press ALT+T+A to open the AutoCorrect dialog.



The AutoCorrect dialog appears.

2

Click on the AutoCorrect tab.

3

In the Replace field, enter the abbreviation for the entry. In this example, we are creating an entry for “hypertension,” but we only want to have to type the abbreviation “hypn” in our documents. The abbreviation is entered in the Replace field.

4

In the With field, enter the word you are creating the entry for, and that you would like to replace the abbreviation with. In this example, we want to replace the “hypn” abbreviation with the word “hypertension,” every time the abbreviation is typed.

5

Click Add to add the new entry to the list.

6

Click OK when done.

Pay attention to direct MT EditScript MT has the ability to analyze your performance data and suggest ways for you to improve your editing speed by using productivity-enhancing features discussed previously in this chapter. It is important to review this on a regular basis to learn how you can maximize your productivity in EditScript MT. Your direct can be viewed through your metrics page.


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Steps: 1

Press ALT+X or click Utilities> Transcription Metrics. The Enter Date Range dialog appears.

2

Specify a Start and End date for the date range, using the arrow keys to navigate between the month, day, and year columns. You could also click on the downwardfacing arrow to right of each field and select a date from the fly-out calender that appears.

ALT+O 3

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ALT+L

Once you have specified the date range, press ALT+O (OK) to accept it.



The Transcription Metrics dialog appears.

4

To create a printout of your metrics, press the TAB key until the Print button is highlighted, then press ENTER (or click Print). To clear the content of this dialog, press the TAB key until the Clear button is highlighted, then press ENTER (or click Clear). To refresh the content, press the TAB key until the Refresh button is highlighted, then press ENTER (or click Refresh). You can also change the date range directly from this dialog. To do this, press the TAB key until the month of the Start or End date (whichever you wish to change) is highlighted. You can then use the arrows keys to navigate between month, day, and year. You can also click on the downward-facing arrow to the right of either field to select a new date from the fly-out calendar that appears.


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Pause EditScript MT when you need a break EditScript MT contains a Pause feature that can be used when you need to take a break from the program. This feature allows you to take breaks without having your time away from EditScript MT count against you in productivity measurements.

Steps: 1

Click Utilities> Pause EditScript and Transcription Timer from the EditScript toolbar

.

This will hide all EditScript MT windows and display a dialog reminding you that EditScript MT is currently paused. This dialog also includes a visual display of the running time that you are away from the program in the HH:MM:SS (hours, minutes, and seconds) format.

2

To return to EditScript MT and resume editing, press ENTER when the dialog is the focus dialog (not behind other applications), or click Resume Editing.

Check spelling as you type To avoid having to check spelling through the entire document once it has been completed, enable Word to check spelling as you type. This will allow you to proof and check spelling as you edit/transcribe. To enable this feature, follow the steps below.

Steps: 1

From EditScript MT, click Word Tools.

2

Select Options.

3

From the Options dialog, click on the Spelling and Grammar.

4

Under Spelling, check the box for Check spelling as you type.

5

Click OK.

Edit documents for the same speaker Data shows significant productivity gains when transcriptionists are assigned jobs for a single speaker within a short time frame, rather than working exclusively from dictation time and/or priority rules. The time frame is determined by the EditScript Age Difference Cutoff setting, which can be adjusted through the Institution Advanced Settings dia EMon. This setting is

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institution wide, which means it cannot be customized on an individual basis. By default, the EditScript Age Difference Cutoff setting defaults to 8 hours. See the EMon Guide for more information.


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Troubleshooting This chapter contains helpful troubleshooting tips for EditScript MT and Microsoft Word, as well as comprehensive instructions for configuring your AntiVirus software to allow EditScript MT to perform at an optimal level.

8


Troubleshooting EditScript MT



Troubleshooting Word



Recommended AntiVirus Settings

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Chapter 8: Troubleshooting

Troubleshooting EditScript MT An error appears when a function you wanted the program to perform could not succeed, due to a variety of reasons. Details of problem will appear in the error message, and are sent to eScription for review so that something can be learned from the event. The errors and issues listed in this section are common, and can be easily resolved following the steps that are provided. In the event that the troubleshooting instructions in this section do not resolve the issue, your IT staff, or try the following suggestions:

• •

Reboot your computer. This does not take too long, and has been known to resolve a variety of problems. This should be your first step in troubleshooting any problem in EditScript MT. Completely re-install EditScript MT. This can be done through Start> Control > Add/Remove Programs. Simply locate EditScript MT in the programs list and click on the Change/Remove button. Once EditScript has been un-installed, delete the EditScript installation folder. Then, re-install EditScript MT. This simple procedure will resolve many common problems. Your ability to do this is controlled by your institution’s own IT security procedures. Assistance from an IT may be required.

ISSUE: EditScript MT is slow and unresponsive In the event you notice a lag in performance, that your system meets the hardware and software requirements listed in the Component Installations Requirements found on the EditScript Online Center. If it does, that Windows and Office are both up to date. If your system meets both criteria, and EditScript MT is slow and/or unresponsive, it is likely the result of having too many open applications in the background. Many antivirus programs, such as Norton and McAfee, have real-time scanning features that will slow even new and powerful systems. It is advisable to try running your virus program without real-time scanning active to see if this makes a significant difference. If you still do not notice a difference, you can use the Windows Task Manager to determine if any background applications are slowing you down.

Steps: 1

Press CTRL+ALT+Delete.

2

Select Task Manager from the dialog that appears.

3

Click on the Processes tab.

4

Click on the U column header to sort by processor usage. Only the System Idle Process should have a usage number greater than 50. Any additional programs with a number greater than 50 could very well be the cause of the sudden performance lag.

ISSUE: I finished my transcription, but it is still showing up as Checked Out in EMon In the event that you complete and a report but it shows up as Checked Out in EMon, log out and log back in to EditScript MT. This will force an of documents that have already been transcribed. If this does not solve the problem, that your Internet connection is working properly. If it is, follow the steps below.

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Steps: 1

Open EditScript MT and as normal (make sure your profile in EMon allows you to view and edit the work queue, > Privileges).

2

Press ALT+Q to display the work queue.

3

Click on the View Dictations in the Queue icon or press ALT+V.

4

When the results are displayed, click on the Status heading and look for all items that are Checked Out for Editing.

5

Select the records that are currently Checked Out and completed.

6

Click on the Highlighted Files icon to manually the selected files. This may take several moments depending on the number of files you have selected.

Additional troubleshooting steps: If the document still does not properly, try the following.

1

Note the dictation number.

2

Copy the body of the dictation and paste it into Notepad (make sure your profile in EMon allows you to paste, Security>Prevent Paste should be un-checked).

3

Exit EditScript MT.

4

In C:\Program Files\eScription\EditScript\s, delete all files with the dictation number you noted in Step 1.

5

In C:\Program Files\eScription\EditScript\Saves, delete all files with the dictation number you noted in Step 1.

6

Have your transcription manager set the job to Ready for Editing or Ready for Transcription, and assign it to you.

7

to EditScript MT.

8

Pull up the dictation and paste the copied text from the original.

9

the dictation. Note that the document will pend if you do not listen to the audio.

ISSUE: Why do I not see all of the available jobs in my queue? The number of available jobs in your work queue might vary depending on whether you are viewing the queue through EMon or EditScript MT. If you notice a discrepancy between the two programs, consider the following: Perhaps the dictation you are looking for is assigned to a work type that you do not have permission to work on. Have your your work type permissions in EMon. Are you looking for multiple STAT (high priority) dictations in your queue? At most, only 2 STAT dictations are allowed in a work queue at one time. This is to prevent high priority dictations from being locked to a specific MT in the event of an unexpected shut down. To work around this issue, have your or transcription manager change the priority of the dictation to a number higher than 2. It should then appear in your queue.

ISSUE: Why am I getting communications messages? If you encounter communications errors while trying to update the header or a dictation in EditScript MT, it is indication that your computer is having difficulty connecting to the EditScript MT Guide V9

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eScription server. This could result from a temporary connection problem, or it could mean that your internet connection is down. EditScript MT will continue to completed documents until it succeeds when connection is re-established.

ISSUE: “EditScript8.dot Warning Message” error The following message is sometimes displayed when you attempt to a dictation in EditScript MT: EditScript8.dot Warning Message EditScript8.dot has encountered an unexpected problem. The details of the problem are displayed below. You may continue to work within EditScript8.dot. If you continue to have problems with EditScript8.dot, please your IT Staff for assistance. Problem details sent to eScription: Error 6010: This scrollbar is not visible in eScriptionEditScript8.cEditScriptDriver.ImportNew File. The error occurred at line: 995

This error appears when the vertical and horizontal scrolling bars are set to Hide. To resolve this problem, follow the steps below.

Steps: 1

From Word, click on the Tools Menu.

2

Select Options.

3

Click on the View tab in the Options dialog.

4

Make sure that both Vertical scroll bar and Horizontal scroll bar are checked.

ISSUE: “A problem has occurred while trying to initialize EditScript template” error When this error is encountered, EditScript cannot continue. To resolve this problem, follow the steps below.

Steps: 1

Export all AutoCorrect entries from Microsoft Office. For detailed instructions on how to do this, click on the following link: http:///microsoft.com/ default.aspx?scid=kb;en-us;186237

2

Backup all Office settings and programs, including Outlook mailboxes and the Normal.dot template, which can be found at the following location: C:\Documents and Settings\ \Application Data\Microsoft\Templates

3

From the Help Menu, select Word Detect and Repair.

Note: This will affect all Microsoft Office settings and programs! Be sure to backup any and all important files, including your Outlook mailboxes. 4

Check the boxes for both Restore my shortcuts while repairing, and Discard my customized settings and restore default settings.

5

Import the AutoCorrect entries you exported in step 1.

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ISSUE: “Run-time error ‘67.’ Too many files” error Run-time error “67.” Too many files. Raised at line 295 in EditScriptServer.modVBtrace.GeneralErrorsLog.

Steps: 1

Exit EditScript MT.

2

Delete all files in the following folders: C:\Program Files\eScription\EditScript\s C:\Program Files\eScription\EditScript\Saves C:\Program Files\eScription\EditScript\Logs C:\Program Files\eScription\EditScript\Saves

3

Restart EditScript MT.

ISSUE: I can’t hear the dictation audio! In the rare instance that you can no longer hear the dictation audio, you can attempt to troubleshoot the problem by following the steps below:

1

Make sure the volume control on your computer is not set to Mute. To do this, click on the volume icon in your Windows Task Bar.

The Volume button, located in the Windows Task Bar or System Tray

Make sure the Mute setting is un-checked

2

Record the dictation ID number (located at the bottom left of the EditScript MT interface). You may need to reference this number or locate the dictation at a later time.

3

Press the center foot pedal three (3) times.

4

Press ALT+A to play the audio in EditScript MT. Did this solve the problem? If not, continue.

5

Pend the current document and re-start EditScript MT. Try playing the audio again. Did this solve the problem? If not, try playing an audio file outside of EditScript MT. If you cannot hear audio, and install the most recent drivers for your audio device. Did this solve the problem? If not, try rebooting the computer.


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ISSUE: The date is ing incorrectly in EditScript MT Certain Microsoft Windows Date settings can cause problems with the date format ed by MTs in EditScript MT. To resolve this problem, follow the steps below.

Steps: 1

From the Start Menu, click on Control .

2

Click Regional and Language Options.

3

Click on the Regional Options tab (default).

4 5

In the Short Date field, that the date is listed in the MM/DD/YYYY format. Click OK.

ISSUE: Why is the CC list incomplete? When EditScript MT is launched for the first time, your current CC list is ed from the database and a copy is saved on the local machine. This enables EditScript to skip this step on subsequent s, saving you time. However, if EditScript MT is loaded before the Provider list is ed completely, only a partial provider list will be copied to your system, and because some data was initially copied, it will not try to reload the data the next time you . To resolve this problem, delete the copied files from the EditScript MT installation directory. EditScript MT will then reload the list at next . All files that begin with either of the following names should be deleted: List_ Deltas_ For XP, the default installation directory is: C:\Documents and Settings\<name>\Application Data\eScription\EditScriptMTV9 For Vista and Windows 7, the default installation directory is: C:\Documents and Settings\<name>\Application Data\eScription\EditScriptMTV9

Tip: For a shortcut to the path, use %AppData% as the first part of the path, e.g., %appdata%\eScription\EditScriptMTV9.

ISSUE: I thought I had completed more lines than I was credited for Sometimes, your transcription metrics credit you with fewer lines than you believe you edited/ transcribed within the specified date range. There are three possible causes for this:

• •

238

Jobs were cancelled: It is possible that one or more jobs you had edited/transcribed in EditScript MT were cancelled by an through EMon. Lines are not credited when a job is cancelled. The job status changed: It is possible that the status of one or more jobs was changed back to Ready for editing or Ready for transcription by an after you ed it, which would cause the job(s) to be routed back through the general queue.



•

The last job has not been added to your metrics yet: It may take a few moments for a completed job to appear in your MT metrics page. Please allow the system enough time for the most recent line count numbers to be reflected.

ISSUE: “Utterance not found or redundant” error When you attempt to a document in Pending List Management mode, you might encounter the following error: Utterance not found or redundant.

This is an indication that the document is no longer valid in your work queue. Below are a few common reasons for this error:

• • •

The document was never ed and checked out, or the wrong toolbar options were selected when you created your work queue. The status of the document was changed through EMon, causing the document to be released. The document was automatically released after five (5) hours. This is a feature of the system that can be configured by your institution.

ISSUE: Unable to associate the footpedal with port: COM2 This error appears when EditScript MT cannot connect to the foot pedal through the port that had been specified for it. When this occurs, select Yes to choose a new port.

ISSUE: When I insert a template, it does not appear in the same window When you attempt to insert a template, it must open in the same window as EditScript MT. If your PC is not configured to do this, follow the steps below:

Steps for Windows XP: 1

In Windows Explorer, click on the Tools menu.

2


3

Click on the File Types tab in the dialog that appears.

4

Under ed File Types, scroll to find Microsoft Word Document (DOC).


239


5

Click Advanced.

6

In the Edit File Type dialog, make sure that the Browse in same window setting is checked.

Steps for Vista and Windows 7: Note: Please back up of the registry before performing the following changes. 1 240

Open the Windows registry by typing regedit in the run command window.



2

Go to: HKEY_LOCAL_MACHINE\SOFTWARE\Classes\Word.Document.8 or, depending on which is installed, HKEY_LOCAL_MACHINE\SOFTWARE\Classes\Word.Document.12

3

On the right pane, delete "BrowserFlags" DWORD.

4

Close the registry.

ISSUE: EditScript MT appears to slow down every few minutes Most likely, this is due to the AutoSave feature in EditScript. By default, an AutoSave will occur every minute, and may affect system performance during each occurrence. To increase the minutes between autosaves, follow the steps below.

Steps: 1

From EditScript MT, press ALT+O to display the Profile Settings dialog.

2

Select the Transcription tab.

3

To change an option from this dialog tab, hit the TAB key to toggle through the available settings. Under MinutesBetweenAutoSave, enter a number greater than the current interval.

4

Press ALT+O to accept any changes and close the dialog. Before some changes can take effect, you must log out and log back into EditScript MT.

ISSUE: Problems with EditScript MT search, .SHTML file association The search feature in EditScript MT communicates with the Internet through .SHTML files, a file format that essentially says "This html file includes Server commands - please parse it before delivering to the browser site.” The .SHTML format allows for parsing to be skipped for all plain .html (or .htm) files. In order for the search feature to work correctly, and perform at a maximum level, the .SHTML file type must be associated with Internet Explorer. On most computers, this association is already in place. When it is not, you can create the association by following the steps below.

Steps: 1

From Windows Explorer, click on the Tools menu.

2


3

From the Folder Options dialog, click on the File Types tab.

4

Scroll through the ed File Types list. Does .SHTML appear? If so, make sure it is associated with Internet Explorer. If not, continue.

5

Click New. The Create New Extension dialog appears.

6

In the File Extension field, type .SHTML.

7

Click on Advanced.


241


8

242

In the Associated File Type field, click on the downward-facing arrow and select Internet Explorer from the scroll list.



9

Click OK.

ISSUE: I get an Internet Explorer error when I attempt to install EditScript MT Upon installation, EditScript MT checks the current version of Internet Explorer on your system using a string value called “IE.” This value is located in the following key location in your Windows registry: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Internet Explorer\Version Vector If this string is missing during installation of EditScript MT, installation may fail with the following error: To run EditScript MT, you must install Internet Explorer 6 or later.

To resolve this problem, follow the steps below.

Steps: 1

From the Start window, click Run. The Run dialog appears.

2

Type the following in the Open field: regedit.

3

Navigate to the location noted above (HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Internet Explorer\Version Vector).


243


4

Insert a new string value with the name “IE” and a value of 6.0000.

5

Reboot, and attempt to install EditScript MT again.

IMPORTANT! Modifying your registry incorrectly can cause serious problems that may require you to reinstall your Operating System. If you are not familiar with the registry, we recommend that you your local IT representative for assistance.

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Troubleshooting Word The errors and issues listed in this section are common, and can be easily resolved following the steps that are provided. In the event that the troubleshooting instructions in this section do not resolve the issue, your IT staff, or try the following suggestion:

•

Reboot your computer. This does not take too long, and has been known to resolve a variety of problems. This should be your first step in troubleshooting a problem.

ISSUE: Cannot record macros If you cannot record macros, check the Trust Access to Visual Basic check box in the Trusted Publishers tab of macro security (Tools> Macro> Security). This should be done without EditScript open. See screen shot below from Word 2003.

ISSUE: “Word cannot save this file....” error The following error message is sometimes displayed when you attempt to exit EditScript MT: Word cannot save this file because it is already open elsewhere (C:Documents and Settings...Normal.dot).

Normal.dot is used by Word to open a blank document when the File> New button is selected. To resolve this Word problem, follow the steps below.

Step 1: Open EditScript MT before any other applications that might use Normal.dot (Outlook is a common application that uses this file).

Step 2: 1

From Outlook, click on the Tools menu.


245


2

Select Options.

3

Click on the Mail Format tab.

4

Uncheck the Use MS Word to edit emails setting (depending on the version of Outlook you are using, there might be two settings).

ISSUE: How do you turn off AutoNumbering in Word? Follow the steps below to turn off the AutoNumbering feature in Word.

Steps: 1

From the EditScript toolbar, open the Word Tools menu.

2

Select AutoCorrect.

3

Click the AutoFormat as you type tab.

4

Under Apply as you type, uncheck the box for Automatic numbered lists.

5

Click OK.

6

To turn the feature back on, repeat these steps and check the box for Automatic numbered lists.

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Recommended AntiVirus Settings EditScript MT only s Norton Anti-Virus and McAfee Anti-Virus. If McAfee Anti-Virus is installed, it must be Version 8 or higher. Later versions of McAfee and all versions of Norton may cause performance delays unless the EditScript installation directory is excluded from virus scanning. To configure your AntiVirus software so that EditScript MT can run at an optimal level, follow the instructions below.

McAfee VirusScan Plus 2008 (versions 8 and 9) McAfee requires a lot of U resources, which can cause noticeable slowdown in EditScript MT. In McAfee VirusScan, the exclusion of scanning certain folders is not allowed. When running EditScript MT, it is recommended that you exclude the scanning of the eScription directory.

For Windows Vista and Windows 7: 

s\<name>\AppData\Roaming\eScription\ EditScript MT<product version>

For Windows XP: 

Documents and Settings\<name>\Application Data\eScription\EditScriptMT

Disabling VirusScan will disable the scanning of these directories, which will enable EditScript MT to operate with a reduced risk of errors. To disable VirusScan, please follow the steps below.

Steps: 1

Double-click on the McAfee icon in the toolbar.


247


The following window appears.

2

Click on Computers & Files. The following window appears.

3 248

Click Configure on the right side of the screen.



4

Under “Virus protection is enabled’, set the real-time scanning protection to Off.

If you would like to turn the real-time scanning back to On when you are done working in EditScript MT, you can do so here.

5

After you set the real-time protection to Off, a pop-up window will appear, asking when you want to re-enable real-time scanning. Select Never from the drop-down and then click OK. Real-time scanning is now disabled. A white “X” surrounded by a red circle now appears beside your McAfee icon in the toolbar.

Norton 2007/2008 For EditScript MT to run without interruption, the following EditScript MT directories should be excluded from scanning:



For Windows XP: 


Follow the instructions below.

Steps: 1

Open your Norton program.


249


2

In the main window, click the Norton product tab.

3

On the next window, click Settings.

4

Under Settings> Basic Security, click Norton AntiVirus Options.

250



5

On the left-side of the screen, click Exclusions.

6

Under “Which disks, folders, or files to exclude from Risk scanning”, click New.

7

Depending on your operating system, exclude the appropriate directory below.



For Windows XP: 


Note: Be sure to check the Include subfolders check box.


251


8

Click OK.

9

Under “Which disks, folders, or files to exclude from Auto-Protect scanning, click New.

10

Depending on your operating system, exclude the appropriate directory below.



For Windows XP: 


Note: Be sure to check the Include subfolders check box. 11

Click OK.

12

Click Apply and then click OK.

Norton 2006/2005/2004 For EditScript MT to run without interruption, the following EditScript MT directories should be excluded from scanning:



For Windows XP: 


Steps: 1

Right-click on the Norton AntiVirus 2004 icon and select Open Norton AntiVirus, or simply double-click on the program icon on your desktop.

252



2

Select the Options button.

3

Click Auto-Protect> Exclusions.

4

Click New.

5

Depending on which operating system is being used, exclude one of the following directories:



For Windows XP: 


Make sure to exclude the directory from both virus detection and from compressed file scanning.

6

Click OK.

7

On the left Options screen, click Manual Scan> Exclusions.

8

Repeat steps 4 through 7.

9

Click OK, and then close the Options for Norton AntiVirus window.


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254


Common EditScript MT Messages A EditScript MT, like most applications, requires communication and input through the use of message dialogs. You will encounter a variety of messages during your day-to-day activities in EditScript MT; some that result from routine workflow procedures and others from problem issues. This chapter highlights the program messages that you are most likely to come across. For information on specific troubleshooting procedures, see Troubleshooting in Chapter 8 on page 233.

255

Appendix A: Common EditScript MT Messages

Message Text / Description You can only work on one EditScript file at a time. Do you want to close the current EditScript file and open the next? Appears when you attempt to retrieve a dictation while one is already loaded. Either select No and complete and the current document, or select Yes to close the current document and begin working on the new document.

Is this the template you want to insert? Appears when you attempt to insert a template. Confirm that the selected template is the one you intend to use.

The following fields have changed. You must either confirm or reset these changes before ing this dictation. In addition, you must either supply values for the following fields and confirm them, or pend the dictation. Appears when you attempt to the current document without first confirming the changes that have been made to the information in the header. Any changes made to the header must be confirmed before the document can be ed. To do this, select the Confirm button (ALT+O). You must also enter values for the fields listed in the message dialog and confirm those as well, or pend the dictation (ALT+Y).

If you leave the fields below blank, you must pend this dictation before ing it. Please either fill in these fields and confirm your values, or add a pending note to this dictation. Appears when you attempt to the current document without providing missing header information. Complete the listed fields, or add a pending note to the dictation (ALT+Y).

You have successfully constructed your own work queue. To retrieve dictations in the queue, use the “Get Next Dictation” or “Send Current Dictation and Get Next Dictation” buttons on your toolbar. Appears when your custom work queue has been constructed successfully. Return to EditScript editing mode (ALT+E) and begin retrieving documents from your queue using the ALT+U (recommended) or ALT+N shortcuts.

You have closed all of your EditScript documents. Do you want to exit from EditScript? Appears when you have completed and closed all of the documents in your queue. Select Yes to close EditScript, or No to return to editing mode.

There is nothing in the pending note. Do you still want to pend the dictation? Appears when you attempt to pend a dictation without adding a pending note. Select Yes to pend the dictation anyway, or No to add a note before pending (recommended).

The spelling check is complete. Appears when spell check has finished processing.

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You have made changes to your normal.dot template but EditScript cannot save them because another instance of Word also has the template open. Do you want to save a copy of your changes to normal.dot? Appears when changes made during the EditScript session have affected your normal.dot template, but the changes cannot be saved because another application is sharing the template (e.g. Outlook). Select Yes to save a copy of the normal.dot template.

You have not selected any of the search records. No changes will be applied to the header. Is this what you want to do? Appears when you attempt to exit the search results window without selecting a result to be applied to the header. Select Yes to exit, or No to select a result to apply to the header.

Your search has returned over 100 results. Only the first 100 will be displayed. Appears whenever a search returns more than 100 results. In such an instance, only the first 100 results can be displayed at one time. For a smaller list of results, narrow the search by providing more information.

EditScript is unable to with this name/ combination. Please make sure your caps-lock key is not turned on. Appears when the name and/or information you have provided at startup is incorrect. Check to make sure the caps-lock key is turned off and try again.

The spelling and grammar check is complete. Do you want to split the highlighted text from the remainder of the dictation and it? Appears when spelling and grammar checking has completed during an attempt to split the current dictation. Select Yes to split the highlighted text from the rest of the document and it, creating a separate document.

Error retrieving institution info. A network communications error occurred while connecting to the EditScript Server. Please press OK to continue working. Appears when your institution information cannot be retrieved due to an unexpected network communications error. Select OK to continue working in EditScript and try again later.

You must specify at least one search criterion. Please specify values for which you want to search and then click the Search button again. Appears when you attempt to perform a search without first specify a criterion. Specify the values by which you would like to search and select the Search button again.

EditScript MT has successfully reestablished a connection to the eScription database. Appears when connection between EditScript and the eScription database has been restored following a disconnect.

No high priority dictations are currently available for you. Appears when you attempt to a high priority dictation, and none are currently available.


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EditScript cannot be launched because it is either already running or it is in the process of shutting down. Appears when you attempt to launch EditScript while it is already running, or without first shutting it down completely. View the Task Manager and shut down all EditScript background applications (see Background applications in Chapter 1 on page 30) and try again.

EditScript is now restarting following a non-standard shutdown. Please to the same institution that you were working on prior to the shutdown. EditScript will then repair any problems which occurred during the shutdown. Appears when EditScript is attempting to restart after an improper shutdown. to the same institution as before to allow EditScript to repair any problems.

You still have uned dictations in the work queue you constructed earlier in the session. Do you want to add the selected dictations to that work queue? Appears when you attempt to build a custom work queue without first completing all of the jobs that were added to the other custom queue built previously during the current session. Select Yes to add the selected jobs to the current custom queue, or No to create a new work queue with the selected jobs.

To protect patient confidentiality, EditScript is configured to prevent s from saving transcriptions to files outside of EditScript. If you have questions, please your transcription manager. Appears when you attempt to save a document outside of EditScript when you are not permitted to do so. This permission can be granted to you through the Security tab in your eScriptionist Profile dia EMon.

Windows is waiting for you to respond to another open dialog. Appears when you attempt to perform an operation in EditScript that cannot be processed due to another open Windows application window. Close the other window and try again.

There currently are no dictations in the work queue for transcriptionist _________. Appears when a transcriptionist attempts to retrieve a dictation from an empty queue.

To protect patient confidentiality, EditScript is configured to prevent s from printing transcriptions. If you have questions, please your transcription manager. Appears when you attempt to print a document outside of EditScript when you are not permitted to do so. This permission can be granted to you through the Security tab in your eScriptionist Profile dia EMon.

Error retrieving transcription metrics. A network communications error occurred while connecting to the EditScript Server. Please press OK to continue working. Appears when your transcription metrics cannot be retrieved due to an unexpected network communications error. Select OK to continue working in EditScript and try again.

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EditScript is now restarting following a system error. After logging in, please press ALT+N to retrieve the next document in your work queue. NOTE: The next document will generally be the one you were working on at the time of the error. However, higher priority documents may be loaded first. Appears when EditScript is attempting to restart following an unexpected system error. Once EditScript has relaunched, you can retrieve documents using the ALT+U (recommended) or ALT+N shortcuts.

Unable to associate the footpedal with port: ______. Do you want to specify another port for the footpedal? Appears when EditScript cannot associate the footpedal with the specified port. Select Yes to specify another port from a list of ports.

You are not currently editing an EditScript file so there is nothing to . Windows is waiting for you to respond to another open dialog. Please respond to that dialog before displaying the EditScript work queue manager dialog. Appears when you attempt a file when there are no open dictations or when the action cannot be performed due to another open Windows application dialog. Close the other dialog and try again.

You did not select any dictations for your work queue. EditScript MT is currently unable to connect from your site to the eScription database. As a result, it cannot retrieve any more dictations for you to work on. You can either shut down EditScript MT now, or wait while EditScript MT attempts to reestablish a connection. Please your or eScription representative. Appears when no dictations were selected for your custom work queue because EditScript is unable to connect to the database due to an unexpected connection error. You can elect to either shutdown EditScript or wait for connection to be reestablished. Please your or eScription representative when this error occurs.

Database request completed. Errors encountered: Unable to interpret the SPHERE header of file “C:\PROGRA~1\ESCRIP~1\EDITSC~1\s\local_NAME.pcm” Appears when a request made to the eScription database has been completed with one or more errors.

You must specify a first and last name for the new . Appears when you attempt to insert a without providing a first and last name.

The place where you are splitting this dictation comes before the starting point it had when you loaded it. EditScript will create a dictation segment which goes from the start of the audio to this newly specified split. Is this what you want to do? Appears when you attempt to split a dictation at a point that comes before the starting point at which it was loaded. Select Yes to create a dictation segment that begins from the start of the audio and ends at the split location, or No to reselect the Split position.


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You are attempting to split this dictation segment at the beginning of the audio for this segment. This is not allowed. Appears when you attempt to split a dictation at the beginning of the audio.

You have chosen to change the values below for this transcription. Press OK to confirm these changes. Press Cancel to revise them. Appears when you have attempt to the document without confirming the listed changes first. Select OK to confirm the changes, or Cancel to revise them.

You cannot change the patient name to a blank value. Please re-specify the value and click OK again. Appears when you remove the patient name and do not replace it. The patient name must be entered.

You cannot change the patient to a blank value. Please re specify the value and click OK again. Appears when you remove the patient and do not replace it. The patient must be entered.

EditScript initialization has completed. Appears when EditScript initialization has processed.

You have tried to open too many custom dictionaries. Word can have up to 10 custom dictionaries open at the same time. Appears when you attempt to open more than 10 custom dictionaries.

EditScript encountered an unexpected database error while attempting to retrieve your options profile for this institution. It will now terminate. After it shuts down, you may try to to another institution. Please report this error to your transcription manager. Appears when your options profile cannot be retrieved due to an unexpected database error. You can shut down EditScript and to another institution. Please report this error to your transcription manager.

To protect patient confidentiality, EditScript is configured to prevent s from emailing transcriptions. If you have questions, please your transcription manager. Appears when you attempt to email a transcription.

Unable to connect to footpedal port (COM1) Error: 1 If this is the first time using EditScript, or your first time logging in to EditScript using this release, then your system to determine the port to which your footpedal is connected. If you have previously connected to the footpedal using the current EditScript release then there may be a hardware or configuration problem on your machine. You may want to consider shutting down EditScript,

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rebooting the machine, and then logging into EditScript again. If the problem persists, please your system . Appears when EditScript cannot associate the footpedal with the specified port. Select Yes to specify another port from a list of ports. If this is the first time using EditScript, or your first time logging in to EditScript using this release, then your system to determine the port to which your footpedal is connected. If you have previously connected to the footpedal using the current EditScript release then there may be a hardware or configuration problem on your machine. You may want to consider shutting down EditScript, rebooting the machine, and then logging into EditScript again. If the problem persists, please your system .

This is the audio position where a transcriptionist split this dictation segment. Do you want to continue listening to the audio? Appears when the audio progress reaches the position at which the dictation segment was split. Select Yes to continue listening to the audio, or No to end the audio.

You cannot change the medical record number to a blank value. Please re specify the value and click OK again. Appears when you attempt to remove the medical record number (MRN) without replacing it. The MRN field must not be left blank.

EditScript was unable to retrieve the dictationID for the next segment if the dictation. This dictation will be ed and pended. The next dictation in your queue will then be loaded into EditScript. Appears when you attempt to split a dictation and the dictationID for the next segment cannot be retrieved. The dictation is ed and pended, and the next dictation in your queue will be loaded.

eScription has released a new version of EditScript MT. Everything you need to install for this release has already been ed to your machine. You will be unable to to EditScript MT again until you have installed this new release. Do you want to install the new release now? Appears when you have been configured for Automatic Updates. Select Yes to install the new version now, or No to return to the current session of EditScript and install the new version before the next .

Note: You will not be able to to EditScript once the current session is over until the new version has been installed.

EditScript has not finished initializing yet. Please wait. Appears when you attempt an action that cannot be performed because EditScript is still initializing.


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The following values for Attending Physician are not set up in the eScription database and cannot be associated with this dictation. Do you want to pend the dictation and supply this information in a pending note? Appears when you provide values that are not set up in the eScription database and cannot be associated with the current dictation. Select Yes to pend the dictation and provided a detailed pending note.

You have not specified a valid filename and path to save your template changes to. EditScript cannot shut down until you either re specify a filename to save to or choose not to save your changes. Appears when you attempt to save template changes to a filename or location that is incorrect. You must specify a new filename or elect not to save the template changes.

Your computer’s audio player is currently playing other audio. Please either turn the other audio off or wait until it completes. Appears when you attempt to listen to dictation audio while your default audio player is currently occupied with another audio file. In this instance, you can either turn off the source of the other audio or wait for it to complete before playing the dictation audio.

You have specified an end date but no start date in the date range. Please either specify a start date or clear the end date. Appears when you enter one of two dates for a date range field. You must enter a start date and an end date, or neither.

There is no significant audio after the spot where you are splitting this dictation. EditScript will now this segment of the dictation and load the next dictation in your queue. Appears when you attempt to split a dictation and the point of the split is at or near the end of the audio. In this instance, the segment is ed and the next dictation in your queue is automatically retrieved.

You must specify an institution in order to to EditScript MT. Appears when you attempt to to EditScript within specifying an institution.

You cannot change the speaker name to a blank value. Please re specify the value and click OK again. Appears when you attempt to remove the speaker name without replacing it. The speaker name field must not be left blank.

The following entry has already been selected: ________. Appears when you select an entry that has already been selected.

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EditScript MT encountered an unexpected database error during this and will now terminate. After it shuts down, you may try to to another institution. Please report this error to your transcription manager. Appears when EditScript MT cannot launch due to an unexpected database error during . Once it shuts down, you can attempt to to another institution, or simply wait and try again. Please report this error to your transcription manager.

You currently have an Outlook mail message open which contains the EditScript addin. EditScript cannot shut down until you have either sent this message or closed it. Appears when EditScript cannot shut down properly due to an open Outlook mail message. To resolve this problem, either send or close the message.

The following values for Attending Physician are not set up in the eScription database and cannot be associated with this dictation: GENERIC PHYSICIAN. Do you want EditScript MT to pend the dictation and supply this information in a pending note? Appears when you provide values that are not set up in the eScription database and cannot be associated with the current dictation. Select Yes to pend the dictation and provided a detailed pending note.

You may only select one Attending Physician. Please delete the current Attending Physician before selecting a new one. Appears when you attempt to associate more than one Attending Physician with the current dictation. Only one Attending Physician can be selected.

You have set an eScription dictionary as your default dictionary. Appears when you attempt to add new entries to an eScription dictionary. All entries added to the eScription dictionaries will be deleted when EditScript MT is updated. We recommend adding personal entries to a non-eScription dictionary.


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Glossary addenda

A document that has been linked to a signed, completed report.

amendment

The document that results when an unsigned report is edited to include new, corrected content, as instructed by a clinician.

audio control bar

Appears beneath the header when Always Display Audio Dialog is checked in your EditScript Profile through EMon (see your ), and whenever a document is loaded in EditScript MT that has audio associated with it. From the Audio control bar, you can view the percentage of audio played (audio progress), track the current position of the audio versus the total duration of the audio file, and adjust the volume and speed at which the audio is played.

AutoScript™

The speech processing component of the EditScript solution that automatically converts the spoken dictations into fully formatted draft texts.

autospeed

When the system sees an MT increases the audio speed for a certain dictating clinician, it will increase the default audio speed for that clinician automatically. Likewise, the system will slow down the audio speed when it recognizes a significant manual decrease in audio speed.

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Glossary

certificate

An optional, client-based security measure that determines what s can operate EditScript MT on a local machine. If your institution is configured to require certificates for access to EditScript MT, you will be prompted to request a certificate the first time you start the program.

EditScript™ MT

EditScript for Medical Transcriptionists. This is the transcription tool used to edit and/or transcribe dictations.

EditScript™ Server

The database component to the EditScript system through which all other applications communicate.

EditScript™ Online

Web portal through which s, Medical Transcriptionists (MTs), and Clinicians can access and view documents.

EDT

eScription Data Transfer. EDTs allow for information to be sent from and received by EditScript Server.

EMon®

EditScript Monitor. This eScription component delivers wide visibility into the dictation and transcription process, as well as tools for managing that process efficiently day to day. Designed for Transcription Supervisors and other s, the EMon istrative console provides a single point of control for securely managing all system settings, and for tracking work performed in the EditScript system.

EMR

Electronic Medical Records. A system at your institution responsible for storing electronic patient records.

foot pedal

The transcription tool used to play, rewind, and forward dictation audio using a left, center, and right pedal. EditScript MT s two foot pedal models: the IN-DB9 (serial) and IN-USB-1 (USB).

header

The area of the EditScript MT interface that contains patient demographic information and whatever additional data fields were configured by your institution. When a dictation is ed in EditScript MT, the first thing you will want to do is listen to the audio file that is associated with that dictation. The audio will begin with the patient demographic information, which is automatically populated in the document header.

normal

A text document containing text that is common to multiple reports. During dictation, a clinician may instruct the transcriptionist to use a specific normal when they transcribe a report. A normal can be pulled into a document using EditScript’s Insert Normal feature.

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Glossary

STAT

The standard term for a high priority dictation, or a dictation that requires immediate transcription and a short turn-around-time (see TAT).

status bar

The horizontal toolbar located at the bottom of the EditScript MT interface. Messages appear in the Status bar to indicate the progress of an action.

Style Guide

A manual that enforces consistent typing practices for particular , phrases, conditions, medications and formatting.

TAT

Turn Around Time. The length of time it takes for a clinician’s dictation to be returned to them in report form.

toolbar

In addition to the default toolbars already in Word, EditScript MT introduces its own program toolbar. The EditScript toolbar contains drop-down menus from which all EditScript MT features are accessible.

work queue

A window feature in EditScript MT that allows you to view the dictations (jobs) that are currently available in the common work queue, as well as those that are already checked out in your name to be edited or transcribed.


267

Glossary

268


Index inserting an entry 87

A addenda 152, 155 multiple for same dictation 155 adding AutoCorrect entries 71 CC information 129 amendments 152, 155 AntiVirus settings 247 audio adjusting controls 119 control bar 119 progress 120 shortcuts 98 silences 120 speed 119 volume 120 Audio control bar 55, 119 Audio menu 56 AutoCorrect 71 adding entries 71 adding formatted entries 72 backing up imported lists 77 common substitutions 85 importing custom lists 73 moving entries between computers 81 auto-pended messages 145, 216 autosave and file recovery 51 autospeed 120 AutoText 86 creating an entry 86 deleting entry 88 editing entry 87

B background applications 30 backing up dictionaries 94 imported autocorrection lists 77 breaks, taking 155 building a work queue 109 Pending List Management 208 QA Review 183

C calculating score in QA Review 189 CC list adding names 129 expanded search 131 sorting 134 certificates 28 changing your 31 list adding names 129 expanded search 131 sorting 134 control navigation 160, 223 correction macros 160, 224 creating a report without audio 151 addenda 155 amendments 155 AutoText entry 86 269

Index

custom dictionaries 91 custom dictionaries backing up 94 creating 91 including medical 92 modifying 89

D date fields 127 decrease volume 120 dictations editing 135 listening to 118 locking to yourself 107 pending 145 retrieving 114 splitting 148 STAT 115 without audio 151 Dictations menu 58 dictionaries 89 backing up 94 creating 91 customizing 92 modifying 89

E editing AutoText entry 87 date fields 127 dictation text 135 capitalize 137 insert a colon 137 insert a comma 136 insert a period 136 lowercase 137 move voice cursor forward 136 rewind voice cursor 135 text cursor to voice cursor 135 voice cursor to text cursor 135 header and information 122 shortcuts 100 visit grid 127 Editing menu 57 EditScript MT about 7 audio/editing shortcuts 219 common messages 255 editing a dictation 135 editing the header 122 exiting the program 32 installing 16 270

interface 53 header 55 toolbar 56 Word 2003 54, 63 listening to a dictation 118 profile options 36 retrieving a dictation 114 starting the program 25 troubleshooting 24, 234 voice cursor 99 Word shortcuts 66 work queue 103 workflow shortcuts 221 enlarging toolbars in Word 2003 63 exiting EditScript MT 32

F fast forward 119 features, new in V9 12 foot pedal pedal bounce-back 102 setup 34 using 102

G grading criteria 176

H hardware and software requirements 16 header 55, 122 adding s 129 editing date fields 127 missing patient data 124 shortcuts 134 switching formats by work type 126 ing pre-filled data 125 visit grid 127 Help menu 61 hide audio control bar 120 high-priority dictations 115

I importing custom AutoCorrect lists 73 saved shortcuts 68 inactivity timer 156 increase volume 120 inserting a colon 137 a comma 136


Index

a period 136 AutoText entry 87 names 138 normals 139 installation directory 22 installing automatic updates 21 EditScript MT 16 Instruction Control 167 displaying 167 hiding 167 interface 54 Audio control bar 55 EditScript MT and Word 2003 54 status bar 63 toolbar icons 62 menus 56 introduction 7

L limited arrow navigation 160, 224 listening to a dictation 118 audio silences 120 autospeed 120 fast forward 119 pause 118 play 118 rewind 118 locking a dictation to yourself 107 logging in to Pending List Management Mode 206 QA Review mode 180

M macros correction 160, 224 troubleshooting 245 marking up a document in QA Review deleting a marked error 188 error in the header 188 error in the text 186 general comment 188 metrics 158 control navigation 160 correction Macros 160 MT 227 plays audio faster 161 Microsoft Word 65 AutoCorrect feature 71 AutoText feature 86 custom dictionaries 89 EditScript MT Guide V9

Normal view 54 shortcuts 66 Tools menu in EditScript MT 60 troubleshooting 245 updating 96 missing patient data 124 mouse-free 218 EditScript MT audio/editing shortcuts 219 navigation 160 workflow shortcuts 221 move text cursor to voice cursor 135 voice cursor to text cursor 135 MT 227 MT Instructions 165 dialog 167 eScriptionist profile 165 Instruction Control 167 interface 165 shortcuts 169 multiple cursors 161

N new features 12 normal speed 119 Normal view in Word 54, 65 normals 139

P , changing 31 pause 118, 156 pedal bounce-back 102 pending a dictation 145 Pending List Management Mode 203 auto-pended messages 216 building the work queue 208 exiting 214 logging in 206 retrieving documents 210 selecting dictations 207 setting up 204 EditScript Profile 204 security groups 204 play 118 audio faster 224 silences 62, 120 productivity-enhancing features 223 control navigation 223 correction macros 224 limited arrow navigation 224 play audio faster 224 271

Index

tips for MTs 225 use multiple cursors 224 using EditScript MT mouse-free 218 profile options 36 in EMon 39 MT profile 36

Q QA Review mode 172 building a work queue 183 calculating score 189 changing review status 190, 201 choosing random documents 181 grading criteria 176 header 175 logging in 180 manually selecting documents 180 marking up a document 186 multiple document versions 188 retrieving a document 184 security permissions 173 V8 reports 201 version 8 198

R reasg shortcut keys 67 recommended AntiVirus settings 247 recovering files 51 releasing a dictation from your queue 107 requesting a certificate 28 Reset (back to before the header) 118 retrieving a dictation 114 documents for QA 184 pended documents 210 STAT dictations (by prompt) 116 review status changing in QA mode 190, 201 Reviewed Dictation Retrieval (RDR) mode 192 closing a document 196 enabling s for 192 getting the average score 196 logging in 193 retrieving a dictation 195

S scoring in QA Review mode 189 searching for a previous dictation 162 the CC list 131 272

security group settings Pending List Management Mode 204 QA Review mode 173 selecting dictations for Pending List Management Mode 207 QA Review mode 180 serial foot pedal 34 setting up foot pedals 34 shortcuts audio 98 editing 100 header 134 MT Instructions 169 navigate by word or paragraph 136 voice cursor 99 workflow 98 silences 62, 120 slow down audio 119 software requirements 16 sorting the list 134 speech recognition overview 9 speed up audio 119 spell check 47, 230 split request time-out 149 splitting a dictation 148 starting EditScript MT 25 STAT dictations 115 status bar 63 status types 109 QA 190, 201 style guides 9

T taking breaks 155 temporary numbers 124 text cursor 135 timeout 156 tips for MTs 225 toolbar 56 enlarging in Word 2003 63 icons 62 Tools menu 60 transcriptionists increasing productivity 223 profile options 36 tips 225 troubleshooting EditScript MT 24, 234 Word 245

U unlocking a dictation from your queue EditScript MT Guide V9

Index

107 updating EditScript MT, automatically 21 Microsoft Word 96 ing a completed report 115 USB foot pedal 34 USB/Serial Adaptor 34 Utilities menu 60

V ing pre-filled header information 125 viewing the dictations in your work queue 103 the general work queue (pool) 103 transcription metrics 158 visit grid 127 voice cursor 99, 135 move forward by one word 136 rewind by one word 135 volume 120

W what’s new in this version? 12 Word shortcuts 66, 219 work queue 103 building 109 building for QA 183 custom queue 111 document status 109 locking dictations 107 permissions 104 releasing a dictation 107 toolbar features 105 unlocking a dictation 107 viewing dictations 103 viewing the general queue 103 workflow 8 shortcuts 98


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Index

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