To Begin the Discussion on Digital Dictation

The best place, I suppose, would be to share what is driving so much of the increased business at American Dictation these days.

We're getting lots of calls now from professionals - primarily lawyers - who are at wit's end with their tape dictation systems. Tapes are breaking and they're having trouble getting repairs or replacements for their recorders.

We sell few tape systems at American Dictation installing mainly digital dictation equipment. It's easy to understand why:

1. Tapes break. There's nothing quite as frustrating when a tape breaks after dictating a long document, either for the dictator or the transcriptionist. There's no easy way of repairing or resurrecting the dictation. Digital voice files remain in tact. Yes, they can be deleted, but if configured correctly, most professional systems provide for redundancy and back-ups - instantly!
2. Tapes lose quality. Over time, magnetic tape loses quality due to wear and tear, and magnetic artifacts left over from previous use. Digital files can be copied over and over and over and never lose their original quality.
3. Tapes are a hassle to manage. After a dictation, the author must make sure the dictation gets to the transcriptionist, and after transcribing, is either cataloged or erased for re-use. Digital voice files can be easily moved, copied or stored on computers, CD's or other electronic storage media.
4. Taped dictations are hard to prioritize. If an author dictates 7 letters, then decides that letter #5 needs to go out first, it is difficult for the transcriptionist to quickly find #5 on a continual tape. Most digital dictation authors create a new voice file for each dictation. If #5 is a "high priority" file, then the dictator can electronically "mark" the file and the transcriptionist can immediately identify and transcribe that document.
5. Tape equipment is expensive to maintain. Most tape system providers sell expensive maintenance contracts because tape machines require service. Capstans, motors and other moving parts need repeat cleaning. Tape machines also use up batteries quickly. Digital dictation machines have no moving parts (other than buttons), and - at least with American Dictation - no maintenance contracts are necessary (what are we going to do, send you a nice cloth to wipe off the recorder?). Many digital dictation machines - particularly the professional models - provide for in-unit battery recharging.

There are other important reasons as well to "go digital." With digital systems, the routing and management of work is much, much easier, safer and more secure. Olympus and Philips professional systems provide encryption, e-mail/FTP transfers and workgroup file sharing.

Perhaps you have made the switch from tape to digital. If so, share your experience here!

Using the "Pending Dictations" Feature on the Olympus DS-5000

The majority of professionals who use the Olympus DS-5000 to dictate notes, letters or any other type of report, send those dictations elsewhere to be transcribed. This transfer is usually done automatically by the Olympus DSS Player Pro software installed on the user's PC. Say you are dictating several different notes and you would like to send one immediately, but keep the others on your recorder to finish later. You would need to enable the "Pending" feature on your device (via the DSS Player Pro software) so you are able to mark voice files as such before you download them off of your recorder.

This is how you turn on that feature:

• Open Olympus DSS Player Pro software and put the DS-5000 into the cradle. Make sure the device is turned on and the slide-switch is in the STOP position.
• Go to TOOLS at the top of the main window and scroll down to OPTIONS. Click the DEVICE tab on the top left of that window.
• Click "Programmable Buttons" in the left column. In the "STOP Mode" row select one of your funtion buttons to enable "Pending". Look at the screen shot below.

• Now click "Recording" in the left column under "Administrative Settings". Click the button next to "Finished Files" to tell the recorder to download only finished voice files and not all files.
• Now to apply these settings to the recorder, click the UPDATE button at the top of the window and select "All Pages" to update all the settings you have selected.

Now the "Pending" feature is enabled. While the slide-switch is stopped, you can press F3 (in this example) to mark the current voice file "Pending". This will leave the file on the recorder when connected to your PC so you can go back and add onto it later. Press F3 again to take off "Pending".

For more helpful tips and how-to's, browse the previous posts on this blog. Also, visit AmericanDictation.com for more information.

Introducing the Olympus DS-3400

Since Olympus released their latest pro hand-held digital voice recorder last year, the DS-5000 has become one of the most popular voice recorders used by professionals today. Its comfortable design and highly capable features allow you to manage dictations and even edit them on the device. This is truly the top-of-the-line digital voice recorder available.

However, Olympus recognizes that many people who use digital dictation will not have a need for such robust features, but still want a durable and reliable digital voice recorder. Hence, the DS-3400.
Here are some differences between the DS-3400 and the DS-5000 recorders:

• The DS-3400 has buttons for rec/play/rewind instead of a slide-switch.
• The DS-3400 does not come with a docking cradle, instead you plug the recorder directly into your PC with the USB cable.
• The DS-3400 also does not support a re-chargeable battery pack.
• The DS-3400 comes with a 1GB SD memory card, whereas the DS-5000 comes with a 512MB microSD memory card.

Visit this page at AmericanDictation.com to learn more on how these two recorders differ.

Although some features were not included on the DS-3400 hand-held, the software that comes with the recorder is the same as the DS-5000. The DSS Player Pro will allow you to transfer dictation files via FTP or e-mail, save files to a server and even encrypt voice files for a secure transfer. To learn more about the many features of the Olympus dictation software, click here.
Also, visit the Hand-Held Dictation page of the American Dictation Store to see detailed specifications on these recorders.

Using FTP With Professional Dictation Systems

If you are currently using a transcription service outside of your office, or even within your office, the easiest and most reliable way to send your dictations to another PC is with FTP transfer. Instantly send your dictations and receive documents from your transcriptionist via a secure FTP server (provided by American Dictation) for a quick, easy and HIPAA compliant transfer. If you are unfamiliar with what an FTP server is, in short, an FTP server uses the internet as a means of transferring many different kinds of files from one computer to another.
Say, for example, you are a health care physician dictating patient notes at your office in Salt Lake City to be transcribed and/or entered into an E.M.R. system by your transcriptionist in San Diego. If you are using a Pro series digital voice recorder from Olympus, Philips, Dictaphone or Grundig, the software that was included with the voice recorder will allow you to transfer files using an FTP server. Here's a quick step-by-step of how it all works...

1. The dictating author records one or more voice files on their handheld recorder.
2. The recorder is "docked" or connected to their desktop PC.
3. The digital voice files are automatically copied to the author's PC. The software will then send the files (encrypted for security purposes, if desired) via FTP to an FTP server in the office. The recorder is then automatically erased and within a few seconds, the author is back at work.
4. The typist receives an alert that dictation files are now available
5. The typist selects the file they wish to transcribe from within their Transcription Software.
6. Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
7. The typed documents are stored and shared according to your existing workflow.

Our most popular professional dictation and transcription system, especially among healthcare physicians, is the Olympus 5000 series. The Olympus DSS Player Pro software will allow you to not only send your dictations via FTP, but also receive documents back from your transcriptionist using the same FTP account.

Another popular pro series is the 9600 digital voice recorder along with the 7277 transcription kit. Both of these include Philips' SpeechExec Pro software with FTP transfer capabilities. However, Philips' software will not allow the transcriptionist to send documents back to the sender.

The Olympus 2400 Series

Few companies provide professionals with digital dictation equipment as functional and comfortable as Olympus. They understand the workflow relationship between dictators and their transcriptionists. The professional DS-5000 series provides robust file management and encrypted file transfers for a safe and secure (and HIPAA compliant) workflow. However, not every user of digital dictation equipment will find the need for file encryption or the other bells and whistles that come with pro software. 

If you dictation demands are more occasional, consider the consumer series of Olympus recorders and transcribers, the 2400 series. The DS-2400 recorder records in DSS Pro, or DS2, format. This format allows for superb sound quality during playback. Easily create new voice files with the "New File" button right on the recorder. 1 gig of memory will allow up to 159 hours of record time. The cool Voice-Activation Mode will save you time because it only records when you begin speaking, and it stops recording when you stop speaking.

The AS-2400 Transcription Kit is the digital transcription kit to be used when transcribing files recorded on the DS-2400. It allows you to comfortably playback and transcribe voice files with the Olympus foot-switch while you listen with the head set. 

One thing to note, particularly if you're an Olympus dictation user already: the DS-2400 only records in DSS Pro (or .ds2) format. That means that in order to transcribe these files, you must upgrade your transcription kit to the AS-2400.

Two Brand New Recorders From Olympus

I wanted to take some time real quick to talk about the new Olympus voice recorders introduced into the DS series of digital voice recorders. The new DS-61 model is a step up from the popular DS-50. It holds twice as many hours as the DS-50, approximately 266 hours in Standard Play. Long play will give you over 530 hours! I couldn't imagine using this recorder to its full capacity in any situation, but it is nice to have. 

 DS-61 

The DS-71 model has twice as much capacity as the DS-61 with 4G of flash memory. If you are recording long meetings or conferences this recorder is ideal because with use of the AC adapter you will never have to worry about running out of time or battery. Or use this to record a musical performance. The highly sensitive microphones create superb sound quality recordings in PCM linear digital format. There are three different types of recording modes as well to ensure that you are not picking up too much extra noise, or you are not picking up enough. The backlit LCD screen is very easy and clear to read making it very easy to use right out of the box. 

DS-71

Olympus really raised the bar with the DS series when it comes to voice and music capture. If you are in the market for such, look no further than Olympus digital voice recorders. Call and let us know how we can help at 866-408-1383.

Medical Transcriptionists Are An Essential Part of Health Care

Medical transcriptionists continue to be an essential part of the health care industry despite all the technological advances introduced to the field. This is due to the fact that computer cannot dictate. Also, voice recognition technology still cannot accurately read the human voice for all spoken words. It still takes a doctor a long time to teach a computer to be able to recognize their speech, and time is something doctors cannot spare. The accuracy and detail required in medical transcription means there will continue to be careers in medical transcription for years to come. 

Digital medical transcription is also allowing many new transcrioptionists to work out of their homes. This is leading to a large increase in MT's around the country. In fact, the medical transcription career field is projected to grow faster than average for all occupations though 2014. 

This increase is also due to the fact that HIPAA regulations require all hospitals to convert medical records to digital format.

Medical transcriptionists are just as much involved in the medical treatment of patients as the doctors are. Accurate medical records are key to a patients success when recovering from an illness or injury. Medical transcription degrees can be obtained by completing courses at a medical transcription school. Once you have completed a degree and gained experience, you can specialize in a specific medical practice in order to improve your chances of increasing your income as an MT.

Thanks To All!

During this wonderful season, we at American Dictation feel like spreading the love and taking the time to thank all of the people who help make what we do possible. Each day we help new customers all over the country and we couldn't be happier doing it! We are fortunate to have such a fun and energetic clientele that keeps us on our toes. Thank you! Also, a thank you to our friends at Smoltz Distributing for being the best crew we could ask for. You have always been there for us. We hope you all have a great holiday season.

To anyone reading this, have a happy holidays!