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.

How To Insert A Spoken Instruction On The Philips 9600

One of the coolest features on the Philips DPM 9600 is the ability to include spoken instructions or notes within the voice file. As you record, you can hold down the “Instr” (Instruction) button on the front to insert dictation specifically designated to that time in the voice file.

Slide the slide-switch on the right side of the recorder to the top and it will begin recording. The red light comes on above the slide switch and time begins to increment as you talk away into the handheld device.

Hold down the button below the screen to the right and dictate a note. Let go of it when you are finished.

As you can see, the timeline on the screen shows you where you have regular dictation (thin line)and where there is a spoken instruction (thicker line). This gives your transcriptionist an idea as to how many notes there are in the voice file and how long they are. 

The 9600 is one of my favorite recorders because of how comfortable it is. It comes with all the features you need and it is easy to use right out of the box. Take a look at this recorder today and if you are considering "going digital" this is the top digital handheld on the market!

We love to answer your questions. Call us at 866-408-1383 if you want to talk more about the Philips 9600, or about anything! Happy Holidays!