Digital Dictation Training Guide Dictators

Digital Dictation Training Guide Dictators
Education, Training and Development
I.T. Training Department
Digital Dictation Training Guide
Dictators
Version 1.3‐LB‐14/6/11
No amendments should be made to the document without the Authors permission
© IT Training – Royal Derby Hospital
1. Contents
Page
Number
1
Logging on to AAIRecorder+
3
2
Function Buttons
5
3
Recording & Setting Recording Volume
6
4
Audit Trail
8
5
The Speechmike
9
6
Using the DVR
10
7
Important Notes
13
8
Data Protection & System Help
14
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© IT Training – Royal Derby Hospital
Logging on to AAIRecorder +
Enter your Dictator ID:
Enter your Password:
Now click ‘Log On’
Dictator’s name
will appear here.
PLEASE check it
is YOUR name.
The following screen will appear. Enter the Medical Record Number.
A pop up box will appear to verify it is the
correct patient.
Note: if it is not necessary for a hospital number to be entered (for example a secretarial note
needs to be dictated), just select New Dictation and a message will pop up “Medical Record
has not been entered. Do you want to use preadmit?”
Click Yes to continue, the system will populate
a default hospital number of 9999998 and the
dictation can be completed.
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© IT Training – Royal Derby Hospital
IMPORTANT: Please ensure the correct document is selected from the left hand side (Select
Document Type box) if you have more than one template on your account and click ‘New
Dictation’. This is vital to the workflow and routing of the document into iCM.
Please be vigilant when working between Paediatrics and Adults as the routing of work can
be disrupted causing delays to workflow.
Details of templates are displayed at each workstation in Paediatrics.
The Patients Name, DOB and Sex will populate through, and the
recording buttons have become active.
Visiting doctors please use a handheld DVR (collect from the secretary).
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© IT Training – Royal Derby Hospital
Function Buttons
Takes the user to the beginning of a file
Rewinds the piece of dictation currently being
undertaken
Records – the Speechmike will display a red light
Inserts anywhere in the dictation – find the right
spot and press Insert. The Speechmike will
display a green light
Stop – press to stop recording
Play
Fast forward
End of file, takes the user to the end of the
dictation so it can be submitted
Submit for word processing – normal non urgent
letters
Stat, submits the dictation as High Priority
Urgency – (default is set to 3) 0 = very urgent.
Suspend dictation – can resume later
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© IT Training – Royal Derby Hospital
Recording & Setting Recording Volume
Click the
button to start recording
NB. Ensure that a suitable volume is displayed
Changing the recording volume
Double click on the volume icon on the
side)
task bar (bottom right hand
The Master Volume window will be displayed
Click on Options menu and select Properties
From the Properties window click
on the recording radio button, and
close the window. Set the
Recording Volume control to a
suitable level, halfway or more.
This allows the secretary to adjust
the volume when typing the
dictation.
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© IT Training – Royal Derby Hospital
If using the Speechmike for the first time, it may be necessary to click the Record button on
the pc screen to activate the connection.
Click the
button to finish – you can now either:
1 Suspend – to come back to the dictation later. The document will be filed at the bottom
of the screen.
Or
Submit – the dictation will be sent directly to the queue for your Secretary to download and
word process. The Stat button will prioritise the dictation for a 24 hour turnaround.
Suspended Dictations
To resume dictation on a suspended document,
highlight the hospital number, right mouse click and
select ‘resume’ from the menu.
Or double click the dictation (patient’s hospital
number) you want to work on.
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© IT Training – Royal Derby Hospital
Audit Trail
This function allows you to view dictations submitted. The date can be changed using “Select
Log Date” then click Show Log.
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© IT Training – Royal Derby Hospital
The Speechmike
You can use the Speechmike controls OR the Function buttons on the screen when dictating.
To start the dictation move the 4 Position Slider (10) to Rec position.
1. The recording light (7) will turn red.
2. Speak clearly into the microphone.
3. At the end of the dictation move the slider to the STOP position.
To replay the dictation move the slider to the Rewind position and set to PLAY.
Inserting into a Dictation
1. Find the point of insertion by rewinding or fast forward. If this is not done, the previous
dictation will be overwritten.
2. Click the Insert button, the recording light (7) will turn green.
3. Speak into the microphone and press the Insert button to stop.
Overwriting a Dictation
1. Find the point of insertion and move the slider to REC.
Suspending a Dictation
1. To suspend a dictation use the function buttons on the PC.
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© IT Training – Royal Derby Hospital
To Submit a Dictation
To submit a dictation use the function buttons on the PC. Please note once submitted, it is
not possible to retrieve it or make any changes. Call the Helpdesk if you need to delete a
dictation, quoting the job number and
hospital number of the patient. The dictation will need to be redone.
Changing the Priority to Urgent
To change the priority use the menu on the PC (Stat) - usually Consultants and Registrars
only to use this option.
Using the DVR
Recording




Slide the ON/OFF switch up to ON.
Press the Record button above the slide switch and slide the switch
up to REC to start recording, the status LED should glow red when
recording and green when in insert mode.
For short pauses move the slide switch down to the RECP position,
to continue recording move the slide switch back up to REC.
To stop recording, move the slide switch to the RECP position and
press the Record button above the slide switch.
Finish a dictation


The slide switch must be in the STOP position
To record 2nd and subsequent letters, press new on the DVR and follow instructions
to record (the number 2 will be displayed on the DVR Screen).
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© IT Training – Royal Derby Hospital
Playback





The slide switch must be in the STOP position.
Press the + and – buttons to select the file number to playback.
Move the slide switch to the PLAY position to start the playback.
Use the + and – buttons to adjust volume during playback.
Move the slide switch to STOP position to stop playback.
Fast Forward


Move the slide switch to the fast forward position >>.The >> symbol appears on the
screen.
When forwarding reaches the desired position, move the slide switch back to the
PLAY or STOP position.
Fast Rewind



Move the slide switch to the fast rewind position <<. The << symbol appears on the
screen.
When rewinding reaches the desired position, move the slide switch back to the PLAY
or STOP position.
Delete a dictation





Make sure the slide switch is in the STOP position
Press the + and – button to select the dictation to be deleted.
Press the MENU button.
Press the + and – button to highlight the DELETE FILE menu item and press ENTER.
Press OK to delete the dictation permanently, press the CANCEL button to leave the
dictation intact.
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© IT Training – Royal Derby Hospital
Downloading documents



Pass the DVR to the secretary or
To Download:
Open DVR Plus from your desktop
Ensure that the docking station is connected to the PC and then place the DVR into the
docking station.
Click yes
The following screen will appear
Select the Document type and the Dictating Physician from the menu (using the dictator’s
name or consultants name if covering their clinic). Click save.
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© IT Training – Royal Derby Hospital
The files will now be transferred. Once this has been completed (only takes a few seconds)
the following message will be displayed.
The DVR is now empty and ready to start on the next set of recordings.
You can leave the DVR in the docking station to recharge the batteries or take it out and it is
ready to use again.
Important Notes
Suspended documents: documents that are
beginning of the dictation. If more information needs
File is pressed before re-commencing the dictation.
suspended will revert to the
to be added, ensure End Of
Inserting information: listen to what has been dictated
appropriate point and click the Insert button. Unlike a
insert a section/paragraph/note into the dictation
already dictated.
thus far; stop at the
tape machine, you can
without deleting what has
High Priority letters: if the priority is urgent select STAT
button (24 hr turnaround)
Submitted documents: once a document has been
retrieve to amend them. If a letter needs to be
secretary direct or the IT Helpdesk.
submitted they cannot be
discarded contact the
Suitable Volume: If the volume bar is not flickering at a suitable level the dictation will not be
heard (see page 6 to adjust volume).
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© IT Training – Royal Derby Hospital
Data Protection and Security
Derby Hospitals NHS Foundation Trust computer systems hold details about staff and
patients. The information they contain must be treated as highly confidential.
The use of information held on our systems is governed by the Data Protection Act (1998),
the Computer Misuse Act (1990) and the Caldicott Report (1997). Users must ensure that
they are familiar with the requirements placed upon them by this legislation.
Unauthorised users must not be permitted to access the system nor the data held on it.
For further information on Data Protection and Computer Security please refer to the:
‘Staff Guide to Information Management and Technology Security Policy’.
Copies of this policy are available in each area or from the IT Department. It is also available
on the Trust’s Intranet under General Policies and Procedures.
If you have any queries regarding security issues or need to report a potential security
breach, please contact the Helpdesk on 85777 immediately.
Derby Hospitals NHS Foundation Trust intends to prosecute anybody who is found to have
deliberately set out to try and extend their legitimate scope of access for unauthorised
purposes.
System Help
IT Helpdesk
IT Training Admin
Ext: 85777
Ext: 87070
To obtain further copies of this brochure, please visit the IT Training intranet page at
http://www.hospital.net/devinet/training_index.htm
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