VoiceDoc® Screen Captures
The VoiceDoc® Record Window is where most actions in VoiceDoc® are initiated.
The window has 6 pull-down menus (File, Dictations, Administration,
Settings, Communications, and Help). The length of the dictation and
where you currently are positioned in the dictation are shown using the
HH:MM:SS format. When Record Mode is set to Insert, any recording will
be inserted at the current position of the dictation. Existing dictation
is preserved in this mode. If Record Mode is set to Overwrite, any
existing dictation is written over as you record. The Work Type field
lets you specify a numeric value to pass on to the transcriptionist to
indicate the type of dictation you are performing. Based on this value,
the transcriptionist can bring up an appropriate word processing template
for this dictation without needing to first determine what type of job
it is by listening to it. Whenever a new dictation is created, Work Type
is set to the default value provided in your Dictator Profile. You may
then change this value as needed.
Pending dictations are dictations that have not been completed and
compressed. When VoiceDoc® Dictations Window first opens, Pending
dictation is the type of dictation initially displayed. Only this
type of dictation may be edited. To edit dictation, select it from
the list and press Edit. You can also double-click on the dictation
you wish to edit.
There is also a Completed Dictations menu item. On the Completed
Dictations list, you can highlight an individual dictation and perform
two different actions: Send or Open. THE SEND BUTTON IS USED ONLY IF
YOU HAVE ARRANGED FOR YOUR TRANSCRIPTIONIST TO KEEP A FREE PHONE LINE
OPEN WAITING FOR YOUR CALLS. Normally, the Send Button is not necessary
because the transcriptionist will pick up all dictations in the
Completed Dictation list when she is ready to handle more work.
The Send button places the dictations into the To Send list. There
the Dictator's VoiceDoc® system will send the dictations at the first
available opportunity. The Open button places the dictation back into
the Pending Dictations list.
There is a To Send menu item. To Send dictations are dictations
that the Dictator has selected to be immediately sent to the
transcriptionist by clicking on the Send button on the Completed
Dictations list. These dictations remain here until the Communications
Module is able to successfully transmit them to the transcriptionist.
There are also At Transcriptionist Site and Transcribed which are
Required fields: Log In ID identifies you to VoiceDoc®.
You will be required to enter this ID every time you start a new
VoiceDoc® session either by running the application or by selecting
LogIn from the Record Window's File menu.
Default Work Type should be set to the work type this dictator will
most often use. When a new dictation is created, its work type is
initially set to this value.
Optional fields: Prefix specifies a title which precedes your
name (Dr., Mr., etc.).
Suffix specifies a descriptor which follows your name (Jr., III, etc.).
Press the Set Password button to password protect the dictator or change
the current password. If there is no current password, you will be asked
to type and then retype your new password. The retype is required so
that a typing error does not make the dictator inaccessible. If there
is a password already set, you must first type the current password and
then enter the new password. Similarly, Clear Password will only let
you clear the current password after you have typed it in correctly.
Although you are not required to do so, it s generally a good idea to
password protect dictators.
Required fields: Subject ID is used to uniquely identify subjects.
Subject First Name
Subject Last Name
First Name - Enter the first name of the transcriptionist.
Last Name - Enter the last name of the transcriptionist.
Connection Type - If the Dictator is using a telephone line or dial-up
ISDN line, then click on the circle labeled Modem. If the transcriptionist
is using VoiceScribe™ on the same PC where the Dictator is using VoiceDoc®
or is on the same file server where the Dictator is using VoiceDoc®, then
click on the circle labeled Same PC. If the transcriptionist is connecting
to the Dictator using the Internet then select the circle labeled Internet.
If VoiceDoc® will be communicating via VoiceWare Server®, select the type
of connection that will be used. If VoiceDoc® will be connecting to
VoiceWare Server® by Internet then click on the circle named Internet.
If VoiceDoc® and VoiceWare Server® are on the same LAN then select the
circle called LAN. If VoiceDoc® will be connecting to VoiceWare Server®
by modem/ ISDN then select the circle named Modem.
Dial-in Information - Enter the ID number that the transcriptionist uses
to define him/herself on the VoiceScribe™ system. Enter the
transcriptionist's password that the transcriptionist uses on the
Dial-out Information - Enter the ID number that the Dictator wants to
use to define him/herself to this transcriptionist. Enter the password
that the Dictator wants to use to define him/herself to this
transcriptionist. The Dictator may have a different ID and password for
every transcriptionist or transcription service that the Dictator uses,
or may use the same Dictator ID and password for every transcriptionist,
(although the latter scenario is not advisable for security reasons.)
The remaining fields are necessary only if the transcriptionist is
connected via Modem or ISDN line.
Phone Number - Enter the phone number of the modem on the PC that the
transcriptionist is using to run VoiceScribe™. Use numbers only; no
dashes, slashes, parentheses, etc. If you need to dial 9 to get an
outside line or 1 to call long distance, enter those numbers in front
of the Dictator's modem number. For example, 917035551212 would be
entered if you needed to dial 9 to get outside of your company's
telephone system, 1 to call long distance, then the area code and
phone number. If using VoiceDoc® via the Internet the
Phone Number field will change to Internet Address. Enter the IP
address of the transcriptionist's computer or of VoiceWare Server®.
The other settings in this window are commonplace communications/modem
settings and are explained in the manual.
Select Microphone from the Settings menu to define characteristics for
your microphone input device. This device may be the VoiceDoc® microphone,
a foot pedal, or some other custom device. Note that this input
device does not need to be a microphone at all, but in most cases it will
be. The foot pedal is an example of a device used to control voice
commands. It lets you record, rewind, and play dictation.
The actual recording input will come from a standard microphone
which plugs into your sound card and has no connection to the foot pedal.
If you are not using a device to control voice commands, you will not
need to set up your microphone. Microphone Port is used to select the
serial port or game port to which the microphone device is connected.
Select none to disable external voice control. You may use the VoiceDoc®
Record Window buttons to control your dictation when there is no external
voice control. Microphone Type lets you specify the type of input device to use
for voice control: Sony Slide Switch, VoiceDoc® Foot Pedal, or Custom.
The window above shows one step in creating a custom microphone
input device. VoiceDoc® provides seven functions you can map to
buttons/slideswitch positions on your microphone. These functions
are Play, Record, Stop, Rewind, Forward Wind, Complete, and
Insert/Overwrite Toggle. The wizard-like screen guides you through
setting up each function that you want to map. The function name
appears at the top of the screen. You press and hold the button that
you want to map to the indicated function; and then click the Read
Input button on the screen. VoiceDoc® will read the port to which
your microphone is attached to get a range of values that this button
outputs as a result of being pressed. After a short sampling period,
the progress indicator will reach 100% and the Read Input button will
become enabled again.
The screen contains two lists: a drive list and a folder list.
Pick the correct drive from the drives list and then the correct
folder from the folders list. Double-click on folders to open and
close them. When you open a folder, all the folders beneath it
become visible. Continue to double-click until the server location
Other Settings lets you specify the sampling rate (frequency), number
of channels, and sample size used to digitize the dictation. The higher
the sampling rate, the better the voice quality; but as sampling rates
are increased, so is the time it takes to send a dictation to the
transcriptionist and the amount of disk space needed to store it.
The same principle applies to the sample size and number of channels.
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