Digital Dictation1

Steven D. Atwood, M.D., FACPsatwood@pol.net

www.adultmedicine.com/presentations/digital-dictation.ppt

Maybe It’s Time You

Step Up To

Digital Dictation

Digital Dictation2

Digital Dictation

You dictate in your office

Transcriptionist types at home

Return the next day

Easily printed, saved, or inserted into an EMR

Digital Dictation3

Benefits No daily trip to office

for work or pick up a dictation tape

No files to get stolen from a work-at-home transcriptionist’s car

No irreplaceable files to get lost

Quicker return of work—esp. letters

Add to Electronic Medical Record later

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Benefits Huge increase in number of people that could do this work Easy to get the services of those with the best expertise More services by transcriptionist

e.g. Excel, Access, Faxes Greater efficiency of software and equipment

e.g.. 1 license for software that manages dozens of doctors

Transcriptionist work environment more comfortable— (work from home)

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BenefitsLess payroll expense for officeNo benefits—work comp,

health insurance, etc.Less personnel management—e.g.

late, sick, slow, chatty, inefficient

No staff to trainNo office space needed

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Benefits

Greater take home pay for transcriptionist

Better sound quality for transcriptionist

Higher quality digital product– formatted for saving or adding to EMR

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Risks

Confidentiality, HIPAA

Cost of hardware, software, computer, and Internet link

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Paying for the Service

Pay by key stroke or line 1. 72 characters per line, 8-16 ¢ per line

2. convert to a charge per key stroke --e.g. 10 ¢ per line= 0.0137 ¢ per key stroke

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Service Providers UnlimitedTranscriptions.com Doctor:Dictate!.com Medical Transcription.com

List atYahoo>business>health>medical_transcriptionTranscriptionGear.com

Yahoo List—and goes on for 3 pages

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Dictaphone

Portable Recorders– Many Options

Slide bar

Panasonic 9300

Clever Gear– holds 8 hours dictation

Olympus 330

$160 5 hours, 5 folders, compressed file

Off-Load by USB Wire not Smart Card

USBport

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Sound Formats

Just Like Picture Formats-- (dozens of options)

WAV– Windows standard, you type your notes from this file

MP3--- compressed 12 to 1 VOX– phone lines DSS—Olympus format, compressed ~12 to 1 OGG (open source) ,MSV (Sony) , SRF, WMP, etc.

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Security Encryption

like a child’s decoder ring e.g. substitute 1=a 2=b 3=c thus cab=312

You Encrypt (or Convert) Then Send Receiver Needs Your System to Decode

This Is In The Key You Give Them In Advance

You Receive By The Same System In Reverse

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Is Basically Encryption from a Web Page WithThe Computer to Computer Link Having All Data Encrypted

This is Called a Secure Socket or SSL (Secure Socket Layer)

Bidirectional—Send and Receive

SSL or Secure Socket

Security Options

1. Password on File

2. Password on Website

3. Encrypted File

4. SSL

5. Modem only on web briefly; then off

6. Firewall

7. Hacker Blocking Software on ISP Webserver 23

Upload—e.g. 30 minutes dictation

File size:

WAV format that is used to play the file for typing (1 MB for 5 minutes) (30 minutes = 6 MB)

DSS format from Olympus is Compressed (30 minutes = 1 MB)

Size Matters

24

Returned Typing—e.g. 1 paragraph

Format---File Size

TXT 4 Kb

RTF 4

HTML 8

PDF 16

DOC 30

Size Matters

Returned Typing—e.g. 1 paragraph

Format---File Size

TXT 4 Kb

RTF 4

HTML 8

PDF 16

DOC 30

RTF Format Ideal BecauseUniversal standard

Software type and version independent

No Macro’s— So Less Virus Risks

Size Matters

RTF

File Upload Typically 3 MBs., Download ½ MB.

Time Savers

1. Auto-Text2. Normal.dot and your own DOT file3. Header for your office letterhead4. Digital Signature5. Bookmarks

control+F9 --insert F11 --jump

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Digital Dictation Summary

Soon all dictation will be done this way

Start with a digital recorder

Improved quality, faster, inexpensive, and better convergence to EMR