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					                   Associate® Typist – Transcription Module


Starting Associate Transcription:
To start Associate typist module, double click the Associate dictation icon from the desktop
or the preferred link set from your system administrator. The Staff login screen will be
displayed:




The typist is prompted to enter their Associate User ID and Password. Click Login to
proceed.
Note: If you have not being assigned or advised of your Associate User ID and Password please contact your system
administrator.
    Typist

                               Main Associate Transcription Window
       The Associate transcription application window is separated into 3 application areas:

       (1) The dictation player area contains all the buttons for playback of a Associate
           dictation.
       (2) The dictation navigation area allows you to navigate around the various stages of
           a dictation job in the Associate system.
       (3) The dictation job area lists all the dictation jobs available based on the current
           navigation area selected.



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    Typist
                                   Transcription Player Area
                   The player area contains all the dictation playback functions.
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                      1             2         3      4      5     6   7                      8
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    (1) The visual tape indicator window (the Player) is a visual         dictation when not using a foot control.
    aid which lets you know when a dictation is active. When a            (8) Playback speed, When playing a
    dictation is active, the player window shows a tape inserted.         dictation you can adjust the playback speed
    When active (play, rewind, ff) the player displays a spinning         using the playback speed control. To adjust the
    tape.                                                                 playback speed move the slider right to
    (2) The dictation audio input indicator is a visual aid to help       increase speed and left to decrease speed.
    control the level of audio input. It is made up of three color        (9) Volume control, When playing a dictation
    input levels- green, yellow & red. An ideal audio input level         you can adjust the playback volume using the
    is yellow.                                                            volume control. To adjust the playback
    (3) Rewind dictation button is used for rewinding a                   volume of a dictation move the slider up to
    dictation when not using a foot control.                              increase volume and down to decrease.
    (4) Play dictation button is used for playing a dictation             (10) Time-line slide indicator, allows positioning to an
    when not using a foot control.                                        exact point of the dictation.
    (5) Fast Forward dictation button is used for fast                    (11) Transcriber custom application settings
    forwarding a dictation when not using a foot control.                 button is used to set specific Associate
    (6) Stop dictation button is used for stopping a dictation            settings for the transcriber adjust.
    when not using a foot control.                                        (12) Mobile Upload is used for uploading
    (7) Pause dictation button is used for pausing a                      dictations from mobile & digital recording devices.
  Typist


                                      Transcription Navigation Area

When an icon is selected from the dictation navigation area, the icon will change to a bright green & yellow,
indicating that this area is active. The dictation navigation area is automatically displayed with the current list
of dictations. To refresh this area click the preferred icon again.




                        (1) The In icon displays all dictations in the dictation job area that have
                        been submitted for typing but have not yet been completed. Dictations in
                1
                        this area can be at one of following stages, listed as:.
                               (a) Pending - Pending dictations have not yet been selected for
                               transcription by a typist
                               (b) Overdue - Overdue dictations have missed their expected typist
                               turnaround time and are still pending
                2
                               (b) Running - Running dictations are currently being transcribed by a typist
                        (2) The On Hold icon lists all dictations that have been placed on hold for a given
                        reason and are listed with the status of Incomplete. Dictation jobs in this area are
                        not available to other typists.
                3
                        (3) The Complete icon lists all dictations that have been completed by a typist.
                        Dictations in this area have been closed by a typist and sent back to the author.
 Typist
                                                    Transcription Job Area
                                         Allows the typist to find and sort dictations

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                                           13




          2           3         4               5       6      7           8   9         10       11                     12

(1) Filter - The filter is used when trying to locate a specific               (7) ID Number – A reference number assigned by the
dictation or group of dictations. Job area lists may by sorting the            author.
dictation date, priority, work type, status, transcriber or a
combination of any. To select a filter click the drop down box beside          (8) Description – Optional information provided by the
the specific filter.                                                           author.

(2) Author – Lists the author of each dictation.                               (9) Work type - Displays the work type of a dictation as
                                                                               selected by the Author.
(3) Created - Lists the date and time each dictation was received
and posted to the job area.                                                    (10) Length – Indicates the lapse time of the dictation.
(4) Priority - Lists the priority of the dictation as set by the author.       (11) Charge Code – A reference code assigned by the
                                                                               author.
(5) Due Date – The due date is calculated by the system indicating
when the dictation should be transcribed.                                      (12) Comments –Displays the latest comment that has
                                                                               been posted to this job by either the author or typist or
(6) Status – Lists the active status of each dictation:
                                                                               administrator. All posted comments for a specific job are
          (a) Pending - waiting for a typist
                                                                               captured within the audit trail (Dynamic Reporting).
          (b) Overdue - missed expected turnaround time
          (c) Running - currently being transcribed by a typist                (13) Displays total number of dictations & total accumulative
          (d) Incomplete - started but placed On Hold                          time of those dictations for that user.
          (f) On Hold – Job was paced On Hold
          (e) Complete - completed by a typist
 Typist
                                      Opening a Job for Transcription
                  To open a job for transcription, click the (1) In icon in the transcription
                  navigation area.
              1
                  A list of dictations will be displayed in the job list area. Select the dictation you
                  wish to open (2) the current selection will be highlighted in blue.


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          2



Right click the highlighted job and (3) select Transcribe. Alternatively you may click and drag
the dictation job to the (4) tape player. The dictation may now be transcribed using the foot
pedal or the on-screen (5) playback icons.
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   4
Typist                       (Corporate Work Type letterhead sample)




         Note: Typically, a template would be assigned to each of the work
         typed – for example, the Sales Lead template displayed above. If the
         author attaches a template, then when the typist selects that specific
         job, a document template would appear on the screen. The dictation
         will play in the background.

         If no template was assigned to a dictation by the author, the typist
         must open an MS Word or Word Perfect document.
Typist
                             Completing a Transcription Job




                         1

     Using your mouse, right click the (1) player (the window below appears):


                                                      2




     From the drop box, select (2) Complete. The current dictation will indicate (3)Complete




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Typist
                   Extended Transcription Features



                 Assigning a Job

                 Associate allows any dictation to be re-assigned to another
                 department, or private typist:
                 1. Open the in-basket.
                 2. Select the dictation from the list which needs re-assignment.
                 3. Right-click on that dictation, and the popup menu will appear
                 (see left).
                 4. Select the Assign To... option from the menu and a listing of
                 department will appear.
                 5. Select (1) the department that the dictation is being assigned.
                 6. Press (2) OK.

             1
                 The dictation will then be sent to the selected department and the
                 removed the in basket.




         2
Typist
                         Extended Transcription Features

                     Adding a comment
                     Comments may be attached to any job. Comments are
                     viewable by the author and by the administrator on either their
                     desktop or their mobile device.
                     You may add as many comments as needed.


                                  To add a comment to a job:
                                  1. Right-click on a dictation, and the popup menu will
                                  appear (see left).
                                  2. Select the Add a Comment option from the menu.
                                  3. The Enter Comment box appears. Add a comment
                                  up to a maximum of 256 characters.
                                  4. Press OK. The comment is added to the job.

Comments are used to communicate pertinent information between the typist and author.
For example, if a FAX is sent requesting information from a supplier, the typist may add
this comment to the job so the author can see that this request was performed.
To display all comments for a job, select the Display All Comments option on the popup
menu.
Typist
                             Extended Transcription Features
                                Declining a transcription job
    1




   Using your mouse right click the (1) tape player.

                  2       From the drop box, select (2) Decline


                      3

                                     You will then be presented with the Enter a Reason
                                     box. Select a default reason from the (3) drop down
                                     box or type in your own reason.

                                                                      4




   This dictation returns to the pool as pending status. The (4) Comments column is
   updated.
Typist                         Extended Transcription Features
                                Placing a transcription job on hold
         1




                  2         Using your mouse, right click the (1) tape player window. From the
                            drop box select (2) Place on hold.

                        3
                                             You will then be presented with the Enter a Reason box.
                                             Select a default reason from the (3) drop down box or
                                             type in your own reason.


                                                                    4




  This dictation changes to On Hold status and is displayed in (4) Comments column.
  Any dictation placed on hold is not available to other typists. It remains on hold until work is resumed or
  until the `due date’ is exceeded; where upon it is returned to the pending stage.
Typist
                              Extended Transcription Features
                                   Resuming a transcription job

         To reopen an On Hold job, click the On Hold icon in the transcription navigation area.
         A list of transcription jobs on hold will be displayed in the job list area. Select the
         dictation job you wish to open (1), highlighted in blue

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                               Right click the highlighted job and select (2) Transcribe.
                          2
                               Alternatively, you may click and hold the left mouse button
                               and drag the dictation job to the player area.




         The dictation job is ready for transcription using foot pedals or the on screen icons.
Typist
                              Extended Transcription Features
                            Re-opening a completed transcription job


         From time to time you may wish to re-open a transcription job after it has been
         remitted back to the author but prior to sign off.
         Completed transcription jobs are displayed in the job list area. Select the dictation job
         you wish to re-open, the current selection will be (1), highlighted in blue.



1




                           Right click the highlighted job and select (2) Transcribe. Alternatively,
2                          click and hold the left mouse button and drag the dictation job to the
                           transcription player area.


                                                                                 go to next page...
Typist




                                        (3) Enter a reason for re-opening the completed
                                        dictation job. Select a default reason from the
                                        drop down box or type in your own reason.
3




         The dictation job is ready for transcription using foot pedals or the on
         screen icons.
Typist

				
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posted:8/24/2011
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