Dictating Productivity and
Efficiency
Digital versus Analog

A major focus of today’s organizations is
improving staff productivity and gaining
higher efficiencies without jeopardizing
client care or the final product.

There are many solutions available today, and
those solutions continue to evolve. Over the
past decade, digital dictation solutions have
transformed the dictation process.

Handwritten Notes or Dictations
Time consuming
Generally not very detailed
Handwritten notes that are illegible can lead to
inaccurate or delayed reports

Capturing dictations via
Analog Tapes

Analog Tapes:
Tapes break and are easily misplaced (losing secure data)
Often a single tape contains multiple dictations, none of which
can be transcribed until the tape is full and given to the
transcriptionist. This leads to a hold up the document turnaround
process .
On the transcriptionist’s end:
- difficult to ID jobs are on a single tape
- difficult to locate priority jobs that may be located between
other recordings
Management does not have a good understanding of the volume of
work awaiting transcription, which are priority, or the balance of
workload among support staff members.

Digital Dictation:
Method of recording and editing the spoken word in real-time in a
digital audio format (such as .dss, .wav, .mp3, etc.)
Solves some of the challenges addressed when using tapes:
- easy editing or insertion of voice into files
- better sound quality
- the ability to email files from anywhere
- individual dictations are recorded and saved as separate files
- digital files can be copied and backed up easily
Still, a basic digital dictation system doesn’t enable managers and
users to clearly identify backlogs of work, who is working on
specific jobs, information on support staff efficiency and the
promotion of priority jobs. Nor does it support the option to
manage and reroute work quickly or efficiently.

Digital Dictation Workflow Management System:
Digital dictation workflow solutions address all of the common problems
mentioned in the previous slides. They also eliminate issues associated
with:
The inability to monitor productivity, track down job
status and reallocate to available resource
The inconvenience of manual allocation of tapes and
files
The high costs for tapes and unit replacement
The need for remote dictation and transcription and
improved document turnaround time
It also enables you to know instantly how many dictations are pending
for completion and who is working on what, while also having the
ability to configure a system that can identify and remedy bottlenecks
in the production process.

Other Considerations

Mobile Dictation – An Emerging Trend
No organization can afford lost productivity
for staff members that are constantly on the
move. Dictation applications are now
available for mobile devices operating on the
Windows Mobile, BlackBerry and Symbian
Operating Systems.

Benefits of Mobile Dictation:
Integrate right into the digital dictation workflow system to offset the
challenges presented by the need for staff mobility
Secure and easy to use like desktop applications with the convenience of
full mobility
Flexible and convenient
Improved productivity
Improved document turnaround time
Immediate access to information

Third Party System Integrations
A key component when looking at how you may gain the best
possible productivity out of software solutions is integrating the
software into other 3rd party products to automate the manual
tasks staff normally need to undertake.
Integrations:
speed up the process
ensures that input information is consistent between
systems.
In today's business environment, true application integration is not a
choice, it's a necessity. A key question to ask when seeking a digital
dictation solution is:
“How will this solution integrate with my existing systems?”

The WinScribe Solution
WinScribe is a world leading provider of digital dictation
software supporting business requirements for digital dictation,
transcription, voice recognition, and workflow management.
Founded in 1989, WinScribe has offices in the USA, UK, Australia, New
Zealand and Switzerland, with more than 100 sales partners in over 25
countries supporting more than 350,000 users worldwide.
WinScribe recognizes that different business sectors have specific
requirements for dictation, including the need for efficient
turnaround of transcripts to provide customers or clients with fast,
quality results.

Using a PC, a touch-tone telephone, a handheld digital recorder, or
mobile device, the system enables business professionals to record
their dictation when required from wherever they are using the device
that suits them best. Within seconds of completing the dictation, the
file is automatically delivered for transcription.

WinScribe Mobility Suite
WinScribe has applications for BlackBerry,
Symbian, and Windows Mobile platforms.
WinScribe’s Mobility Suite enables users to
instantly transfer dictations to typists while on
the go, they also enable organizations who
have already embraced mobility to deploy an
advanced workflow system without incurring
additional hardware costs.
Far from being a glorified note taker, the
WinScribe solution provides business
professionals with full dictation functionality,
including insert, over-write and job type
selection. As well as being easy to use, these
solutions are secure and meet the
requirements for patient data protection.

WinScribe Integrations
By providing web services-based integration tools, WinScribe delivers
the benefits of a totally integrated digital dictation solution leading
the market with its advanced integration architecture. Our
applications are built to be flexible and scalable for every client's
requirements. WinScribe products are built on Microsoft architecture
and make use of SQL & Microsoft .Net technologies.
With a built-in software development kit (SDK), WinScribe can be
tailored to provide the maximum benefit to end users. In addition,
WinScribe has a team of development staff members in each of global
office available to work with clients to develop and support their
unique integration needs.

Whatever your requirements,
WinScribe has a solution to fit.
WinScribe provides improved
dictation and transcription
workflow, and employee
performance.
To learn more about WinScribe
and how your can try our
software solutions for FREE,
CONTACT US AT:
Australia: +61 (2) 9258 1090
New Zealand: +64 (9) 486 9010
North America: +1 866 494 6727
UK/Europe: +44 (0) 118 984 2133
sales@winscribe.com