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Dictating Productivity and Efficiency: Digital versus Analog
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Dictating Productivity and Efficiency: Digital versus Analog


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This presentation explores the various methods for capturing dictations and how they are managed, as well as the effects of these methods on staff productivity.

This presentation explores the various methods for capturing dictations and how they are managed, as well as the effects of these methods on staff productivity.

Published in: Business, Technology

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  • 1. Dictating Productivity and Efficiency Digital versus Analog
  • 2. A major focus of today’s organizations is improving staff productivity and gaining higher efficiencies without jeopardizing client care or the final product.
  • 3. There are many solutions available today, and those solutions continue to evolve. Over the past decade, digital dictation solutions have transformed the dictation process.
  • 4. Handwritten Notes or Dictations Time consuming Generally not very detailed Handwritten notes that are illegible can lead to inaccurate or delayed reports
  • 5. Capturing dictations via Analog Tapes
  • 6. 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.
  • 7. 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.
  • 8. 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.
  • 9. Other Considerations
  • 10. 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.
  • 11. 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
  • 12. 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?”
  • 13. 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.
  • 14. 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.
  • 15. 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.
  • 16. 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.
  • 17. 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