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Welcome to the TranscribeToday Manual. This manual provides step-by-step guides on how to use TranscribeToday . Whether you're learning how to use TranscribeToday for the first time, or you're simply using the manual for reference, everything you need to know about TranscribeToday is contained herein.
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Overview
Initial Dictation Upload
Dictationists begin by logging in to TranscribeToday with an audio dictation needing to be transcribed. The Dictationist uses the Upload Area to upload dictations into the system. Once uploaded, the doctor will be able to assign dictations to a given Doctor. This indicates which Doctor will be approving the finished transcriptions.
Transcriptionist Checkout
As soon as a Dictationist uploads a new audio file to the system and associates it with an original doctor, all transcriptionists are sent an automated email alert to notify them that a new dictation is ready and waiting. At this time any transcriptionist may login and review the waiting dictations. One of the transcriptionists will then checkout the dictation, indicating they will be transcribing the audio file. A checked out dictionation is now exclusively available to the transcriptionist who had checked it out. This eliminates confusion and ensures no two transcriptionists are transcribing the same dictation.
Transcription Upload
Once the transcriptionist completes their transcription, they will then upload it through their Upload Area and link the completed transcription to the dictation. At this time there is now a dictation (Audio File) and transcription (Document) linked together and assigned to a Doctor. A transcriptionist is able to upload and link multiple transcriptions to a single audio dictation.
Doctor Approval
Once a transcription is uploaded and linked to its original dictation, the appropriate Doctor is now notified that there is a transcription which requires his or her approval. At this time the Doctor will login to TranscribeToday and review the content of the transcribed document. Depending on the correctness of the transcription, the Doctor can approve or reject the transcription.
If approved, the Doctor's name and a timestamp (comprising the digital signature) are automatically appended to the transcription PDF.
If rejected, the Doctor provides a reason for rejection. The transcriptionist who transcribed the document is notified via an automated email alert of the rejection and the reason for the rejection. If the dictation was previously closed out, signifying that it was completely transcribed, it is automatically reopened and assigned back to the transcriptionist.
Completion Notification
When a Doctor approves a transcription, all transcriptionists are notified and they can then checkout and download the digitally signed transcription to complete the process. Once a transcriptionist checks out the approved transcription, they can then record the document or perform any post-transcription steps as needed to complete the transcription process. Once the transcriptionist has finished with the approved transcriptions, they can click the Delete icon to remove it. The transcription is then queued for removal from the system in 90 days and is only accessible to Administrators.
Getting Started
After installing TranscribeToday, the first step is to login with the Administrator account and begin setting up your users. For details on how adding users, see the User Management page.
