VoiceSys: Transcription Management Software

We are a leading provider of Dictation and Transcription solutions and services to hospitals and clinics all over the United States and have been operational for over 12 years.

Our dictation solutions include:

Dictation Manager
Dictation using PC and Digital Voice Recorders

TeleScriber
Dictation using Telephone

ATS
Dictation using Digital Voice Recorders

Pocket DM
Dictation using Pocket PC

Dictation Manager

Dictation Manager (DM) smartly addresses all dictation requirements. DM accepts dictations through a microphone attached to a PC, or digital handheld devices, and encrypts and automatically routes them to a preset transcription facility.  DM can be used to review, edit, sign, print, e-mail and fax transcribed documents.

Dictation Manager supports 128-bit PKI base encryption and complies with HIPAA standards, ensuring 100% security to your documents.  DM utilizes GSM sound compression technology, providing high-quality dictations.

DM captures dictations from:

- Digital Recorder
- Microphone
- SpeechMike
- PDA
- Wireless PDA
- Telemic with barcode scanner

DM supports the following digital recorders:

- List all dictation devices supported

Features

• Central sign-off modes
• Records dictations through microphone connected to PC, or digital hand-held devices of different brands, including Olympus, Philips, Sanyo
• Direct digital voice recording
• Silence detection
• GSM compression
• XML support for different doctor templates
• Configurable turnaround time
• Automatically fetches patient  demographics
• Routes dictation files automatically
• Automatically associates voice files and transcribed files
• Fast and efficient file-search functionality
• Electronic signature
• Review files from anywhere using the In-basket option
• Transcribed file editing and review
• Transmission of documents via e-mail, FTP, and fax
• Printing of documents
• E-mail, fax and printing of documents can be scheduled
• Fax (supported only in Windows 2000)
• Configurable settings and options
• Supports dial-up and direct Internet connection for transmission
• 128-bit PKI base encryption for security (optional)

TeleScriber

TeleScriber (or TDS – Telephone Dictation System) is an inexpensive system to record dictations using a telephone.  TDS handles voice recording, file encryption and compression.  TDS automatically uploads completed dictations to a preset transcription facility for processing and delivery.  TDS provides a password protection option on Playback for HIPAA compliance.  TeleScriber comes with a variety of prompting menu templates.  The transcribed dictations will be available online or can be downloaded to the dictation facility.  TeleScriber provides the option to record a dictation, play back and modify it, if necessary, before sending it for transcription. You can also review and modify the previously recorded dictations.

TeleScriber makes use of a telephone card (Dialogic card) installed in the system.  Users just to have dial into the TeleScriber system from a touch-tone telephone using a supplied toll-free number, and the TDS Interactive Voice Response system will guide the user through the various phases of dictation.  The number of users that can dictate at the same time is limited only by the number of channels supported by the telephone card.

Features:

• Highly secure log in via a unique Personal Identification Number
• Password protection option for doctors
• Dictation done through a telephonic transcription unit
• Interactive Voice Response system provides instructions to the user
• Highly interactive review and dictation editing options
• User-friendly menu-driven system
• Avoids Internet connectivity problems
• Utilizes GSM compression
• Individual account for each doctor
• Digital Voice Recording
• Unconfirmed dictation will be saved in ‘Editing’ mode
• System-generated job confirmation number will be prompted at the end of each dictation.
• Doctors can configure turnaround time for each dictation
• Supports different doctor templates
• Provides all playback control such as play, record, pause, stop, rewind, forward, insert, append, overwrite, volume adjustments, etc.
• Provides listen line capability
• Custom configurable playback keys
• Dictation channel status display
• Provides prompts to key in facility, physician PIN ID#, MRN, work types at the start of a dictation
• System supports both digital and analog telephone cards (Dialogic).  Currently, the system supports 24-channel card.
• Individual account for each doctor
• Direct digital voice recording through telephone
• Configurable tele-keypad
• Can be accessed from different facilities by creating different profiles in the system
• Silence Detection
• Fast and user-friendly query facility for channel status, call details, wave file status, etc.
• Easily assign sound files for different prompting
• Configurable settings

TDS and the Dialogic card can be installed on VoiceSys Server machine or on a separate machine.

ATS

ATS is an easy to use, yet comprehensive application to manage dictations in digital voice recorders.  A user only has to create a profile, record the dictations in a hand-held digital voice recorder, and connect the recorder to a PC with ATS installed, and ATS will do the rest.

Features:

• 100% compliance with HIPAA standards
• Automatic device detection and downloading
• 128 bit PKI encryption
• Intrusion protection
• Audit trail
• Flexible automatic file routing through FTP, E-Mail, LAN/WAN
• Supports 15 different audio formats
• Single and multiple user configurations
• Backup of files and folders
• Rules to simplify file forwarding
• Review of completed transcripts
• Audio playback
• Bookmarking audio files
• DVI support
• Card reader support to download through card reader
• Wordscript support to provide transcription facility
• Address book to store e-mail and FTP information
• Device folder browsing
• End-of-day maintenance activities
• Import/export profiles

Pocket DM

Pocket DM (Dictation Manager) is a miniature solution developed for Pocket PCs.  This is a fully featured, multi-phased dictation management and review system that smartly addresses all dictation needs.

Pocket DM facilitates the dictation and review of patient’s medical records and also downloads your schedules.

Features:

• Remembers user from server
• Multi-user support
• Records dictation in wave format
• Plays back the recorded file
• Demographic info and work-type selection
• Sends dictations to VoiceSys server
• Collects back transcript files from the server
• Review using Word for Pocket PC
• Monitor file status
• Automatic deletion of old files
• Scheduled downloading and schedule-based dictation