Help : Using Dictation

MD HQ supports dictation as part of a provider's regular workflow. Providers can upload an MP3 file to a SOAP/encounter note to add it to the Dictation Queue, and then review the returned transcription before signing a note. A special Transcriptionist user type allows transcribers to access MP3 files, transcribe them directly into a SOAP/encounter note, and send to the provider for review. By default, these transcription users do not have access to any parts of the EMR outside of the Dictation Queue, though we can grant them broader access if necessary.

Screen shot of upload mp3 buttonInstructions for Providers:

Dictate your content into an MP3 file. In the SOAP/Encounter note associated with your dictation, click on the gray "Upload MP3 and add to dictation queue" link under the Save & Sign button in the note.

MP3 uploader screen shot








A document uploader will appear, letting you choose an MP3 file from your computer and make notes to the transcriptionist. Clicking the green "Upload Dictation File" button will load the MP3 into the system, save it as part of the encounter note, and place it in the "Pending Dictations" section of the dictation queue. The MP3 file will also show up in the SOAP note with a play-back module and status (e.g. "Dictation Uploaded - pending transcription"). The dictation will sit in the Dictation Queue until the transcription is submitted by the Transcriptionist.

When the transcription is complete, the note will appear in the Dictation block on the scheduling page under the "Complete Dictation" tab. You can then review the transcription, make edits as needed, then save & sign the note.

Instructions for Transcriptionists

Access the Dictation Queue at https://[your subdomain]/dictation_queue.php (if you have broader permissions in the EMR you can also access it by clicking the  icon in the top right of the Dictation Queue block on the calendar page).

Screenshot of Dictation Queue

The first section on the left, My System Tasks, lists all open notes that have dictations. This includes notes with dictations that have yet to be transcribed, as well as open notes with a complete transcription.

The section on the right, Dictation Queue, lists dictations in two tabs "To Transcribe" and "Transcribed".

The main section in the middle, Pending Dictations, displays a list of dictations that have yet to be transcribed. To start (or return to) a transcription, click the Transcribe This! link and icon at the left of each entry. This will launch the encounter note associated with the dictation and load a dictation player at the top right of the note. Any notes from the provider about the dictation will appear above the dictation player.

Press the "play" button on the dictation to start the audio. A number of keyboard shortcuts allow you to start and stop (Ctrl+space), skip forward (Ctrl+right arrow) and back (Ctrl+left arrow), and speed up (Ctrl+up arrow) and slow down (Ctrl+down arrow) the playback.

To leave your work before it is complete, hit the green "Save" button at the bottom of the right-hand side of the encounter note. The note containing the work you have completed will continue to be displayed in the Pending Dictations list in the Dictation Queue.

To submit a complete transcription, hit the yellow "All Finished!" button. This will prompt you to confirm that the dictation is complete. After submitting the transcription, you will not be able to further modify the file.