|
Inbound Dictation - User |
Top Previous Next |
|
Inbound Dictation Processing Guide User Version
Introduction This document describes the File Naming Convention for transferring files to Scribe via FTP or Email by MTSO’s where the original dictation was not created using Scribe’s VRS (phone dictation) system.
Audio files transferred this way will be compressed and imported to the Scribe MT/MD system for processing via normal distribution rules for the associated user and group.
FTP Solution There are two steps to the FTP inbound document processing system:
These are described in detail below:
Step 1: Name the dictation file There are two types of dictation files that can be sent. A) Olympus (dss) Handheld Files, B) All other audio files.
Type A: - Olympus (dss) Handheld Audio Files Olympus (dss) files have the ability to have user and other dictation information incorporated directly into the file. Therefore, these files can have any name, as long as it is unique per user.
Simply put the ScribeID and Scribe PIN number into the AuthorID of the handheld Olympus recorder according to the following format:
xxxxZyyyyGaaaa
Where: Xxxx is the Scribe ID Yyyy is the Scribe Pin number Aaaa is optionally the Scribe Group number for the file
Type B: - All Other Files Use the following syntax for naming of non-Olympus (dss) files: Syntax
[UUserID][-][GGroupID][-][PPriorityID][-][TDatetime][-] [SLength][-][FOriginalFilename].[wav|mp3|wma]
Description
[] Brackets are for syntax notation only. Do not include brackets in the filename.
[-] Separator. Use a dash to separate filename fields.
[UUserID] Required. Unique physician identifier provided by Scribe.
[GGroupID] Optional. Unique group identifier provided by Scribe. When a physician uses Scribe for more than one practice, a group identifier is needed. If no group is specified, the system will choose a group by default.
[PPriorityID] Optional. Unique priority identifier provided by Scribe. Possible values include:
If no priority is specified, the system will choose ID = 1 by default.
[TDatetime] Optional. This field is used to reflect the date and time of recording for dictations. For transcriptions this field reflects the date and time the file was transcribed. The format is as follows:
[Tyyyymmddhhnnss]
If no date is specified, the system will default to the current date and time at the moment of processing.
[SLength] Optional. Length of the file. For dictations this number will be interpreted as seconds. For transcriptions the length will be interpreted as kilobytes. If no value is specified, the system will assign 0 as the default length.
[FOriginalFilename] Required. Unique identifier provided by Scribe for outbound files, or by the customer for inbound files. This is necessary to ensure that all files have unique names. Note that the “-“ character is reserved for use as a field separator (see above) and cannot be used here.
.[wav|doc|txt] Required. File extension. The file can either be a WAV file, a Word document, or a text file.
Examples
U1024-G3-P3-T20020524175634-S567-FSMITH100.wav
Step 2: Transfer the File Simply FTP the file to inbound.scribe.com. Login with your user id and password (provided by Scribe) and transfer the files.
You’ll receive an email back when the files have been loaded into the system confirming the success of the import or giving you any errors encountered and a method to fix the errors. Email Solution There are three steps to the email solution:
Step 1: Setup the Message The email message should be setup as follows:
Where xxxx is the users Scribe ID number, yyyy is the users Scribe Phone Pin, and aaaa is the Group ID that the user would like the files processed in. xxxx and yyyy are required, whereas aaaa is optional. If you choose NOT to use Group ID, do not use Gaaaa Subject line above, only xxxxZyyyy.
Please note – 1) you must make a separate email for each user that you wish to send files for. 2)Settings you place in the subject line override any information placed in the AuthorID of Olympus (dss) files.
Step 2: Attach the files You may attach as many dictation files as you like to the message. Please be aware however, that as some files are large, and some Internet Service Providers limit the size of email messages, that you try and keep the size of the attachments to less than 5 mb per message.
Step 3: Send the message When you’ve setup the message and attached the files, simply send the message.
You’ll receive a confirmation email that the files have been either successfully processed or information about any errors that may have been generated and instructions on how to fix the errors.
|