Planning

Dictation methods

Focus discussion on dictation and/or upload strategies. Phone vs DVR. DVR Model recommendation: Olympus DS2400, DS3400, DS5000. Further information can be obtained via the Olympus website: http://olympusamerica.com/cpg_section/cpg_voicerecorders.asp

and our help system, search Olympus.

Scribe Direct-Process of uploading the dictation from DVR to Scribe platform. Assess viability of this option

Email/FTP options for uploading dictations to Scribe platform.

Phone-in dictation. What number will the offices call to dictate? Determine the need of utilizing customized phone prompts. Require entry of template number, medical record number, PIN number, additional prompts?

Create relevant dictation instructions for the customer

Integration Needs

Determine if an inbound or outbound integration is required. Will the customer be sending patient demographic information from their registration system to Scribe (inbound)? Will the customer need finished (Approved) documents to move into an EMR or other repository system? Discuss with Scribe proper procedures in advance, including necessary lead time.

Admin Users

Determine # of users to create-Hint: for a large volume of new users it might be beneficial to utilize the spreadsheet option from the admin platform. Download the Excel spreadsheet. Complete and ready for upload. Another option would be to create a user, then if same permissions, CLONE the user

Determine individual user roles and permissions. For example, will they be MD users or MT users? Will the users be an MD admin or MT admin?

Determine individual/s who will be granted Address Book admin rights (see ”Address Book” below)

MT Groups/Users

Create MT Groups: Setup processing including line formula and labels as appropriate.

Setup MT Group role permissions

Create or add MT users. Hint: You can use the CLONE feature or spreadsheet.

Consider various levels of QA

MD Groups/Users

Create MD Groups

Setup MD Group role permission defaults

Create or add MD users: This can be done via Excel spreadsheet upload, or individually as well as via CLONE feature.

Setup processing including any delivery rules (fax/email)

Setup processing distribution rules. This would be to the  queue the dictation will be routed to as well as turnaround timeframes/priorities

Templates/Macros

Obtain report samples from customer. Hint: Letterhead, is there a logo to go on the templates? How will the reports print out, i.e. will there be stationary with letterhead in the printer at the time of printing?  Review sample reports customer provides and setup templates accordingly. See template creation guide for field codes/Scribe tags.

(http://www.scribe.com/help/index.html?scribe_template_creation_and_m.htm)

Obtain macros, if any, from customer. Copy and paste either by user or group.

Address Book

Obtain referral physician list from customer. Import into Scribe formatted Excel spreadsheet. The approved format can be downloaded from the Scribe admin platform or sent from your Account Manager. Upload address book.

Report Authentication

Graphic signature: Obtain sample signature from MD. See Esignature instructions. Text signature: See Esignature instructions. (http://www.scribe.com/help/index.html?creating_a_digital_signature_3.htm)

PC Requirements and Setup

MT User Computers

Assure MT computers meet the Scribe minimum requirements. These requirements typically are discussed during the kickoff meeting and documentation is forwarded. The information can also be retrieved here: http://www.scribe.com/help/3_1_system_requirements.htm

Complete Setup of all MT computers:  Information can be retrieved here:

http://www.scribe.com/help/3_4_mt_platform_setup.htm

We recommend that EACH MT test their setup by transcribing a few test dictations from the MT platform.

MD User Computers

Word Users: Assure all customer computers meet the Scribe minimum requirements. These requirements are typically discussed during the kickoff meeting and documentation is forwarded. The information can also be retrieved here:

http://www.scribe.com/help/3_1_system_requirements.htm

Complete Setup of all customer computers. Information can be retrieved here: http://www.scribe.com/help/3_3_md_platform_setup.htm

We recommend that setup of EACH computer is tested by completing the following:  Ability to open transcription, review the report and successfully print (individual and batch printing).

Please carefully read the setup documentation and note the sections pertaining to Networks, anti-virus software, pop-up blockers and anti-spyware software.

Testing Prior to GoLive Date

IMPORTANT ADMIN FUNCTIONS

It is extremely important to complete thorough testing of all of the above information prior to your GoLive date from the MTSO perspective as well as customer perspective.  MTSO testing should include but not limited to:

MTSO: Verify template setup and that all field codes work appropriately for the MT

MTSO: Verify routing to the MD Inbox, user name, group, QA routing structure.

MTSO/Customer: Approve reports and verify the location and placement of the Esignature with customer

MTSO/Customer: Have customer do test printing from INBOX and ARCHIVE from all computers they may be printing from. Discuss with customer any changes that might need to be made to templates or report formats

MTSO/Customer: Review proper assignment of permissions: Can user print, fax, email, approve, reject, edit etc..?

Schedule and complete training for MD’s, office and clinical staff. Note: Establishing a timeframe to complete training of customer is at your discretion.

Provide copies of MD Platform documentation

Setting Up The Contract Information

Admin

Under the billing section proceed to setup the contract information for each group. Hint: This section is where you determine the billing structure i.e. line calculation formula. Your designated Account Manager can assist you in this process