Dictation Instruction

To access our system, dial (732) 364-5827 and wait for the voice prompt. You will hear "Please enter your four digit code at any time." Enter your unique four-digit code. If you are required to enter a job type, the system will prompt you now. If you have previously recorded a dictation that has not been completed, the system will notify you of this with a voice prompt. Use the dictate functions described in the following section.

If you mistakenly abort your dictation (by pressing # 9), it is not necessary to re-dictate. Call us at 732-364-0386 or email us at support@medicalscribes.com and we could save the dictation for you.

Dictation Functions

The chart below shows the dictation functions available and their corresponding telephone touch tones.

Description of the Dictation Functions

(1) PLAY
Press 1 on the telephone keypad to play back recorded dictation. The function rewinds approximately one second and plays the dictation. To rewind further before playing back the dictation, use the Rewind function (3) or the Beginning of File function (8).

(2) RECORD
Press 2 on the telephone keypad to begin recording dictation. A tone will sound alerting you that recording has begun. The record function begins recording at the current position of the voice file so that it is important to be positioned at the end of a file when recording unless you wish to insert dictation.

(3) REVIEW (Rewind)
Press 3 on the telephone keypad to rewind 3 seconds and play back dictation. This can be pressed repeatedly to rewind the desired amount.

(4) PAUSE
Press 4 on the telephone keypad to pause dictation. Pausing dictation puts the line in idle mode. While the line is idle, a beep will sound periodically.

(5) SAVE
Press 5 on the telephone keypad to save the current dictation. Pressing this option will prompt you to save the job as normal priority dictation or "stat" (high) priority dictation. Select the appropriate tone to complete the job. Once dictation has been saved, it is ready to be transcribed and cannot again be retrieved by the author. To continue dictating another report, press 2 to record.

(6) END OF FILE
Press 6 on the telephone keypad to move to the end of the current dictation file. It is important to move to the end of a file when appending dictation so that previous dictation is not overwritten.

(7) FAST FORWARD
Press 7 on the telephone keypad to fast forward through the dictation. Using this function advances the current position 3 seconds and continues playing the dictation.

(8) BEGINNING OF FILE
Press 8 on the telephone keypad to move to the beginning of the current dictation file. This is used before playing back the entire file.

(9) ABORT JOB
Press 9 on the telephone keypad to abort the current dictation file.

If you mistakenly abort your dictation (by pressing # 9), it is not necessary to re-dictate. Call us at 732-364-0386 or email us at support@medicalscribes.com and we could save the dictation for you.

(*) ADDITIONAL MENU OPTIONS
Press * on the telephone keypad to hear additional menu options. These options are summarized below.

*1 - Search for dictation by medical record number.
** - Find the next occurrence of a search (by medical record number).

*2 - Record the user's name into a prompt. This prompt is played back to the transcriptionists to identify the dictator.

*7 - Change job types.

*3 - Return to previous menu.

(0) SELECT JOB TYPE
Press 0 on the telephone keypad to select a different job type.

(#) JOB NUMBER PROMPT
Press # on the telephone keypad to play the header prompt indicating the job number of the job currently being dictated. This unique job number can be used later to retrieve the current dictation job.