System Manager - Authors
An author profile allows users with telephony stations or PcDictate 2 to connect to the server and transcribe. Each user's profile can be configured differently, if desired.
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General Tab
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iPhone Tab
Creating & Deleting Profiles
To create a new author profile, click the green + button. You will need to enter a unique ID and name. If you want the new profile to have the same configuration as an existing one, select the author profile to mirror from the Model dropdown menu.
To delete a typist profile, simply select the desired profile from the dropdown menu and then click the red x button. Click OK to the confirmation popup.
Options
There are a variety of options that can be configured, both for user preference as well as security.
General Tab
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Name
The name associated with the profile can be changed here. After entering the new name, you must click the Update button.
Greeting
The greeting plays when the user first logs onto the system. None will disable this feature. General will say, "Welcome to Voice Solutions". Personal will play the custom greeting you have created for that profile. If a custom greeting is not available, it will play the General greeting until one is created.
Export
To enable, check the box above the path box. If enabled, dictation from that Author profile will be exported to the path in the field below. It can be a local or network path. If a network path, ensure that the Phoenix server has security permissions to write to that directory.There are several options that determine how files are exported.
Keep a Local Copy In Queue will leave the dictation's status to In Queue. Otherwise, when exported, the status will be changed to Completed.
Restore File Extensions (wav, mp3) will change the exported audio file's extension back to its pre-imported state.
The Format for Mercury Systems (eW2) option should only be enabled if exporting to an older Voice Solutions server (Brooktrout).
Format for Dragon (11k 16bit) needs to be enabled if the exported files will be imported into Dragon NaturallySpeaking.
Format for Nuance (8k 8bit) needs to be enabled if the exported files will be imported into a Nuance system.
Typist Assignments
If checked, Prompt for Typist will cause the user to be prompted to enter a typist assignment for each dictation. If unchecked, then whatever typist is configured from the Default Typist dropdown menu will be entered automatically.
Worktype
If checked, Prompt for Worktype will cause the user to be prompted to enter a worktype for each dictation. If unchecked, then whatever worktype is set in the Default Worktype box will be entered automatically. The worktype can be from 1-99.
Department
If checked, Prompt for Department will cause the user to be prompted to enter a department for each dictation. If unchecked, then whatever department is set in the Default Department box will be entered automatically. The department can be from 1-99.
Subject
If checked, Prompt for Subject will cause the user to be prompted to enter a subject for each dictation. The Subject Length determines the maximum number of numerics the user can enter. There are a variety of prompts the user can be given to enter their subject number, and this can be set from the Subject Prompt dropdown menu.
Additional Fields
Custom fields that you enable under System>Configuration will be displayed here. If checked, the user will prompted to enter something for that field. If no custom fields are enabled on the server, there will be nothing displayed in this section.
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Key Map
You can change what key map the profile will use.
Record Bong
If checked, this will produce a beep everytime the user goes into record. The frequency (freq) determines how loud the beep is. The duration (dur) determines how long the beep is.
Auto Record
If checked, the user will go straight into record automatically without having to press the RECORD command. This is not recommended for users with telephony dictate stations that use foot controls or hand microphones as they will be in RECORD while their microphone is in the STOP position.
Stop Tone
If checked, a soft beep will play when the user is in STOP mode. This reassures the user that they are still connected to the system.
Save Documents
If checked, authors can save a dictation for completion at a later time. Otherwise, when disconnecting a dictation is closed and changed to In Queue status.
Ready Prompt
By default, when a user authenticates they will hear a prompt that says, "Welcome to Voice Solutions. Please press 2 to go into record or the record button on the handset." However, when checked, you can select from three different welcoming prompts from the dropdown menu. Ready says: "Ready". Review by Visit says: "Enter Patient's Visit number followed by the pound key. For X-ray review enter patient's birthdate followed by the pound key". Review by ID says: "Enter Patient ID number followed by the pound key. For X-ray review enter patient's birthdate followed by the pound key".
Completed Prompt
If checked, the system will speak the dictation's job number when the Next Job command is sent.
Saved Prompt
If checked, the user upon logging in will be told how many saved dictations that have been saved under their profile.
Record Gain
This determines the level at which audio is recorded. 4 is the loudest with -4 the lowest. This can also be set at the channel level.
Play Volume
This determines the level at which audio is played back. 4 is the loudest with -4 the lowest. This can also be set at the channel level.
Prompt Volume
This determines the level at which prompts are played. 4 is the loudest with -4 the lowest. Although Play Volume affects the prompts, Prompt Volume allows you to offset any difference in the playback of recorded audio compared to the prompts.
Maximum Record Time
You can place a limit on how long the user can stay in RECORD mode without pausing. This is in minutes. Note that the limit timer is reset everytime a command is entered, such as STOP, PRIORITY, PLAY, etc. This can also be set at the channel level. This can be from 0-999, with 0 disabling the feature.
Maximum Silence Time
You can place a limit on how long the system will record silence, such as when a user hangs up but the channel does not disconnect properly. When the limit is reached, the channel will go from RECORD mode to STOP mode. This is in seconds. This can also be set at the channel level. This can be from 0-999, with 0 disabling the feature.
Maximum Stop Time
You can place a limit on how long the user can stay in STOP mode before they are disconnected, thereby freeing up that channel for other users. If a Maximum Silence Time is configured, a value should be set here as well so that the channel does not stay in STOP mode forever. This is in minutes. This can also be set at the channel level. This can be from 0-999, with 0 disabling the feature.
Rev/Play Increment
This determines how far the audio will reverse before it plays when using the REV/PLAY command. This is in tenths of a second and can be from 0-999, with 0 disabling the feature. The recommended default is 40.
Rwd and F.Fwd Increment
This determines how far the audio will rewind of fast forward when using the REWIND or F.FWD commands. This is in seconds and can be from 0-999, with 0 disabling the feature. The recommended default is 3.
Reprompt Every
When a user starts a dictation but does not enter a subject number or worktype (if enabled), the system reprompt them to enter this information at the designated interval. This works in connection with the Number of Times to Reprompt setting. This is in seconds and can be from 0-999, with 0 disabling the feature.
Number of Times to Reprompt
This works in connection with the Reprompt Every setting, and determines how many times the subject or worktype prompt will play before disconnecting the user. The job # is discarded and the channel is freed up for other users. This can be from 0-999, with 0 disabling the feature.
Review Work By
For an author to review a dictation that has already been closed, one of the categories must be checked. Document Number, Author ID, Worktype, Subject, and Department are all options. Multiple options can be checked.
Review Password
If a password is entered the user will be required to provide it before logging in as a reviewer. This can be up to 15 numeric characters long.
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Choose From
When you are dictating a job with a telephony station, you can have the file's demographic data spoke to at any time by entering the Annotate key command (different for each keymap). Click on the field you wish to have spoken to you. This will place it in the Annotation Sequence box on the right.
Annotation Sequence
The order each demographic field is spoke is determined by their order in this box, from top to bottom. You can remove an item by clicking on it.
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UserName
Typically this should match the name on the Author profile. However, some may want to change the name slightly to differentiate an iPhone dictation from dictations of other sources. For example, an Author profile with the name Jones could have JonesMobile for the iPhone UserName.
UserID
This should match the UserID of the Author profile.
Subject
You can enter any number from 1-999999. This will be the default subject for any dictation created on the iPhone.
Department
You can enter any number from 1-999999. This will be the default department for any dictation created on the iPhone.
Record Mode
Dertermines what the default Record Mode in PhoenixTalk is.
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Choice will prompt the user what mode they want to use each time they rewind and go into record.
Insert will make PhoenixTalk insert new audio whenever they rewind and go into record.
Append will make PhoenixTalk append new audio to the end of the file whenever they rewind and go into record, regardless of where they currently are in the dictation.
Overwrite will make PhoenixTalk overwrite exisiting audio with new audio if they rewind and go into record before they reach the end of the dictation.
Quick Launch
Determines whether the Quick Launch button in PhoenixTalk brings up Typist or WorkType options.
Typist
Typist options can be created in PhoenixTalk. However, you can save time by presetting the options here. You can create up to six options. Be sure the typist ID you enter here matches and actual user. This field determines what is in the Exc field on the server.
WorkType
WorkType options can be created in PhoenixTalk. However, you can save time by presetting the options here. You can create up to six with any number from 1-99.
Retain data from last job
WorkType options can be created in PhoenixTalk. However, you can save time by presetting the options here. You can create up to six with any number from 1-99.
Launch Edit Info on Send
Determines if the Edit Info window pops up automatically when a dictation is queued to upload to the server.
Send after Quick Launch
Determines whether the dictation is uploaded to the server after the Quick Launch feature is used.
Create Sync File
PhoenixTalk is able to retrieve these settings via a configuation file that is accessed when it connects to the server. If you want these new changes to be uploaded to the iPhone you must click Update under the Create Sync File option.
Making Changes
To save any changes you have made, you must click the Update button. To duplicate a profile, click Copy, go to the profile you want to modify, and then click Paste.
The Revert button will restore the profile back to its last saved configuration.
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