DocQscribe - Important Instructions

Please go through the below instructions thoroughly. Topics below are: 1. MT - Do Not Select QA Checkbox in Upload Dialog Box. 2. MT/QA/QA2 - STAT Jobs Suspend Button. 3. MT/QA/QA2 Working with Split Jobs

1. MT - Do Not Select QA Checkbox in Upload Dialog Box

!! Important Information!! When an MT uploads a job, please ensure that the QA checkbox in the upload dialog box is not selected by the MT when uploading. By default, all jobs uploaded from transcription will move to our CPS4-QA stage. Please inform each team member about this important instruction.

2. MT/QA/QA2 - STAT Jobs Suspend Button

Please note that at any time a job may turn STAT. If the MT/QA finds that a STAT is in queue (the job # will have a blue S against it, see image below),

the MT/QA can switch to the stat job without losing the content of the current job by clicking on Suspend button in the top right corner of DocQscribe. This button is enabled only when a STAT job is in queue. Do inform all team members about this critical feature. STATs should be returned ASAP so as to enable our staff to edit the job and meet the required turnaround. Excerpt from DocQscribe online manual:

Suspending jobs
You can interrupt your current job for a period of time when a STAT appears in your Job Queue and requires your immediate attention:

When you suspend a job, DocQscribe: Saves all of your typing or editing changes. Downloads the next job in your queue. Places the suspended job as the next available job in your queue.

To suspend a job:
1. Insert a QA Marker at the end of your transcription to indicate where you stopped in the audio file. 2. Choose Suspend from the Job Flow menu. 3. Choose one of the following: No to return to the job. Yes to suspend the job.

3. MT/QA/QA2 Working with Split Jobs

Splitting jobs
If you receive an audio file that contains more than one report, you can split the dictation into multiple documents, transcribe each one independently, and upload each report as a separate job. When you split a job, DocQscribe creates a copy of the audio file and associates it with each individual report. Only the master job (that is, the first report of a split job) has an internal job ID. DocQmanage assigns an internal job ID to each subsequent report when it is received. Consider the following when splitting jobs:

Always view the Client Profile for any special instructions before splitting a job. The demographics, and ADT information for each subsequent report must be updated to correlate to the data for the current report.

To split a dictation into more than one document:

1. Download a job and transcribe the first dictated report in the audio. 2. Stop the audio playback at the end of the first dictated report. 3. Ensure that your cursor is at the end of the job in the DocQscribe transcription screen and that you are at the end of the first dictated report in the audio file. 4. Press Ctrl+Shift+U, or choose Split from the Job Flow menu. DocQscribe starts the document checking process. When DocQscribe encounters an error, it opens the appropriate error correction window where you can either correct the error or insert a QA marker. Note: If DocQscribe identifies missing mandatory content, stop the document split process, add the missing information to the document, and re-start the split process. 5. When the document checking process completes, DocQscribe opens the Document check complete message. Press Enter or click OK to open the Split window. Note: The yellow band on the Playback analysis bar indicates the position at which DocQscribe will split the audio file. In addition, DocQscribe highlights the text of the report being split. 6. If necessary, press Alt+Q or click QA/QC Note to add or modify a note. Note: Do not add a QA/QC Note to indicate a split job unless directed to do so by the Client Profile. 7. Press Alt+Y or click Yes to split the audio and text in the job, and send the current report to the next stage of DocQmanage. Note: When DocQscribe splits the job, a series of status messages displays. When the split process completes, a Loading job message displays and DocQscribe loads the new job you just split from the master. 8. Press Enter or click OK to close the Split Job details message and display the Demographics and ADT screen for the child job split from the master. See Working with split jobs to learn about importing demographics, ADT data, and CC recipients from the master job. 8. Press Alt+O or click OK to close the Demographics and ADT screen and access the transcription window. 8. Transcribe the next report, splitting the job again if necessary. Once the entire audio file is transcribed, press Ctrl+U or click Upload to upload the last report along with the audio file. The Job Creator window opens. 8. Choose from the available options on the Job Creator window, which include Download Job to continue working or Logout to exit DocQscribe.

Downloading and working with split jobs

When you log in to DocQscribe, you may receive a dictation that contains multiple reports. Use the split function to create individual reports from the same audio file. The initial report is considered the master job and the subsequent reports are referred to as the child jobs. Use the split function to have the audio returned so that you can complete subsequent jobs in the audio file.

To work with split jobs:

1. When DocQscribe returns the audio file, the Split job message displays indicating that the new job is a continuation of the one you just split. Click OK to transcribe the new job. 2. The Demographics and ADT window opens. DocQscribe does not populate the fields on the Demographics and ADT window with information from the master job. Do one of the following to complete the fields: If the split job is related to the master job, import demographics and ADT information from the master job. See Importing demographics and ADT data into split jobs for more information. If the split job is not related to the master job, update the Demographics and ADT screen to correspond to the dictated information. In addition to importing demographics and ADT information from the master job, you can also import CC recipients from the master job. See Importing CC recipients for more information. 1. Transcribe or edit the job as usual. See Working with audio in split jobs for information on using the audio slider. 1. When you finish transcribing the current report, do one of the following: If the dictation contains additional reports, continue to use the split function and transcribe each subsequent report. If there are no other reports to be transcribed within the audio file, press Ctrl+U, or choose Upload from the Job Flow menu to upload the job as usual.

Working with audio in split jobs

When you start downloading a split job, DocQscribe first downloads audio at the point of the split to the end of the job. It then downloads audio from the beginning of the job and stops at the split point. This means you can start working on a split job as soon as it starts downloading, instead of having to wait for the entire audio file to download. For example, if the audio file was 20 minutes in length, and the initial split was made 10 minutes into the job, you will not have to wait for the first 10 minutes of the job to download to begin working on the child job. You can move the audio slider to any point before the split to listen to audio from the master job, or anywhere after the split to listen to audio later in the job. If you move the audio slider to a point before the split, it will immediately stop downloading audio after the split and start downloading it at the new audio slider position. In lengthy jobs, the section of the playback bar before the point the job was split may display as white, but will turn gray as the audio downloads. The section of the playback bar after the split will also be white, but will turn blue as the audio downloads, as shown in the following example:

When DocQvoice finishes downloading all audio, the audio indicator before the split will be entirely gray and the audio indicator after the split will be entirely blue, as shown in the following example:

Importing demographics and ADT data into split jobs

When a child job is related to a prior job in the same audio file, import the demographics and ADT data into the child job.

To import demographics and ADT data:

1. When you download a child job, and the Demographics and ADT screen opens. Press Alt+. (Alt plus the period key), or click Import to open the Import Job Information window. Note: If necessary, press Ctrl+D to open the Demographics and ADT window and then press Alt+. to open the Import Job Information window. 2. To import demographics from the previously-split job in the audio file, select the pertinent demographic information from the options in the Demographics section. Note: You must import the Dictation Job No. from the Demographics section of the Import Job Information window. 3. To import ADT data from the previously-split job in the audio file, select the pertinent ADT information from the options in the ADT section. 3. Click Import to populate the appropriate fields on the Demographics and ADT screen with the selected data.

Importing CC recipients into split jobs

If a child job is related to a previously-split job in the same audio file, you can import CC recipients into the child job.

To import CC recipients:

1. When you download a child job, and the Demographics and ADT screen opens, press Alt+W, or click Show CC List, to open the CC List window. Note: Alternatively, press Ctrl+D to open the CC List window from the transcription screen. 2. Press Alt+. (Alt plus the period key), or click Import, to open the Import Job Information window. This window lists all CC recipients from the master job and subsequent jobs in this audio file. 2. To import CC recipients into the child job, click the option next to the name of each CC recipient in the list. 2. Click Import. DocQscribe imports the selected CC recipients and displays them in the Selected names for CC List section on the CC List window. 2. Click OK to save your selections and close the CC List window.