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User Manual

1. Column details All of the column buttons i sorting buttons 1 Template ID This column shows the unique ID assigned automatically by the system to every template when the doctor uploads it 2 Template Name This column displays the name given to the template by the doctor while uploading it 3 File Name This column displays the actual name of the template file with its extension 4 Owner ID This column shows the dictator doctor ID who owns the template file 5 Default The doctor has the flexibility to mark a template as default while uploading it so that the system automatically picks up this template whenever he or she uploads any audio file If the doctor uploads any other template along with the audio file the system picks up this template instead of the default template This column shows a tick mark with a Default mouse over image if the template is default 6 Last Modified Date This column shows the date when the last modification was made to the template 7 Edit The system provides to the doctor the option of modifying the template at any stage This column displays a W dark yellow button Click this button to modify the template 8 Remarks This column shows the comment added by the doctor while uploading the template Checkbox Functions At the bottom of the page there are checkbox functions which can be used to facilitate group activity on a single click The doctor can check mark the templates
2. Search EPR button Steps to search for the file by file ownership 1 To search for the audio file select the dictator ID from the combo box 2 To search for the document file select the transcriptionist ID from the combo box 3 Click the Search EPR button Steps to search for the file by patient details 1 Enter the name SSN MRN date of birth or whatever information you have Select the gender if known The consultation date admit date or operation date from the combo box below the option of Sex can be selected 2 Click the Search EPR button Steps to search for the file by report details 1 Select the report type location from the combo boxes based on the information known by the user The user can also search files by emergency status of the files normal or stat by selecting the required radio button If there was a note attached to it enter the text of the note in the text box next to Note 2 Click the Search EPR button Steps to search for the file by doctor details 1 Select the name of the provider or the referring physician from the combo box 2 Click the Search EPR button The system allows a search for the files not only on one search criteria but also on the basis of a combination of various search criteria For instance if the user wants to find the audio file but remembers only the file ID and the provider name they can select the Audio radio button in the File Type search criteria the
3. below x ko x ko x ko x x ko x ko Name Enter the patient s name SSN Social Security Number MRN Medical Record Number Date of Birth Patient s date of birth Sex Patient s gender Dates Files can be searched on the basis of important dates Date of Consultation When the patient consults the doctor Date of Admission When the patient is admitted to the hospital or clinic Date of Operation When the patient is operated upon 6 Search on Report Users can search the file by any of the following criteria Report type There can be different types of reports depending upon the area of specialization in the medical field such as ophthalmology orthopedics operative etc Users can search the file on the basis of its type Location The system allows the doctor to dictate the audio file from various locations such as their home the hospital the clinic or a department within the hospital Files can also be searched on the basis of the location where it was dictated Stat urgent Users can also search the file according to how it was marked stat urgent or merely a normal file Note Files can also be searched on the basis of any specific note attached to the file while uploading it 7 Search on Doctors The user can also search the file by one of the following 7 hesa 7 hed Providers Name Name of the doctor dictator who dictated the audio file Referring Phys
4. 96 0 h 48h 912 h Averages 24h th 22h Column Details All of the column buttons g are sorting buttons 1 Doc ID This column depicts the doctor ID 2 Audio files Normal This column shows the number of normal audio files 3 Avg TAT This column shows the average of the actual TAT i e the average time actually taken to complete the normal files 4 Avg Delay It displays the average of the delay time If the Actual TAT exceeds the set TAT this column shows the average of this delayed time for the particular account for normal files 5 Audio files Stat This column shows the number of stat urgent audio files 6 Avg TAT This column shows the average of the actual TAT i e the average time actually taken to complete the urgent files 7 Avg Delay This column displays the average of the delay time If the Actual TAT exceeds the set TAT this column shows the average of this delayed time for urgent files for the particular account When Report Format is MT Based gt C Brits aha dctancroervices com f wa Medkin Online Tumaround Time Report Jo activity for Doc Testing Practice Jotatlod TAT Report Doctor Based Doctor Kruger for 2009 04 01 2011 04 12 4 2011 03 20 2011 03 20 12 11 00 0705435 Mh On u 171200 4 2011 03 28 X y 8705434 121300 Mh On a 07045429 Joe Emlee Doctor Kruger arsan Jan Emoe Doetar Kruger 2011
5. Select the report type either Summary or Detailed as required Summary This shows totals only for each account The Summary Report gives a snap shot view of the billing report for the particular account selected Detailed This shows the file details for each account The Detailed Report gives file to file billing details for the account selected Date Range Select the date range for the billing report Show me a list of files which is either Select the report format according to the requirement Grouped according to the following doctor This drop down list shows the names of all the doctors By default A is selected you can also select the doctor as per your choice Showing every audio file uploaded by the doctor regardless of a file s current status The Billing Report is generated on the audio file basis regardless of status Showing only the document files of completed work actually returned to the doctor The Billing Report is generated for completed document files only Grouped according to the following MT QA This drop down list shows the names of all the MTs QAs By default All is selected Select the MT QA as per the requirement Steps to generate a billing report 1 Select the Summary or the Detailed option 2 Select the period from date to date for which the billing report is required 3 Select report format i e the account of the dictator or the transcriptionis
6. MT QA1 QA2 The MRM can view download email and fax the document files download and listen to the linked audio file He or she can also monitor the file status with the help of color schema All of the files are sorted in descending order starting from the most recent date This page shows the activity of the last fifteen days by default but a date sorted report with other Report Criteria can also be generated C 0 https alpha dictaborservices com f ws Medi Ma 2 Medikin Onktne Upload Corrected D zu HNI Tver UNDER TRANSCRIPTION THANSCHIPTS FOR APPROVAL Transcribed Files Total 4 10 30 BA 1e0 550 S50 Doe Files pee page To upload a corroci ted docienont Cech om the Upload heon next te Ire Ba dd which yous want te correct D Show ties of dictator as Show fes of MTOA a From 04 u 08 ye o To 0s fy n on 2 test docx 2011 03 20 2 12 00 EST besti docx 2011 03 28 121200 EST estdocs 2011 09 20 12 12 00 EST 2011 01699 17 36 00 EST Dortor Kruger Dottor Kruger Oortor Kruger eees 8998 ole le le tion Report Criteria Report Criteria allows the MRM to sort the report as per the required parameters The report can be sorted by dictator or by MT QA for a particular date range Steps to generate a report 1 Select the criteria basis Dictator basis Select the dictator who owns the required audio files from the drop down list By default A is selected MT QA b
7. When the file is downloaded and is being worked by the MT it shows a simple yellow button with an In Process mouse over image WYellow 1 Under QA1 When the file is with the QA1 for editing it shows a yellow button 1 image on it with an Under QA1 mouse over image 2 Yellow 2 Under QA2 When the file is with the QA2 for further editing it shows a yellow button 2 image on it with an Under QA1 mouse over image Green Completed After the final file is complete and assigned to the doctor it shows a green button tick mark image on it with a Completed mouse over image Green e Signed When the doctor e signs the file the status changes to green with e image on it with an e Signed mouse over image Once a file is e Signed the system locks it so that no other operations can be performed on the document file 8 MT ID This column displays the MT QA1 QA2 ID who last uploaded the file 9 Document File This column displays The button f with an Upload Document File mouse over image is displayed if the file is transcribed or edited Click this button and a new screen will appear which helps the user upload the document file 7 If the file is complete this column displays a blue button 8 The document file can be viewed by clicking the blue button 10 Remarks The last column depicts the dictator s doctor s remarks for the transcriptionist If document fil
8. changes in text boxes next to the following file attributes as required Associated template Upload a new template make any changes in the existing one and update the template information anytime This template will be made available to the MTs when they download the audio files for transcription Report Type Select any report type from the drop down list and update information Location The doctor can simultaneously select the location and assign codes while entering the location code when dictating a particular file This will make it simpler to remember as the files will have a particular location ID E g Clinic 1 Home 2 Laboratory 3 and Hospital 4 Doctors Remark The dictator can use this to enter any short note as a reminder for them in that specific report He or she can enter any remarks for the transcriptionist 3 At the bottom click the Update File Information button Steps to delete an audio file 1 Click on the check box in front of the file ID you want to delete 2 Multiple files can be selected 3 Go to the bottom of the page and select the Delete Selected Audio files button 4 Type the account password in the box This ensures the system that an authorized person is deleting the file 5 Click the Perform Checkbox Operation button 6 A new screen will appear Enter the reason for deletion in the text box 7 Click the Delete Selected Audio Files button A new screen will appear confirming t
9. clearly visible Red For Approval When the MT QA uploads the document file but the doctor has not downloaded it this column shows a red button with a For Approval mouse over image Green Approved When the doctor downloads the document file this column displays a green button with an Approved mouse over image The transcribed file must be downloaded by the doctor Green e Signed When the doctor e signs the document file this column shows a green button e image on it with an e Signed mouse over image 7 Audio File This column shows the audio file ID It also displays a button signifying that file is online Click it to perform the following functions Download this Audio File Review Audio Doc 8 Upload The system provides the doctor with an option to upload the corrected document against the transcribed file that he received after editing it This column displays a button with an Upload Corrected File mouse over image When the file status is a green button the file is approved Click this button to upload the corrected file 9 Remarks The last column depicts the transcriptionist s editor s remarks for the file which he or she makes while uploading the transcribed file Checkbox Functions At the bottom of the page there are certain checkbox functions to facilitate group activity on a single click The doctor can check mark selected audio files and can perform the following
10. click the Listen to this audio file button Steps to download an audio file There are two ways to download an audio file through Audio Archive 1 To download multiple files at a time x Click on the check box in front of the file ID you want to download You can select multiple files to download Go to the bottom of the page and select the Download Selected Audio Files radio button Click the Perform Checkbox Operation button 2e ko S 2e 2 To download a single file Click on the File ID you want to download The hyperlink will redirect you to a page showing the details of the audio file At the bottom click the Download this Audio file button Steps to update file information 1 In the first column click on the file ID you want to update The hyperlink will redirect you to a page showing the details of the audio file 2 Make the changes in text boxes next to the following file attributes as required Associated template Upload a new template make changes to the existing one and update the template information anytime This template will be made available to the MT s when they download the audio files for transcription Report Type Select any report type from the drop down list and update information Location The doctor has the option to assign certain codes to the locations where he she will send his her dictations The settings will be made to his her ac
11. corrected verson of that document How can I find a particular file k On the Search Records option on the Navigation menu You can then search for any document or audio fle using various search criteria How can I listen to my audio tiles bek on the Audio option which is the fret round button on the top nght comer of the page Thus displays a list of sudo fles sorted by Date of Upload Chek on the File ID to listen or dowriload the file Why is the audi not available in the audio archive os is offline in Doc archive dio files are available online for period of two weeks from the date of dictation except for accounts with the extended archive option Then they are transferred to an offfine archive The red button in the Document archive for the audio fle indicates that he file i offine To request a copy cick the red button and type a message wih the File ID number it may take a faw hours for the Sle to be available online again What player do I need to play the audio files amp or Real player which can be downloaded free from Internet How can I mark a dictation as urgent dictation can be marked urgent only if fs status is marked in Transit Otherwese is too late Because it has already been assigned to the transcriptionists To mark a dictation as urgent go to the audio archive and click the File IO to be marked urgent How can I create or edit a template You can create a templi Microsoft Word or another text editor Then click
12. file DYellow 1 the QA1 is editing the file 2 Yellow 2 the QA2 if doing further editing Green if the file is completed Red if the file has yet to be downloaded by the MT Audio File Name This column shows the audio file name Toll free File Size This column shows the total size of the audio files dictated through the Toll Free Service in terms of KB kilobytes Toll free File Length This column displays the total length of the audio files dictated through Toll Free Service in terms of minutes and seconds time Other File Size This column shows the total size of the audio files in KB Kilobytes dictated through other modes in terms of bytes Other File Length This column shows the total length of the audio files dictated through other modes in terms of minutes and seconds time 10 Faxed This column displays the number of pages that were faxed The following information is displayed at the end of the report Grand Totals Total Audio Files Toll free Length _ Minute s _ Second s Toll free Size KB Other Length _ Minute s _ Second s Other Size _ KB Faxed _ Report Style Summary Report Format Doctor Based Document Files 1 Dictator This column shows the doctor dictator user name to whom the audio file belongs 2 No Reports This column shows the count of reports transcribed during a particular period 3 Line Count This column displays the final line count
13. files 7 On the right of Audio and Doc archives there are two reports as below 7 Sd 7 eSa Under Transcription This report displays the list of all the audio files that are being transcribed edited Transcripts for Approval This report displays the list of all the document files that are completed and uploaded by the MT QA and are ready for approval by the doctors 8 The Navigation Menu option buttons are on the right middle of the page Various facilitating options available to the MRM are Download Recent Files This option helps the MRM to download the transcribed files with one click Manual Audio Upload This option helps the MRM to manually upload the audio files Auto Audio Upload This option helps the MRM to automatically upload the audio files Upload Template The MRM can upload the template manually with the help of this option Upload Corrected Doc This option helps the MRM to upload the corrected document against any transcribed file after making the required corrections to it Template Archive This option displays the details of all the templates uploaded by the doctors and the MRM for the transcriptionist Search EPR This option retrieves the audio and transcribed files by the selected search criteria TAT Report This option displays the details of Turn Around Time for transcribed files Billing report This option helps the MRM to generate a billing report based on t
14. os me 04 e mso To osi t e mn B houng 1 to 16 of 10 Audio Ffos tund Audio Files Archive Total 16 Audio Files Length Total 3Minute s ply OEE 580 265 Aucho Files per pag Audio Files Size Total 377KB Cek on FILE te dawnload view ard or aidit Detto Kruger JTESTS 0 22 00800817 08022010 144735 wav es Sehrin a v Jou Emtue Doctorkruger JTESTG Ozz 00P00P 708022010444736 wav e URSANN Jon Emine DestorKruger JTESTI 0 z 00 00 17 0002201 0 144735 way at aer Testing CO MT Admin Doctorkruger amapstngiesrestotst wav e fima Joo Emenee DectorMuger JTESTS O zx 008008t7 00022010 144725 wav nr bed Lor far Joa Emise Doetorkruger JTESTI O 12 00 00 17 0002201 0 144735 wav E eee o Joe Emtee _ Dectorknuger _aNTestestwav Poh cies O scms o Doctorkruger STEST3 O xp Niteamet7 0002201 0144735 wav am b j ehi e ia o Jo Emise g Doetorkrugar JTESTI O 27 00800 17 0002201 0 144775 wav 2 a be etai o joa mt Dociorkruger 519252 wav im K babe Me z Joe QA Doctorkruger 85 34070 wav WK apes v v Testing CO MT Admin testing urg DoctorkKruger S5 1622wev Ar OOS Let s Testing CO MT Admin DoctorKrugor 85 1821 way oa ca ents n v Testing CO MT Admin Dectorkruger 85 37382 wav me z ae Loe Testing CO MT Admin Doctor kruger S51 9253 wav its MANETS v Testing CO MT Admin N testing urgent es 12470065T sere Dectorkruper S8 1448Wwav ak ae o Jou Erene Download Selected A
15. sign the document file 1 Click on the check box in front of the file ID you want to e sign or un sign 2 Multiple files can be selected 3 Go to the bottom of the page and select e Signature Approval for e signing or Un sign File for un signing 4 Enter the login ID and Password to confirm 5 Click the Perform Checkbox Operation button The status of the file changes to green with an e mark Steps to reject the document file 1 Click on the check box in front of the file ID you want to reject 2 Multiple files can be selected 3 Go to the bottom of the page and select Reject Files 4 Enter the login ID and Password to confirm the file rejection A new screen will appear Enter the reason for the file rejection Click the Reject Selected Files button Steps to play an Audio File 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the document file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the details of the corresponding audio file 3 At the bottom click the Listen to This Audio File button Steps to download an audio file MRM can download a particular audio file in two ways 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the detail
16. the MT Admin Doctors if he she has a transcription problem gt SG hts iapha cctaporservices com nce proja wa ikin Medilin Online Send a Message E ren manscairTion meee Message Type Select the message type by enabling the required radio button Technical issue If the doctor has a technical problem regarding the ASP he she can send a detailed message explaining the problem to the Site Administrator The system will send a copy of this message to the MT Admin Transcription issue If the MRM has a transcription problem he she can send a message to the required MT Admin or to the doctors The system will also send this message to the MT Administrator In either case the system will send a copy of the message to the office manager of the group clinic hospital Message To If you have selected the Transcription Issue option in the Message Type category then select one of these two options MT Admin List This drop down shows the list of all the MT Administrators linked to the doctors under the MRM Doctor List This drop down shows the list of all the doctors under the MRM Subject Enter a short title for the subject of the message going to the recipient Message Enter a message explaining each and every detail of the technical transcription problem in this text box Steps to send the message 1 Select the message type by enabling the radio button 2 Select the required doctor from the drop dow
17. the audio file by the doctor as per EST 6 Stat If the audio file is marked Urgent by the doctor at the time of upload a red check mark is shown to signify that this audio file is to be transcribed edited on a priority basis 7 Status This column shows the file status It helps the doctor to monitor the file status online through a color scheme Red File in Transit When the file is to be downloaded by the transcriptionist it shows a red button with a File in Transit mouse over image W Yellow In Process When the file is downloaded and being worked by the MT it shows a simple yellow button with an In Process mouse over image WYellow 1 Under QA1 When the file is with the QA1 for editing it shows a yellow button 1 image on it with an Under QA1 mouse over image 2 Yellow 2 Under QA2 When the file is with the QA2 for further editing it shows a yellow button 2 image on it with an Under QA2 mouse over image When the transcription company uploads the final document file it stops displaying here and its status changes to green with a tick mark in Audio Archive 8 MT ID This column shows the MT QA1 QA2 ID who is transcribing editing the file 9 Document File This column does not display anything until and unless the final document file is uploaded 10 Attachment This column displays a paper clip G image to signify that the doctor has uploaded an attachment Click it to download th
18. 03 20 2011 03 28 3 Joe Fentew Doeter Kruger 0705426 121100 0706433 421200 Mh On un 2011 08 11 2011 01 11 n oc n 0 t Joo Erno Doctor Kruger Baone 12 4800 4062 17 26 00 Mh aan 192 Totals 96 9h 48h 912 h Averages 24h th 22h Column Details All of the column buttons are sorting buttons 1 MT ID This column depicts the MT QA ID 2 Audio files Normal This column shows the number of normal audio files 3 Avg TAT This column shows the average of the actual TAT i e the average time actually taken to complete the normal files 4 Avg Delay It displays the average of the delay time If the Actual TAT exceeds the set TAT this column shows the average of this delayed time for the particular account for normal files 5 Audio files Stat This column shows the number of stat urgent audio files 6 Avg TAT This column shows the average of the actual TAT i e the average time actually taken to complete the urgent files 7 Avg Delay This column displays the average of the delay time If the Actual TAT exceeds the set TAT this column shows the average of this delayed time for urgent files for the particular account When the Detailed Report option is selected The Detailed report gives all of the details regarding the TAT for each file of the selected account for the selected time duration C Qn apha dctaterservices com l wa N A likin st Medkin Online Tumaround Time m t Mana s AUDIO ARCHIVE ransca
19. 2 1105 EST Audo Event Doctor Kroger AUDIO JTEST7 0 7 00800817 08027010 1 44735 wav upioadad 11 05 EST Aaso Evert Doctor Kreger AUDIO JTESTE0 22 00FOOP1 7 08022010 148734 way uploaded 1105 EST Meco Event Doctor Kroger AUDIO JTERTS 0 27 008001 7 0902701 0 1 44735 way uploadad 11 05 EST Rowing Tusting CO MT Admin MUDIO TESTI 0 22 00F0081 7 08071010 144734 wav uploaded assigned to MT 1105 EST Rowing Testing CO MT Admin AUDIO JTESTE 0 77 0080081 7 0903701 0 1 44735 wav uploaded assigned to MT 11 05 EST Rowing Testing CO MT Admin AUDIO JTESTS0 22 0OROGE 7 08022010 1 44738 wav uploaded ausigned to MT 1102 EST Login into Doctor Kroger JLognn IP 6 176 218 163 1248 EST Last Logout Doctor Kroger kopin iP ea 176 218 162 Column Details Click on the Generate Activity Report button and a new screen will appear showing the report with the details of the account activity 1 Date This column shows the date when the event occurred 2 Time This column displays the time of the event 3 Event Type This column displays the type of event as per the selection made in the Event Type Category in Report Criteria 4 ID This column displays the account ID from where the selected event occurred 5 Log This column gives the details regarding the type of file audio or document and its name as per the event FAQ FAQ refers to Frequently Asked Questions which act as quick reference for the MRM for his general queries On c
20. 2 Wav as 2011 01 14 1247 00 EST Doctor Kruper 85 19251 wav 39 2011 01 11 1247 00 EST v tesna wgon u Joe Emtee Doctor Kuper 55 1446 wav 2 2043 01 44 1246 00 EST JOowniosd Selected Ando Files ODelsto Selected Audio Filta ont yout password tor f s deletion ferron my selectes acto Column details All of the column buttons are sorting buttons 1 File ID This column displays the unique file ID assigned automatically by the system to every audio file when the doctor uploads it Click the file ID hyperlink to perform the following functions Download this Audio File to kS Listen to this Audio File Update the File Information Download the Document View the Document Fax or email the Document to kS Sa kS e kS Sa kS 2 Doc ID This column shows the user ID of the doctor dictator who owns the audio file 3 Audio Filename This column shows the audio file name 4 Length This column displays the audio file length by total seconds in the file 5 Transcription Date Time This column displays the upload date and time of the audio file as per EST 6 Stat This column displays a red tick with an Urgent mouse over image if the audio file is marked stat Urgent by the doctor at the time of upload 7 Status This column shows the file status It helps the MT to track the file status online Different colors are assigned for each file status W Yellow In Process
21. 4 Audio Length This column displays the total audio file length for a particular MT QA Report Style Detailed Report Format MT QA Based 1 2 Document File ID This column displays the Document File ID Work Date This column displays the upload date of the final file by the MT QA MT This column shows the MT QA ID as per the selection made in the report criteria Patient Name This column displays the patient name Document File Name This column displays the document file name Document File Size This column displays the document file size Line Count This column displays the line count for that report Audio File Length This column displays the audio file length in terms of minutes and seconds Faxed This column displays the number of pages that were faxed Account Activity Logs The Recent Activity Log is the feature which helps the MRM track all of the activities taking place in his or her account and in the doctors accounts It gives the details regarding the type of activity event date and time of its occurrence and account ID showing where the event occurred The doctor can generate the report of recent activity by either the event activity or by date sort wa Madilin Online Account Activity Logs a AUDIO ARCHIVE ii ani By uncer ranscniPrion RANSCRIPTS FOR APPROVAL ato From 04 se OF mei oo To osim 12m 2011 m Show Oid Logs D nt Type Selwct Account A Rep
22. 5 war untoaded assigned to MT 7011 03 78 11 9590 Routing Tertng CO MT Admin JAUONO JTESTR 0 22 0080081 7 080272010 1 44735 wav updonied axtigned in MT 2011 03 28 11 08 00 Lost Logout Doctor Kruger Login 69 176 278 162 2081 03 28 11 0500 Evect Doctor Kruger JAUDIO STESTO 0 z2 0080081 T 08022010 1 4473 war uptoncied 7011 03 29 11 08 00 Evert Doctor Kruger JAUOIO JTEST 0 2 0080081 7 08022010 1 4473 wav ustoadied 2011 03 29 110590 Event Doctor Kruger AUDIO JTESTR 0 12 0080081 7 0807201 0 1 44735 wav upioadad 2091 03 28 11 0200 Login wto Doctor Kruger Login 69 178 218 162 7011 03 78 124800 Last Logout Doctor Kruger Login P69 176 718 167 2017 03 28 121500 Login to Doctor Kruger Login 69 176 21816 7031 03 78 121490 LastLogout Doctor Kruger Login 69 176 218 167 For any questions commests or suggestions plesse refer to the HELP section or wnstinw sanrares Index Contents Page Number Front Page 2 Audio Archive 4 Doc Archive 8 Under Transcription 12 Transcripts for Approval 15 Download Recent Files 19 Auto Audio Upload 21 Upload Template 27 Upload Corrected Doc 28 Template Archive 33 Search Records 36 Turnaround Time Reports 42 Billing Report 47 Account Activity Logs 51 FAQ 53 Send A Message 54 Change Password 56 Logout amp Exit 56 Front Page The MRM can manage and control the entire activity of his ner account from this page E SA bites aiha dctatonservices com f wa b
23. Default Template radio button 3 Click the Perform Checkbox Operation button Steps to delete the template 1 Select the template you want to delete by enabling the respective checkbox in the Template ID column Multiple templates can be selected 2 Go to the bottom of the page and enable the Delete Selected Templates radio button 3 Click the Perform Checkbox Operation button Steps to modify the template 1 Click the dark yellow button Edit next to the corresponding template you wish to modify 2 Modify the template as required There are three options Browse the new template file Change the template name Change the remark 3 Click either of the Upload and Attach Selected File s buttons Search Records Search Records is one of the most attractive features of our system It helps the MRM to retrieve the medical patient records according to the selected search criteria He or she can search the files both audio and transcribed on the basis of various criteria file type file fields file ownership patient details report type and doctor details for a particular duration C himev ispha dctatonservices com ns wa Medikin Online Search Records Onasa COo x iw an fae To 04 ge 12 Se 2m m matching Audio Fite Dictator ID jocument Fite TranstriptonistiD 2s insurance Policy Number Mecical Record Search Criteria are based on the following 1 File Type The user can search
24. Fh uroer TRaNSCAIPTION 011 04 11 169300 Login into Testing Practice Login 69 176 210 164 150890 Last Logout Dottor Kruger Login 60 176 219 162 3 1251 90 Login mto Doctor Kruger Login 89 176 218 162 11 41 00 Last Logout Doctor Kruger Login 89 176 219 167 1121 00 Login into Doctor Kruger Login 69 176 278 162 144300 Login wto Daetor Krugar Login 80 175 219 163 127000 Last Lopout Dottor Kruger Login 69 776 216 16 120200 Temgiata Evert Doctr Kruger TEMPLATE Copy t 2 0Reatingtie docx uploades 120300 Turretate Evert Doctor Kruger TEMPLATE Copy t notestinyte doce uptostes 129300 Tametata Dvare Doctor Kruger TEMPLATE Copy t 7yotestingtie docx upiosdes 120309 Tumetate Evert Doctor Kruger TEMPLATE Copy 7potestingive doce uploaded 120390 Tametate Evert Doctor Kruger TEMPLATE Copyoneringiiie cece upisaseg 11 9800 Login wto Doctor Kruger Login 69 176 218 187 110599 Routing Testing CO MT Admin AUDIO JTESTE 027 0080041 7 09022010 1 44775 wav uploaded assigned in MT 11 0500 Routing Testng CO MT Admn JAUDIO STEET 0 2 00F0061 F 08022010 14473 war uploaded assigned to MT 119590 Routing Testing CO MT Admin AUDIO JTEST 0 22 O00081 T 08077010 14473S wav upbonced assigned in MT 17 08 00 Last Logout Doctor Kruger Login 69 176 218 162 11 0590 Evert Doctor Kruger AUDIO STESTS 0 22 0080081 T 08022010 1 4473S wav upsoaded 11 08 00 Evert Doctor Kruger AUDIO JTEST 0 x2 0080081 7 08022010144735 wav urtoaded 110590 vert Doctor K
25. MRM can also enter remarks for the transcriptionist 3 At the bottom click the Update File Information button Steps to reject the document file 1 Click on the check box in front of the file ID you want to reject 2 Multiple files can be selected 3 Go to the bottom of the page and select Reject Files 4 Enter the login ID and Password to confirm the file rejection 5 A new screen will appear Enter the reason for the file rejection Click the Reject Selected Files button Steps to Upload the Corrected Document 1 In the Upload column click the orange button next to the document file you want to upload 2 A new screen will appear Browse the local hard drive for the file that must be uploaded 3 Click the Upload amp Attach Corrected File button The corrected document will replace the original uncorrected document The original uncorrected document will be automatically emailed to the transcription company Steps to play an Audio File 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the document file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the details of the corresponding audio file 3 At the bottom click the Listen to This Audio File button Steps to download an audio file First Way 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details o
26. Medikin Online Medical Records Manager MRM User Manual Version 3 0 TE Mediki Sa Medikin Online Home Good afternoon Te t Welcome to Medikin Onnel J 00 arcnive 011 04 11 16 9200 Login into Testing Practice Login 69 176 210 162 2017 04 95 1244 09 Login mo Testing Prachee Login 69 176 218 162 2011 03 20 150090 Last Logout Doctor Kruger Login 60 176 210 167 2011 03 30 125100 Login wto Doctor Kruger Login 069 176 218 163 2081 03 30 11 41 90 Last Logout Doctor Krugar Login 89 176 210 1624 2091 03 39 112109 Login eto Doctor Kruger Login 169 178 278 162 2011 03 29 144200 Lagin ito Doctor Krugat Login 89 176 219 162 2011 03 28 122000 Lact Lopout Dottor Kruger Login 69 176 218 162 2011 03 28 120200 Tamgiata Evere Doctor Kruger TEMPLATE Copy 2 oteatingite docx uploaded 2011 0329 120300 Tormetaty Evert Doctor Kruger TEMPLATE Copy t otestingtee doce uRtoates 7091 03 29 120200 Tametate vare Doctor Kruger TEMPLATE Copy t 7 oteatingtte docx uploaded 2011 0329 120309 Torrette Evert Doctor Kruger TEMPLATE Copy otestingive docx uptoaded 2011 03 29 120300 Tamelate pvers Doctor Kruger TEMPLATE Copyoneesngtiie docs uptonsed 2011 0329 11 9800 Login mto Doctor Kruger Login 60 176 218 167 7011 03 29 110500 Routing Testing CO MT Admin JAUDIO JTESTE 077 0080061 7 09022010 1447 75 wav upiondied aatigned tn MT 2011 03 29 11 0820 Routing Testing CO MT asmin AUDIO TEST 0 22 OORDO81 T 08022010 14473
27. The hyperlink will redirect you to a page showing the details of the file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the details of the corresponding audio file 3 At the bottom click the Listen To This Audio File button Steps to download an audio file The doctor can also download a particular audio file from this screen in two ways First Way 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the details of the corresponding audio file 3 At the bottom click the Download this Audio File button Second Way 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Listen to This Audio File button Steps to listen to the audio file as well as view the corresponding transcribed file 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Review Audio Doc This enables the doctor to review the transcribed file while listening to the audio file Upload Template This option allows the MRM to manually upload the template files for the transcriptionists The process is similar
28. age showing the details of the file 2 At the bottom click the View this Document button Steps to email or fax the transcribed report 1 Click the file ID you want to email or fax The hyperlink will redirect you to a page showing the details of the file 2 Enter the recipients email address or fax number in the text box as required 3 Click either the Email this Document or the Fax this Document button as required Steps to update file information 1 Click on the file ID of the audio file to be updated in the Audio File column The hyperlink will redirect the doctor to a page showing all of the details of the file 2 Make the changes in text boxes next to the following file attributes as required Associated template Upload a new template make any changes in the existing one and update the template information anytime This template will be made available to the MTs when they download the audio files for transcription Report Type Select any report type from the drop down list and update information Location The doctor can simultaneously select the location and assign codes while entering the location code when dictating a particular file This will make it simpler to remember as the files will have a particular location ID E g Clinic 1 Home 2 Laboratory 3 and Hospital 4 Doctor s Remark The dictator can use this to enter any short note as a reminder for them on that specific report He or she can also e
29. and perform the following functions Download Selected Templates Change Default Template Delete Selected Templates Steps to update the template information 1 Click the Template ID in the Template ID column The hyperlink will redirect you to a page showing the details of the template You can only add remarks to the template 2 Click the Update File Information button Steps to view the template 1 Click the Template ID in the Template ID column The hyperlink will redirect you to a page showing the details of the template 2 Click the View this Template button Steps to download the templates There are two ways to download a template file through the Template Archive To download multiple template files at a time 1 Click on the check box in front of the Template ID you want to download 2 Multiple templates can be selected to download 3 Go to the bottom of the page and enable the Download Selected Templates radio button 4 Click the Perform Checkbox Operation button To download a single template file 1 Click on the Template ID you want to download The hyperlink will redirect you to a page showing the details of the template 2 Click the Download this Template button Steps to change default template 1 Select the template you want to set as default by enabling the respective checkbox in the Template ID column 2 Go to the bottom of the page and enable the Change
30. asis Select the MT QA who has transcribed edited the required audio files from the drop down list By default A is selected 2 Select the period for which files must be viewed 3 Click on the Generate Report button As per the report criteria selected the system shows a total count of document files By default a list of 100 files is shown per page You can jump to another page from the Page List Column details 1 File ID This displays the unique file ID assigned automatically by the system to every transcribed file as soon as the MT uploads it Click the link to File ID to perform the following functions Download this document Download the report View this Document View the document online Email this Document The document can be sent to the recipient by entering the email ID Fax this Document These files can be directly sent to the recipient by entering their fax number Click the blue button to review the audio file 2 MT ID This column displays the MT QA1 QA2 ID who last uploaded the file for the doctor 3 Patient Name This column shows the patient client name 4 Document File This column displays the document file name 5 Transcription Date Time This column shows the details of upload date and time of the document file by the MT QA as per EST 6 Status This column shows the file status It helps the MRM to determine the file status which is depicted in a color schema to make it
31. count accordingly The MRM can select the required location ID from this drop down list E g Clinic 1 Home 2 Laboratory 3 Hospital 4 Doctor s Remark The dictator can use this to enter a short note as a reminder for them for that specific report He she can also enter remarks for the transcriptionist 3 At the bottom click the Update File Information button Steps to delete an audio file 1 Click on the check box in front of the file ID you want to delete 2 Multiple files can be selected 3 Go to the bottom of the page and select the Delete Selected Audio File radio button 4 Enter the account password in the box This ensures the system that an authorized person is deleting the file 5 Click the Perform Checkbox Operation button Steps to listen to the audio file and view the corresponding transcribed file 1 Click on the blue button or document file ID in the Document File column The hyperlink will redirect you to a page showing the details of the document file 2 At the bottom click the Review Audio Doc button This enables the MRM to review the transcribed file while listening to the audio file Doc Archive Document Archive stores all of the transcribed reports uploaded by the MT QA1 QA2 The MRM can view download email and fax the document files as well as download and listen to the linked audio file He she can monitor file status with the help of color schema and also reject the files All of the
32. doc ancrave p UNDER TRANSCRIPTION TRANSCRIPTS FOR APPROVAL vity Report Doctor Kruger for 04 01 2010 04 12 2011 15 08 EST Last Logout Doctoe Kroger Rogi iP 64 176 218 1621 12 51 EST Login Info Doctor Kruger RoginiP ea 1788162 11 41 EST Last Logout Doctor Kruger fLogin IP 69 176 216 162 1121 EST Logn into Doctor Kruger RogniP 68178218102 14 43 EST Login Info Doctor Kroger Rogn P69 176 218 162 12 20 EST Last Logout Doctor Kruger RogniP 63176710102 1203 EST Template Event Doctor Kruger TEMPLATE Copii Thetastingsie docx uploaded 1203 St Teenplate Event Doctor Kroger TEMPLATE Copt 2yomestngtie docx uploaded 1203 EST Template Event Doctor Kruger ITEMPLATE Copy Tiotestingtie docx uploaded 1203 EST Teenplate Event Docte Kruger TEMPLATE Copy Bjertestingtie docx uploaded 1203 EST Template Event Doctor Kruger TEMPLATE Coppotestingtte docx uploaded 11 08 EST Logn into Doctor Kruger kopnim ga 176218162 11 07 EST Document Event or Etna JOOCI testi 7 docx uptoaded Under Quality Assessment Level 1 11 07 EST Rowing Tushing CO MT Admin DOC witi 2 doce uploaded sttigned to QA 1 1106 EST Rong Joe Ermine JAUDIO JTERT 0 z2 0080081 7 09027010 1 44735 wav manualy assigned 1 MT 11 06 EST Rowing vee Emtee JAUDIO JTESTE D z2 0090081 7 00022010 1 44735 wary manualy assigned Yo MT 1100 EST Rong Joa mtaa AUDIO JTESTT 0770080081 7 09072010 1 44735 wav manuaty assigned 19 MT 11 08 EST Last Logout Doctor Kruger fopin iP 817821816
33. e Update File Information Download this Audio File Listen to this Audio File Sa Sa kS e S fo kS 2 MT ID This column shows the MT QA1 QA2 ID who last uploaded the document file 3 Patient Name This column shows the patient client name 4 Document File Name This column shows the document file name 5 Transcription Date Time This column displays the upload date and time of the transcribed file by the MT QA1 QA2 as per EST 6 Status This column shows the file status It helps the doctor to monitor the file status online Red For Approval When the transcribed file has been uploaded by the MTSO and is waiting for approval by the physician a red button with a File for Approval mouse over image is displayed When the physician downloads the file it stops displaying here and its status changes to green in Doc Archive Green e Signed When the doctor e signs the transcribed file a green button with an e Signed mouse over image is displayed 7 Dictator This column displays the file s dictator ID 8 Audio File This column shows the audio file ID It also displays a button signifying that the file is online Click it to perform the following functions Download this Audio File Review Audio Doc 9 Upload The system provides the doctor with an option to upload the corrected document a the transcribed file which he received after editing it This column displays a button s wi
34. e attachment 11 Remarks The last column depicts the dictator s doctors remarks for the file s transcriptionist Checkbox Functions At the bottom of the page there are certain checkbox functions to facilitate group activity on a single click The doctor can check mark selected audio files and can perform the following functions on all the files at once Download Selected Audio Files Delete Selected Audio Files Steps to play an Audio File 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Listen To This Audio File button Steps to download an audio file There are two ways to download an audio file through the Under Transcription folder 1 To download multiple files at a time Click on the check box in front of the file ID you want to download Multiple files can be selected to download Go to the bottom of the page and select the Download Selected Audio Files button Click the Perform Checkbox Operation button 2 To download a single file Click on the File ID you want to download The hyperlink will redirect you to a page showing the details of the audio file At the bottom click the Download this Audio File button Steps to update file information 1 Click on the File ID you want to download The hyperlink will redirect you to a page showing the details of the file 2 Make the
35. e over image Once a file is e signed by the doctor the system locks it so that no other operations can be performed on the document file 7 MT ID This column shows the MT MT QA1 QA2 ID who was assigned the file for transcription editing 8 Document File This column displays the document file ID and a blue button AA for the files which are completed Click the file ID or blue button to perform the following functions 2e Download this document Review Audio Document Email this Document Fax this Document x ko 2e S 9 Attachment The doctor can upload any attachment along with the audio file This column displays a paper clip image to signify that there is a file attachment with the audio file Download the attachment by clicking this image 10 Remarks The last column depicts the dictator s doctor s remarks for the transcriptionist of the file If the doctor rejects the file this column displays REJECTED Checkbox Functions At the bottom of the page there are certain checkbox functions to facilitate group activity on a single click The MRM can checkmark selected audio files and can perform the following functions on all of the files at once Download Selected Audio Files Delete Selected Audio Files Steps to play an Audio File 1 In the first column click on the File ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom
36. e s are retrieved wa Medikin Onine Search Records CB https aphadetatiorservices com ind Document Files Found 4 Click on FILE ID to doania view and ee odit Doctor Kruger fa Doctor Kruger 6 Doctor Kruger e Doctor kruger Jon Ermes testi 2 doce 2011 03 78 1213 00 EST Joe Ermeo testi docx 2011 03 28 12 1300 EST Joe Emise test docx 2011 03 78 121200 EST nawsa 2011 01 11 17 3800 EST Download View Selected Documerts Column details All of the column buttons g are sorting buttons 1 File ID This column displays the unique file ID assigned automatically by the system to every document file when it is uploaded 2e Download the Document View the Document Update the File Information Download the corresponding Audio File Listen to the corresponding Audio File 2e kS x x gt eSa 2 MT ID This column shows the MT ID 3 Patient Name This column displays the patient name 4 Document File This column displays the document file name 5 Transcription Date Time This column displays the upload date and time of the document file 6 Status This column shows the file status It helps track the file status online with the help of a color schema Red This column displays a red button with a For Approval mouse over image when the file is complete and ready for approval by the doctor Green Y Approved This column displays a g
37. e system provides the MRM with the option of uploading the corrected document against the transcribed file which he she received after editing it This column displays a button with an Upload Corrected File mouse over image Click this button to upload the corrected file 10 Remarks The last column depicts the transcriptionist s editor s remarks for the file which he she made while uploading the transcribed file Checkbox Functions At the bottom of the page there are certain checkbox functions to facilitate group activity on a single click The Master Admin can check mark selected audio files and can perform the following functions on all the files at once Download View Selected Documents Reject Files Steps to download a transcribed report There are two ways to download a document file through Doc Archive 1 To download multiple files at a time Click on the check box in front of the file ID you want to download gt You can select multiple files to download Go to the bottom of the page and select Download View Selected Documents gt Click Perform Checkbox Operation PS ate ate ate 2 To download a single file Click the file ID you want to download The hyperlink will redirect you to a page showing the details of the document file At the bottom click the Download this Document button Steps to view a transcribed report 1 Click on the File ID you want to view The hyperlin
38. eport 1 Click on the File ID of the file you want to email or fax The hyperlink will redirect you to a page showing the details of the document file 2 Enter the recipient s email address or fax number in the text box 3 Click the Email this Document or the Fax this Document button as required Steps to update file information 1 In the Audio File column click on the File ID of the audio file you want to update The hyperlink will redirect you to a page showing all of the details of the document file 2 Make the changes in text boxes next to the following file attributes as required Associated template Upload a new template make changes in the existing one and update the template information anytime This template will be made available to the MTs when they download the audio files for transcription Report Type Select any report type from the drop down list and update information Location The MRM can simultaneously select the location and assign codes while entering the location code when dictating a particular file This will make it simpler to remember as the files will have a particular location ID E g Clinic 1 Home 2 Laboratory 3 or Hospital 4 Doctors Remark The dictator can use this to enter any short note as a reminder for them for that specific report He or she can also enter any remarks for the transcriptionist 3 At the bottom click the Update File Information button Steps to e sign or un
39. f the file 2 At the bottom click the blue button The hyperlink will again redirect you to a page showing the details of the corresponding audio file 3 At the bottom click the Download this Audio File button Second Way 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Listen to This Audio File button Steps to review the transcribed file 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Review Audio Doc This enables the MRM to review the transcribed file while listening to its corresponding audio file Under Transcription Under Transcription stores all the uploaded audio files which are in the transcription editing process The count of this folder decreases by the number of files uploaded by the MT QA1 QA2 and it stops displaying in this folder Accordingly its status changes in Audio Archive The MRM can perform various activities such as listen to download or delete the audio files update the file information and monitor file status online The total count of the audio files total length in minutes and total size in kilobytes KB is displayed at the top of the page By default 100 files are shown per page You can jump to another page from the Page List to view rest of t
40. file ID from the combo box in Search on File Fields enter the required ID in the text box select the provider name from the combo box in Search on Doctor criteria and then click the Search EPR button If Audio file is chosen e C Q hipe aphadctatorservices com f wa Medikin Online Search Records t f upManag Audio Files Found 16 Click on FILE ID to download view andor edit Doctor Krupey STESTO O OOROO T 7 08022010 144735 wav 17 2019 03 29 11 05 00 EST Doctse Krager STESTE O z 0080081 7 100022010 144735 wav Js 201 03 29 1105 00 EST Doctor Kroger JTEST O z2 O0 OORT 7 08022010 144735 wav Ws 2011 09 29 11 05 00 EST Doctor Kruger AMeastinpieetestetet wav ve 2013 03 79 1711 00 EST o Doch kraper JTESTS O200P00P1 7 08022010 144735 waw LLEI 2011 03 28 12 11 00 EST J Doctor Knagar JTESTT O 22 00 00F17 0002201 0 144735 wav 17s 2001 03 28 1211 00 EST o Joe Emtee B Doctor Kroger AMTestestwov We 2019 03 28 1211 00 EST o Joe Emtee B Doctor Krapet STESTI O I 00P00F1 7 0002201 0 444725 wav 17s 2014 03 20 1211 00 EST o Jos Emtee G Doctor Kroger JTESTI O I00P00P 7 08022010 144735 wav e 2011 0202 125200 EST Doctor reper S5 19252 way is 2014 01 14 1200 00 EST 9 Doctor kupor 95 34070wav s 2019 01 11 1300 00 EST v testing urg Doctor Kruger 95 1622 wav is 2011 01 14 120000 EST Doctor Knaper 85 1621 way 38 2018 01 11 13 00 00 EST v Doctorkruget 95 2230
41. files are sorted in descending order starting from the most recent date This page shows the activity of the last fifteen days by default but a date sorted report with other Report Criteria can also be generated Medikin Online Docu O Show fos ofdictator a x Showsies of MT QA as Fom 04 9 04 94 ow To u n a o a Showing 1 to 4 of 4 Dat Files found Transcribed Files Tota Display 70 50 AN T Onc Pees por page Chek on FILE Ite download test docu 2011 03 28 12 13 00 EST test 2 doce 2001 03 28 121300 EST test Goce 7011 03 28 12 12 00 3T eoce o Ei Ei Lle Lel 2011 01 11 17 3400 EST Report Criteria Report Criteria allows the MRM to sort the report as per the required parameters The report can be sorted on an MT QA basis for a particular date range Steps to generate a report 1 Select the criteria basis Dictator or MT QA basis Select the Doctor or the MT QA from the drop down lists as required By default All is selected 2 Select the period for which files will be viewed 3 Click on the Generate Report button As per the report criteria selected the system shows a total count of document files By default a list of 100 files is shown per page You can jump to another page from the Page List Column details 1 File ID Shows the unique file ID assigned automatically by the system to every transcribed file as soon as the MT uploads it Click the link to File ID to perfor
42. for the doctor for the selected duration 4 Audio File Length This column displays the total length of the audio files 5 Faxed This column displays the count of pages that were faxed Report Style Detailed Report Format Doctor Based Document Files 1 Document File ID This column shows the Document File ID 2 Work Date This column displays the upload date of the document file by the MT QA 3 MT This column shows the MT QA1 QA2 ID who last uploaded the file 4 Patient Name This column displays the patient name 5 Document File Name This column shows the document file name 6 Document File Size This column displays the document file size 7 Line Count This column displays the final line count for the doctor for the selected duration 8 Audio File Length The size or length of the corresponding audio file is displayed in this column 9 Faxed This column displays the number of pages that were faxed The following information is displayed at the end of the report Grand Totals Reports Documents File Size KB Line Count _ Line s Audio Length _ Minute s _ Second s Faxed _ Report Style Summary Report Format MT QA Based 1 MT This column shows the MT QA ID who last uploaded the file 2 No Of reports This column displays the count of the reports transcribed edited by the selected MT QA 3 Line Count This column displays the final line count for the doctor for the selected duration
43. functions on all the files at once Download View Selected Documents E Signature Approval Reject Files Steps to Upload the Corrected Document 1 To upload the corrected document click the orange button next to the document file you want in the Upload column 2 A new screen will appear Browse your local hard drive for the file that needs to be uploaded 3 Click the Upload amp Attach Corrected File button The corrected document will replace the original uncorrected document The original uncorrected document will be emailed automatically to the transcription company Steps to download a transcribed report There are two ways to download a document file through Doc Archive To download multiple files at a time 1 Click on the check box in front of the file ID you want to download 2 You can select multiple files to download 3 Go to the bottom of the page and select Download View Selected Documents 4 Click the Perform Checkbox Operation button To download a single file 1 Click on the ID of the file you want to download The hyperlink will redirect you to a page showing the details of the document file 2 At the bottom click the Download this Document button Steps to view a transcribed report 1 Click on the File ID you want to view The hyperlink will redirect you to a page showing the details of the document file 2 At the bottom click the View this Document button Steps to email or fax the transcribed r
44. he criteria selected Recent Activity Log This option gives a detailed report of all events occurring in the MRM s account on event and doctor account basis for the selected duration FAQ These are frequently asked questions They answer most of the MRM s general queries Send a Message In the event of a technical or non technical problem the MRM can send a message to the Site Administrator the MT Administrator or to other doctors There is no need to enter an email address or setup Outlook to use this web based messaging function Change My Password The MRM can change his her account password through this option Logout The MRM can logout by clicking this button Audio Archive Audio Archive is a store of all the audio files dictations uploaded by the doctor as per the contractual storage time period This feature enables the MRM to perform various activities listen to download delete the audio files view and download the transcribed files monitor the status of the audio files and update the files attributes All of the files are sorted in descending order starting from the most recent date This page shows the activity of the last fifteen days by default but a date sorted report with other Report Criteria can also be generated CB rites aphadctaterservices com f va p posag Madikin Online Audio Archive A Medikin 6 Show flos of dictator as x Show fies of MT DA as my From
45. he successful deletion of the file Transcripts For Approval Transcripts for Approval stores all of the transcribed reports waiting for approval by the doctor The count of this folder decreases when the doctor downloads transcribed files It stops displaying here Accordingly its status changes in Doc Archive The doctor can view download review email or fax the transcribed files update file information play or download the audio files upload corrected documents and reject the files The total count of transcribed files due for approval by the doctor is displayed at the top of the page By default 100 files are shown per page You can jump to another page from the Page List to view rest of the files C Qm alpha dctatonservices com whe Medikins Medilan Onine Transcripts for Approval anaga A AUDIO ARCHIVE I poc anctuve Showing t to t of Transcribed Files Total 4 Display 70 WEI ELEMI ere Click on FILE D to dowload views ankor eit 2011 0320 12 1200 EST jection Column details All of the column buttons g are sorting buttons 1 File ID This column shows the unique file ID assigned automatically by the system to every document file when the MT QA1 QA2 uploads it Click the link to File ID to perform the following functions 2e kS Download this document View this Document Email this Document Fax this Document Click the Blue button to perform the following functions on the audio fil
46. he files C Q httpa aphadctationservioes com oa Median Online Under Transcription 5 found Audio Files Under Transcription 5 Audio Files Length Total 1Minute s DE EE 200 550 Audio Fies per page Audio Files Size Total HKB Click on FILE ID to download Maw aniba eat TRANSCRIPTS FOR APPROVAL STESTS 0 22 0080081 7 08022010 144735 wav Doctor Kruger STE ST 6 02 0081 T 08027010 1 4473S wav Testing CO WT Admin 8 Doctor Kruger STEST D zz OD80061 7 080 22010 1447 35 wav 228 zuza 25 5 52 3 3 3 Doctor Kuge JTEGTS mO0P00PI7 09022010 1447 95 war Joe Emme 38 Joo Fries Doctor Kruger Antiactngisete sietst wav te 121100 EST Download Selected Audio Files Peto Column details All of the column buttons are sorting buttons 1 File ID This column displays the unique file ID assigned automatically by the system to every audio file when the doctor uploads it Click the link to File ID to perform the following functions Update File Information Download this Audio File Listen to this Audio File 2 Dictator This column shows audio file s dictator ID 3 Audio File Name This column shows the audio file name 4 Size This column displays the audio file size in Kbytes and length in seconds in a bracket It shows 0 sec K if information is not available in the file header information 5 Dictation Date Time This column displays the upload date and time of
47. ician Name of the physician who has been referred to the patient by the doctor dictator Steps to search files 1 Select either the Audio or the Document radio button as required 2 Select the approximate date duration i e the time period when you think the file was uploaded 3 To search for the files by any file field select the appropriate field from the drop down list and enter the required value in the text box 4 To search for the files by file ownership select the dictator ID for the audio file and the transcriptionist s ID for the document file from the respective drop down lists 5 To search for the files by patient details enter the patient information such as the patient name SSN MRN date of birth sex admit date consultation date or operation date It is not necessary to enter all of the patient details to search for the file 6 To search for files by report details enter the required information in the fields such as report type location stat urgent and note 7 To search for files by doctor details enter the available information such as the doctor provider name and the referring physician 8 Click on the Search EPR button Steps to search for the file by file fields 1 Select the file type either audio or document 2 Select the duration 3 Select the search field File ID File Name or File Extension and then enter the required matching value for the field selected 4 Click the
48. k will redirect you to a page showing the details of the document file 2 At the bottom click the View this Document button Steps to email or fax the transcribed report 1 Click on the File ID you want to email or fax The hyperlink will redirect you to a page showing the details of the document file 2 Enter the recipient s email address or fax number in the text box 3 Click the Email this Document or the Fax this Document button Steps to update file information 1 In the Audio File column click on the audio file ID you want to update The hyperlink will redirect you to a page showing all the details of the document file 2 Make the changes in text boxes next to the following file attributes as required Associated template Upload a new template make changes in the existing one and update the template information anytime This template will be made available to the MT s when they download the audio files for transcription Report Type Select a report type from the drop down list and update the information Location The doctor can select the location and assign codes to them so that while dictating a particular file the location code can be entered This will make it simpler to remember as the files will have a particular location ID E g Clinic 1 Home 2 Laboratory 3 Hospital 4 Doctors Remark The MRM can use this to enter a short note as a reminder for them for that specific report The
49. licking the FAQ option on the navigation menu you get the screen similar to the one below gt CG https alpha cictaborser vices com index pho p wa Medikin DG Medikin Online Frequently Asked Questions FAQ The Transcription Aunamation Cor f How can I view print and download my tamscibed reports he Document Arche option which is the second round button on the top right comer of the page This displays a list of transenbed documents sorted by Date of Upload and Patient Name Click on the Fite ID to view print or download the ment f How can I download all of the recently tanscaibed files with one click choice Download Recent Files Ths option will download ail the Mes which have been transcribed and which are ewailing your approval mto a zip file onto your computer Tes feature eliminates the need for you to manually dawnload l How can I open the downloaded zip file lust go to the location on your computer where the zipped tle was saved and double click on the fie to open fs contents You can use Winzip or any other program to unzip the file Winzip comes as a standard utiity with the Windows operating system you do net have Winzip you can download by chching here http www winzip com downauto cg mnzipd exe How can I email ot fax a document repon Go to the Document Arche or Nangation menu open Upload Corrected Document and cick the button adhacent lo the trenscnbed document to upload the
50. m the following functions Download this document View this Document Email this Document Fax this Document 2 MT ID This column displays the MT QA1 QA2 ID who last uploaded the file for the doctor 3 Patient Name This column shows the Patient Client name 4 Document File This column displays the document file name 5 Transcription Date Time This column shows the details of upload date and time of document file by MT QA as per EST 6 Status This column shows the file status It helps the MRM to determine the file status which is depicted in a color schema to make it clearly visible Red For Approval When the MT QA uploads the document file but the doctor has not downloaded it this column shows a red button with a For Approval mouse over image Green Approved When the doctor downloads the document file this column displays a green button with an Approved mouse over image The transcribed file must be downloaded by the doctor Green e Signed When the doctor e signs the document file this column shows a green button e image on it with an e Signed mouse over image 7 Dictator This column displays the dictator doctor ID to whom the audio file belongs 8 Audio File This column shows the audio file ID It also displays a button signifying that file is online Click it to perform the following functions Download this Audio File Review Audio Doc 9 Upload Th
51. n Kbytes It shows 0 sec K if no information is available in the file header information 4 Dictation Date Time This column shows the upload date and time of the audio file by the doctor as per EST 5 Stat If the doctor marks the audio file Urgent at the time of upload this column shows a red tick to signify that this audio file is to be transcribed edited on a priority basis 6 Status This column shows the audio file status It helps the MRM to determine the file status which is depicted in a color schema to make it clearly visible Red File in Transit When the file is to be downloaded by the transcriptionist it shows a red button with a File in Transit mouse over image W Yellow In Process When the file is downloaded and being worked by the MT it shows a simple yellow button with an In Process mouse over image DyYellow 1 Under QA1 When the QA1 is editing the file it shows a yellow button 1 image on it with an Under QA1 mouse over image 2 Yellow 2 Under QA2 When the file is with the QA2 for further editing it shows a yellow button 2 image on it with an Under QA2 mouse over image Green Completed After the final file is completed and assigned to the doctor it shows a green button tick mark on it with a Completed mouse over image Green e Signed When the doctor e signs the file the status changes to a green button e image on it with an e Signed mous
52. n list under the Message To option 3 Enter the subject for the message in the text box 4 Enter the message in detail in the text box 5 Click the Send button at the bottom A new screen will appear confirming that the message has been sent Change Password Change Password option enables the Medical Records Manager to change his account password if desired C A hitter Maipha dictatiorwervices com I ea Medilan Online Change Password E doc active E UNDER IRANGCRIPTION TRANSCRIPTS FOR APPROVAL Steps to Change Password 1 Enter Old Password User is required to enter the old password 2 Enter New Password User is asked to enter the new password for his account 3 Confirm New Password User is required to retype the new password for confirmation 4 Click the Change Password button A new screen appears confirming the update of account password Logout amp Exit When Medical Records Manager clicks this option he is logged out of the system
53. nter any remarks for the transcriptionist 3 At the bottom click the Update File Information button Steps to e Sign the document file 1 Click on the check box in front of the file ID you want to e sign 2 Multiple files can be selected 3 Go to the bottom of the page and enable the e Signature Approval radio button 4 Enter the login ID and Password to confirm the e sign 5 Click Perform Checkbox Operation The status of the file changes to a green button with the e mark Steps to reject the document file 1 Click on the check box in front of the file ID you want to reject 2 Multiple files can be selected 3 Go to the bottom of the page and enable the Reject Files radio button 4 Enter the login ID and Password to confirm the file rejection 5 A new screen will appear Enter the reason for the file rejection Click the Reject Selected Files button Steps to Upload the Corrected Document 1 In the Upload column click the orange button next to the document file to upload the corrected document 2 A new screen will appear Browse your local hard drive for the file that needs to be uploaded 3 Click the Upload amp Attach Corrected File button at the top or at the bottom of the page This corrected document will replace the original uncorrected document The original document will automatically be emailed to the transcription company Steps to play an audio file 1 In the first column click on the File ID
54. ny to complete and upload the file 10 Difference If the actual TAT is more than the set TAT this column shows a red button with a Late mouse over image If actual TAT is less than set TAT a green button with an OK mouse over image is displayed At the bottom of the page totals and averages of the set TAT the actual TAT and the difference is displayed Billing Report This option helps the MRM to generate an online summary or detailed billing report for a specific account for a particular time period The Summary Report gives a snap shot view of the number of lines transcribed the number of dictation minutes and the number of fax pages sent from the server during the selected period A detailed report gives file to file billing details of the account for the selected period wa Medien Online Billing Reports Summary Show only tatas tee each account d Show file details for wach account Frome 04 ine ot lwo anit ael To 04 ine 12 ine 2011 ne Grouped according to the following MRM as Showing overy audio f e uplasdod by tho doctor ngardieas of a file s current status OShowing only the document files of corm leted work actually retumed to the doctor oR OGrouped according to the following MTAQA ar Report Criteria The MRM can generate the Billing Report on a doctor account or an MT QA account basis for a particular duration with the help of the Report Criteria functionality Report Type
55. on the Upload Template option in the Navigation menu to upload the template For editing a template click on the Template Archive option in the Navigation menu to load the templat edit the template on your PC and upload ft by clicking on the Upload Template option you wish to keep the old template as well as the newly edzed template you should give the new template a new name before 3 Otherwise if you do not need the old template you should delete amp before uploading the newly edited template Why am asked i my User ID and Password every now and then is 1S a Hme out activity feature which keeps your files and account secure Whenever there is no activity on the account for more than 15 minutes you will have to enter your User and Password to continue What technical specifications are required for my PC iy computer with internet Explorer 6 and an intemet connection f How do I logout ck on the last option in the Navigation bar on the bottom mght to logout Whom should comtact for support ick on the Send Message option in the Navigation menu and type out the problem in detail If you need any representative to cal you enter your phone number also This wil send a message to the support department and the problem wil be attended jo as soon as possiie Goat tball Send A Message The Send Message Function feature helps the MRM to send messages to the site administrator if he she has a technical problem and to
56. ort Criteria Date From To The doctor can generate a report of recent activity for a particular duration or period Event Type The doctor can also generate the report by event basis He or she can select a particular event from the drop down list By default All is selected The following is a list of events shown in the drop down list S Routing Audio Document event Template event Logo event File Deleted Message Sent File Emailed File Faxed File Corrected File e Signed File Unsigned File Rejected Login info Logout info Account Update File Split Message Sent By Message Received By x x lt S x ko 2e x S 2e ko 2e 2e ko 2e S 2e ko 2e x ko 2e SO Account Type The MRM can generate the activity report on doctor account basis Steps to generate Account Activity Log report 1 Select the duration for which the report is to be generated 2 Select the particular event from the drop down list By default A is selected 3 Select the particular doctor from the drop down list By default All is selected 4 Click the Generate Activity Report button When report is generated screen appears this way SB rimpe sipha dctatoneervires com ncer pholas wa Med iki z gt Mecilin Online Account Activity Report OO e Tne Trambroiprion m Autamarion Company
57. ort type either Summary or Detailed as required Date from to Select the date duration for which you want to view the report Report Format Select the report format according as required x 2e Doctor Based This drop down list shows the names of all the doctors under the MRM By default All is selected MT Based This drop down list shows the names of all the MTs QAs By default All is selected Steps to generate TAT Report 1 Select Summary or Detailed option 2 Select period for which TAT report has to be generated 3 Select the report format i e the account MT QA for which the report has to be generated 4 Click Generate TAT Report button When the Summary Report option is selected The Summary Report gives a snap shot view of the TAT for both normal as well as urgent reports for the selected time duration It shows the number of files dictated the average TAT and the average delay When Report Format is Doctor Based C Qim aphadctatonservices com l wa ikin re Medkin Online Tumaround Time Report Med ste e lo activity for Doc Testing Practice etatlod TAT Report Doctor Based Doctor Kruger for 2009 04 01 2011 04 17 4 1 Joe Erte Doctor Kruger 0705429 Ce 0705435 ae Mh oh 4 o Jon Eroe Doesorkrupor 8705427 hese 8705434 ee Mn on u o 2 Joe Gentes Deter Kruger 9705426 se ae 9705433 a ar wh on u o Joo Emtee Doctor Kruger sisane pish 8466212 r Lech mh aan 192 o Totals
58. reen button with an Approved mouse over image when the doctor downloads the file Green e e Signed This column displays a green button e image on it with an eSigned mouse over image when the doctor e signs the file The system locks the file when the doctor e signs it so that no other operation can be performed on it 7 Doc ID This column displays the doctor ID 8 Audio File This column displays A button with a Listen to Audio File mouse over image is displayed if the audio file is online Click it to play the audio file 9 Remarks While uploading the file this column displays the comment added by the transcriptionists for the doctor Turnaround Time Reports The TAT Turn Around Time report gives an assessment of how the transcription company is performing in terms of uploading the transcribed documents This option generates a Summary or Detailed report on an MT QA account basis for selected time duration The Summary report gives a snap shot view of the TAT details for normal and urgent reports The Detailed report gives file to file TAT details for an account SB ipe apr detatiorservices com F wa Medikin Onkne Turnaround Time Reports af AUDIO ARCHIVE I voc anceave ate Fr 4 mn Report Criteria The MRM can generate the TAT report on a doctor or an MT QA account basis with the help of the Report Criteria functionality G K2 gt Report Type Select the rep
59. ruger AUDIO STESTR 0 22 0008 7 08077010 1 4473S wav uploaded 11 0200 Login rto Doctor Kruger Login gt 59 178 218183 124800 Last Logout Doctor Kruger Login 69 176 218 163 123500 Login wto Doctor Kruger Login 69 176 218 163 121490 Last Logout Doctor Kruger Login 69 176 718 167 For any questions comments or suggestions pleese refer to the HELP section or nat tw sewenres Details of the front page are as follows 1 The company logo and the site name are on the top frame of the page 2 There is a blue Help image on every page that contains online help for that specific page 3 Below the logo and name the system shows the MRM greeting with current time as per EST It also shows the IP address information along with last login time This way you can track if someone is logging into your account 4 The software version is specified above the recent account activity details 5 Particulars of recent account activity are displayed next The system shows details of the last 50 activities of the account with date time of occurrence of event type of event account ID and IP address from where the login was made The recent activity log contains all of the past date wise details 6 On the top right corner there are two round buttons Audio Archive and Doc Archive 7 hesa 7 hesa Audio Archive details all of the audio files uploaded by all of the doctors under the MRM account Doc Archive shows the details of the document
60. s of the corresponding audio file 3 At the bottom click the Download this Audio File button Or 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Listen to This Audio File button Steps to listen the audio file as well as view the corresponding transcribed file 1 In the Audio File Column click the green button or the file ID The hyperlink will redirect you to a page showing the details of the audio file 2 At the bottom click the Review Audio Doc button This enables you to review the transcribed file while listening to its corresponding audio file Template Archive The Template Archive is a store of all the templates uploaded by the doctors under the MRM for the MTs for easy transcription This option gives you the flexibility to manage the templates You can view download delete update the template information change the default template and also modify it The count of total templates is displayed at the top of the page e C O him apha dctationservices com inde chp asy wa Medikin Online Template Archive Copy Tloftestingfile deck jor Kruger 2011 03 29 12 02 00 EST Copytt Ziahestngfile ocx Doctor Kruger 2019 0978 170800 EST Copy 7ofessngfile doce jor Kruger 2011 03 28 120300 EST Copyitfatestngfiie docx actor Kruger 2011 03 29 120200 EST Copyuflestingile doce Kruger 2011 03 29 12 02 00 EST
61. srs ron apoyar Ml acs for ec Tsing Practico etatlod TAT Report Doctor Based Doctor Kruger for 2009 04 01 2011 04 17 4 1 Joe Erte Doctor Kruger 0705429 Ce 0705435 i Mh oh 4 o Jon Ermtee Doesor krupor a708427 gig a708434 ae Mn on u o 2 Joe Gentes Doetsr Kruger 9705426 a aig 9705433 mai kf um mh on u o CER e e 2011 01 11 A 2011 01 11 5 oo t Jou Emtee Doctor Kruger 8s6s7488 12 48 00 9466212 173500 h an 192 Q Totals 96 0 h 48h 912 h Averages 24h th 22h Column Details For both type of report formats All of the column buttons are sorting buttons 1 2 9 S No This column shows the Serial Number MT ID This column depicts the MT QA ID Doc ID This column shows the dictator doctor ID Audio File ID This column displays the Audio File ID Dictation Date Time This column shows the upload date and time of the audio file by the doctor Document File ID This column shows the corresponding document file ID Transcription Date Time This column displays the upload date and time of the transcribed file by the MT QA Set TAT According to the doctor s requirement the TAT target for both normal and urgent files is set in the TAT Settings of his her account Whenever the doctor uploads the normal or stat urgent file the system automatically picks up the set TAT This column displays the TAT set for the doctor Actual TAT This column shows the actual time taken by the transcription compa
62. th an Upload Corrected File mouse over image Click this button to upload the corrected file 10 Remarks If the transcriptionist had any problem while transcribing the audio file and he or she feels that it should be brought to the attention of the concerned doctor the system provides him or her with the option to make a remark for the audio file while uploading the document file This column displays this remark for the file Checkbox Functions At the bottom of the page there are certain checkbox functions which facilitate group activity on a single click The MRM can check mark selected audio files and perform the following functions on all of the files at once Download View Selected Documents Reject Files Steps to download a transcribed report There are two ways to download a document file through Transcripts for Approval To download multiple files at a time 1 Click on the check box in front of the file ID you want to download 2 Multiple files can be selected to download 3 Go to the bottom of the page and select Download View Selected Documents 4 Click the Perform Checkbox Operation button To download a single file 1 Click on the file ID you want to download The hyperlink will redirect you to a page showing the details of the file 2 At the bottom click the Download this Document button Steps to view a transcribed report 1 Click the File ID you want to view The hyperlink will redirect you to a p
63. the files on the basis of its type either audio or document 2 Upload Date From To The user can select the period during which he or she thinks that the file files was were uploaded 3 Search on File Fields The user can search files on the basis of their fields as listed below File ID Users can search files on the basis of the File ID assigned to it by the system when it is uploaded Select File ID from the drop down list and enter the required file ID in the text box next to matching File Name Files can also be searched on the basis of their names Select File Name from the drop down list and enter the required file name in the text box next to 4 Search basis matching File Extension Files can also be searched on the basis of their extension Select File Extension from the drop down list and enter the required file extension For instance wav dss for audio files or doc txt for document files on file Ownership Users can search the file on either of the following ownership Audio File Dictator ID Users can search the file on the basis of dictator ID whom it belongs to Select the particular dictator from the drop down list Document File Transcriptionist ID MT QA1 QA2 Doctors can also search the file on the basis of the transcriptionist s editor s ID who transcribed edited the file 5 Search for Patient Details Users can search the file by entering the patient details as listed
64. to attaching a file to an email The files dictated on the toll free number automatically get uploaded The MRM can upload five templates at a time gt C Bites apha actaporeervices com index orp sip va IJ a Med i kin e Medilan Online Upload Template The namention Aatatnamee Company m dkin Online allows you to upload your Templato files for processing through this pany to use secur interface oneuiee Browse your tocat hand drive for the flo you want to wptoad Bp Clek Upload amp Attach Selacted File s he document wit be avadsble immediately for atteckenent to your audio files When your fle is uploaded d will be encrypted fer secunty pload Files iiaa amp Atach Selecied Eisis D9 not change current defeult template ampiato Fite No tte chasan emgtata Name Oset as Defaut Not coem OSet as Defaut oere No tie chote OSet as Default anet no me room a Steps to upload the template 1 Click Browse to select the template to be uploaded from the local hard drive 2 Template Name Any name can be added to the template if desired 3 Enable the Set as Default button to select the template as default 4 Add any remark to the template if required 5 Click the Upload and Attach Selected File s button Enable the Do Not Change Current Default Template button to keep the current default template Upload Corrected Doc Upload Corrected Doc stores all of the transcribed reports uploaded by the
65. ts from the given options 4 Click the Generate Billing Report button Column Details Report Style Summary Report Format Doctor Based Audio Files 1 Dictator This column shows the user name of the doctor dictator to whom the audio file belongs 2 No Reports This column shows the total number of reports transcribed during a particular period 3 Toll free File Size This column shows the total size of the audio files in KB Kilobytes dictated through the Toll Free Service in terms of bytes 4 Toll free File Length This column displays the total length of the audio files dictated through the Toll Free Service in terms of minutes and seconds time 5 Other File Size This column shows the total size of the audio files in KB Kilobytes dictated through other modes in terms of bytes 6 Other File Length This column shows the total length of the audio files dictated through other 7 modes in terms of minutes and seconds time Faxed This column displays the number of pages that were faxed Report Style Detailed Report Format Doctor Based Audio Files 1 2 Audio File ID This column displays the Audio file ID Dictation Date This column displays the upload date of the audio file by the doctor Dictator This column shows the dictator doctor ID who is the owner of the audio file Status This shows the status of the audio file Simple Yellow the MT is transcribing the
66. udio Files selacies act Report Criteria Report Criteria allows the MRM to sort the report as per the required parameters The report can be sorted by Doctor or MT QA for a particular date range Steps to generate a report 1 Select the criteria basis Doctor or MT QA basis Select the doctor or MT QA from the drop down lists as required By default A is selected 2 Select the period for which files will be viewed 3 Click on the Generate Report button As per the report criteria selected the system shows a total count of audio files The file length is in minutes and the size is in KB kilo bytes By default a list of 100 files is shown per page You can jump to another page from the Page List Column details Blue buttons on all columns g are sorting buttons 1 File ID This column displays the unique file ID assigned automatically by the system to every audio file when the MRM uploads it Click the link to the File ID to perform the following functions Update File Information Download this Audio File Listen to this Audio File The following functions may be performed if the file status is complete Download the corresponding document View the corresponding document Email this document Fax this document 2e kS Sa S o kS Sa 2 Audio File Name This column shows the audio file name 3 Size This column displays the audio file length in seconds and the size i

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