WavPlayer Manual
Contents
1. 0 eee cece eeseeeseceeeeseceseeeseseseesseeseeeaees 10 Controlling Playback eee ceceseeeesseeseceeseseeesessseeseeeseeeaees 11 Controlling Fast Forward Backspace eee eeeeseeeeeeeeeneeeeees 11 Controlling Speed eeessceseeseesonescesscesseesensesssonevonsseseessees 12 Adjusting Volume ceceeeccesseceeeeeesneeeeeeeesaeeeeaeessaeeenaeersneeenaee 12 Using a Word Processor with WavPlayer 0 eceeeeeeeseeees 12 Streaming Files from the Internet eee ee eee eeeeeeeeneeeeees 12 Hot Keys and Keyboard Shortcuts 00 0 eeeeeeeseeneeeeees 13 CUSTOM Settim PS yy cess vices weseseeievahsesisadovaesasecbss nE Eno E rar NETET 13 Making WavPlayer the Default Player for Various File Types 16 Troubleshooting the WavPlayer eeceesceessceeseceseeeseeeeeeaeeesneeesaeereneeesas 17 Part II eShuttle Transcribe Prod ct OVERVIEW cose sprosas saeseessaaguecsossseesssaedtogs odetsecedsaeets T RRR 24 CONUS Dictate as asec scans orisii serpari aias oe ir aai KETEK RR 25 eShuttle Transcribe sssri iipiecisiniarsesisisiiicrsieesost pir oosiisaes 25 Quick Start Guide for eShuttle Transcribe ccccccccscceesssceceeeseeeeeetteeeeeeee 26 Using eShuttle Transcribe oo eee ceeeseeeeceeeseeeeeeeseceaeesseesseeseeeeeeaees 28 Configuring eShuttle Transcribe eee ee eeeeeseeeeeseeeneeeaees 29 Creating an Email Address List cece ee eeeeeseeereeeeeeseeeneeeaees 30 Physician and Account Lists eeceeeeeeeceseeeseceseesseen2. User s Manual Software Version 6 Scribe se eee ee 8 Dictation amp ig ore nr www bytescribe com WavPlayer by Bytescribe Inc Additional Documentation and Training e For more information on using WavPlayer please visit http www bytescribe com support e Free online training videos are available at http www bytescribe com eshuttle videos Personal Technical Support To contact Bytescribe for additional technical support e By Phone 408 987 5628 e By E mail postmaster bytescribe com Upgrades For product upgrades e Within WavPlayer click on the Help menu and select Check For Updates e Bytescribe Website visit www bytescribe com downloads for the installation file for the newest version of WavPlayer Table of Contents Part I WavPlayer Product OVErvVieW sccsscesesssesoesssersocesscennsontsessesseeseseretereecoesenerssersnsees 4 MS tal att onson erae E ea sebese voc desea A E Ea 4 Connecting a USB Port Pedal eee eceeeeseceseeeeecseeeseeeseessessseeseeeaes 5 Connecting a Serial Port Pedal ooo eee ceeeeeceeceeecsseeseeeaeeeaeeeaeeeeeeaes 6 Registering WavPlayer Software cece eceeceesseeseeeseceseseseteeetseeeaeenaeenaeees 8 Working with Audio Files 0 cece eee ceecseeseeeseeeseeesesesesseeeseeeaeenaeenaeens 8 OPENING PUES oneee e aeoaea eare EEr ra Ee E E E ES 8 Previewing Wav Files eee eeceeseeeseeeeeeseseeeseeeeeeeseenaeeeaeees 9 Drag amp Drop Support
3. e Previously opened files can be selected from the drop down list in WavPlayer The File Open menu option will display the Open Dialog Box You may also press the Open button on the right side of the WavPlayer window The Open Dialog Box can be used to view the contents of various folders on your computer by clicking on the down arrow at the end of the Look in field Select the file you wish to play and click the Open button or double click the file Part I WavPlayer open hx Look in O WavPlayer ex FE Sample_ts way File name Sample way Files of type wav Files wav 7 Cancel If the file you wish to play is of another format you will need to se lect the appropriate format from the drop down list at the bottom named Files of type Previewing Wav Files Wav files can be previewed using a separate Open dialog box The File Preview Wav Files menu option will display the Open Wave File dialog box shown on the next page This dialog box can be used to preview and open wav files only The wav file format and size is displayed A Play Stop button can be used to listen to a selected file before opening it in WavPlayer The Preview checkbox enables a visual graph of the sound being played only certain wav file formats can be graphed The Auto Play check box enables files to automatically start playing as they are selected WavPlayer User s Manual If you wish the Open Wave File window
4. 0717 166 0717 156 0717 151 0717 133 5657 5655 5673 5673 5657 5655 5655 5663 1 jobfs selected File Size 45KB WavPlayer User s Manual File management with eShuttle Transcribe is easy Each file is marked with a flag indicating the current status of the file AS Stat PAN n New Y rA D Downloaded Y PA Attachment Y GaPMU Uploaded Diagram showing workflow of files using eShuttle software When a dictator records a dictation file in eShuttle Dictate the file is marked as New or Stat New files are marked with a green flag Priority or Stat files are marked with a yellow flag Files that have been sent to a transcriptionist using eShuttle Transcribe are marked as Downloaded with a yellow lightning icon When a transcriptionist completes a docu ment and sends it back to the dictator the file is marked as Uploaded with a red flag icon Files that have transcribed documents attached are shown with a document icon eShuttle eShuttle Dictate Transcribe Flexible recording options Securely email fies Automated process Recieved text documents 38 Part II eShuttle Transcribe Troubleshooting eShuttle Transcribe I have a problem emailing files First check to see that your email settings are correct You must use eShuttle with a SMTP email server eShuttle will not work with web based email servers like Hotmail Yahoo or Gmail Check with your email provider for these settings
5. If you are using an email client such as Outlook Eudora or Outlook Express compare your email settings in eShuttle with those in your email client Also some SMTP servers require an Account name and Password to send emails Others require a valid From address to send emails Check your settings to verify that these have been entered correctly Second verify that you have Internet access Open a web browser to verify that you are able to connect to Internet sites eShuttle will not work without an Internet connection Third try using another email client to send emails to the same address If other email programs cannot send emails there may be computer or network problem Finally check the eShuttle Log click Tools gt View Log to see if any information is given as to why the delivery failed When I receive a file as an email attachment it cannot be played or will not open The file may have been decrypted with the wrong decryption password Check to see that you have the correct encryption password If you did have an incorrect encryption password the other party will need to resend the encrypted attachment Dictators and transcriptionists must have the same encryption password 39 dunnum The WavPlayer from Bytescribe is designed to be easy to use software that will play standard audio fles and allow you to control them with a foot pedal After installation follow the instructions induded with your WavPlayer to
6. refer to Device Manager for available port Before using the program check to see that the software is configured to the correct port Select the Ports menu option from the WavPlayer menu to view the configured port If the configured port is not prop erly set select the proper port 4 WavPlayer by Bytescribe RTE File Controls Ports Options Speed Help Open Speed BkSp Yolume WavPlayer User s Manual Registering WavPlayer Software The first time the WavPlayer program is opened you may be asked to register and instructions will be provided by the program on how to complete registration If you are registering using a USB dongle please follow the installa tion instructions included with the dongle If you have difficulties with the registration process please see the Troubleshooting guide at the end of the WavPlayer section of this manual The following section describes the functions of WavPlayer The software is easy to use Becoming familiar with all of its functions can improve efficiency and productivity Opening Files Sound files can be opened in a number of ways e Files can be opened using the Open button or Open menu e Files can be dragged amp dropped from Windows Explorer see the section entitled Drag amp Drop Support e Files with known file type extensions can be opened from Win dows Explorer by double clicking see the section entitled Mak ing WavPlayer the Default Player
7. Part I WavPlayer Sound quality of files being played is poor There are several factors that may affect the quality of sound Quality of the original recording and the file format are impor tant factors To determine whether the quality of the file is poor it is helpful to play several files of different file formats to see if there is a difference in sound quality There are often many sound files in the C Windows Media folder that can be used for testing If all files played have poor sound quality there may be prob lems with the speakers sound card or headset being used You may also try playing the sound files with a different program such as Windows Media Player to determine if the sound qual ity is the same when played from a different program Also try closing other programs that are running to determine if another program may be interfering with the playback sound quality The sound is distorted when playing vox files The proper format may not be correctly set Click the Format menu option and select the proper vox format for your file How to navigate through the WavPlayer to find audio files If the WavPlayer cannot be used as a default player then you can either use the Drag amp Drop feature or navigate through the WavPlayer to find your files To navigate through the WavpPlayer double click the WavPlayer icon and then click on Open At the top of the Open screen click the down arrow at the end of the Look in fiel
8. importing dictation files is to drag and drop sound files into the eShuttle Transcribe window from Windows Explorer 26 Part II eShuttle Transcribe Step 4 Listen to Voice Files and Create Documents To play a dictation file double click on the file in the eShuttle Transcribe window The audio file will appear in Bytescribe WavPlayer Make sure that Bytescribe WavPlayer has also been installed on your computer If you are using Microsoft Word as the word processor the Create New Word Document window will also appear Select the appropriate report type and complete the fields in the form Click OK to create a new Word document Once the document has been completed save the document and close the WavPlayer Note If you will not be using Microsoft Word as the word processor click on the Tools menu select Settings then click on the Local tab and find the checkbox labeled Create new Word document when transcrib ing file Click in that box to disable Automatic Document Creation Step 5 Attach External Documents If you wish to attach an external document to the current job right mouse click the voice file in the lower pane of the eShuttle Transcribe window and select Attach External Document from the popup menu that appears A dialog box will appear prompting you to attach the docu ment you have completed Find the file and click Open to attach the file eShuttle supports attaching multiple text documents Step 6 Email the Transc
9. our support site at http www bytescribe com support Sounds and Audio Devices Properties 2 x Volume Sounds Audio Voice Hardware Devices Name Type SA PLEXTOR DVDA PX 7084 DVD CD R J SONY DVD ROM DDU1612 DVD CD R SoundMax Integrated Digital Audio Sound vid Z Audio Codecs Sound vid Legacy Audio Drivers Sound vid vea co aus codecs ropertes 7 D sz General Properties m Device Prope Manufacture Location Un Audio Compression Codecs PeapiM ADPCM Audio CODEC j 4d Microsoft ADPCM Audio CODEC Device Statu 4 Microsoft CCITT G 711 Audio CODEC 4 Microsoft GSM 6 10 Audio CODEC pel DSP Group TrueSpeech TM Audio CODEC 4 msg 23 acm 44 Windows Media Audio Codec 4 Sipro Lab Telecom Audio Codec 44 Fraunhofer IIS MPEG Layer 3 Codec 4 Indeo audio software 4 MSN Messenger Audio Codec 44 Microsoft PCM Converter da thetorex acm Remove Properties 20 Part I WavPlayer I m having problems registering my WavPlayer software You can register the WavPlayer software online offline or by using a dongle A dongle is a USB hardware device that can be purchased to bypass the registration process If you are using a dongle and are still prompted to register then the dongle was not success fully installed If you are not using a dongle just follow the on screen instruc tions when prompted to register To register online enter the name of purchaser and product
10. serial number and click the Register Online button To register offline click the Register Offline button and fol low the instructions You will be prompted to enter a confir mation code to register your software You can receive the confirmation code by completing an online form The online form will prompt you for the name of purchaser product serial number and registration number as it appears on your screen Be careful to enter all characters of the registration number including any hyphen Once you have receive a con firmation code be careful to enter the confirmation code in cluding any preceding hyphen For example if the confirma tion code is 4120 then the hyphen needs to be entered before the 4120 Remember that registration is unique for each computer hard drive so if you load the WavPlayer on another computer or reformat your hard drive you will be prompted to register again After going through all the troubleshooting section I am still having trouble with the WavPlayer If you are still having trouble with the WavPlayer program go to our website at http www bytescribe com Click on Support WavPlayer Support Site Contact Technical Support and fill out the support form After submitting the form you will be contacted by a technical support person to assist you with the issue Customers are usually contacted within one busi ness day 21 WavPlayer User s Manual 22 eShuttie Transcnibe by
11. to appear each time you click the Open button select the Use Open button for wav files only checkbox from the Settings window To access the Settings window select Options Settings from the WavPlayer menu This dialog box cannot be used to open other types of file formats such as dss vox mp3 etc ax Look in 5 WavPlayer e ex Fa Sample way Sample_ts wav File name 254 1 Tkh2 way Files of type Wave Files wav x Cancel Format PCM 11 025 kHz 8 Bit Mono 276 KB Stop E IV Auto Play Drag amp Drop With the WavPlayer you can Drag amp Drop your audio files from Win dows Explorer into the WavPlayer To do this press and hold down the left mouse button over the files you want to move Still holding down the button move the files to the top of the WavPlayer and then release the mouse button The au dio files have now been added to the drop down list click the down arrow at the end of the file field to see this list of files Click ona file from the list to open it in WavPlayer Files from the list can also be queued using hot keys see section entitled Hot Keys or Custom Settings Address E EProgram Fles BytescrbetDocshutleClentit EJ Go See Type Date Modified 11 2 2008 2 00PM Aud 5 17 2006 2 42PM ja Aud 6 15 2006 4 53 PM j 6 15 2006 4 54 PM j 6 15 2006 4 55 PM piate i Fos PCM akh 10 Part I WavPlayer a WavyPlaye
12. with the proper drivers To ensure that Windows properly detected the pedal you can open the WavPlayer window once the software has been installed and click on the Ports menu The check mark should be next to the USB item on the ports list WavPlayerby Bytescribe RTE File Controls Ports Options Speed Help o gt Open I comi 7 Volume comM2 COM3 r H com Posi v USB Speed BkSp r r USB If USB is not checked please see the Troubleshooting guide at the end of the WavPlayer section of this manual WavPlayer User s Manual If a computer has a 9 pin serial port a serial port foot pedal can be connected If you are not certain about which COM ports your computer has available check the Port settings in the Device Manager To access the Device Manager in Windows XP 2000 right click on My Com puter and select the Manage menu option Select Device Manager from the list as shown in the image on the following page In earlier version of Windows select Start Settings gt Control Panel from the Windows task bar Then double click the System icon and select the Device Manager tab from the System Properties window Hardware tab on some versions of Windows Find Ports in the de vice list and double click on it to view the available ports The COM setting in the WavPlayer must match one of the port set tings recognized by Windows and it must correspond to the port into whi
13. Bytescribe Inc Additional Documentation and Training e For more information on using eShuttle Transcribe please visit http www bytescribe com support e Free online training videos are available at http www bytescribe com eshuttle videos Personal Technical Support To contact Bytescribe for additional technical support e By Phone 408 987 5628 e By E mail postmaster bytescribe com Upgrades For product upgrades e Within eShuttle Transcribe click on the Help menu and select Check For Updates e Bytescribe Website visit www bytescribe com downloads for the installation file for the newest version of eShuttle Transcribe eShuttle eShuttle Dictate Transcribe 23 WavPlayer User s Manual The eShuttle software by Bytescribe is designed for securely sending dictation and transcription files between a dictator and transcriptionist via email The eShuttle system uses two programs eShuttle Dictate and eShuttle Transcribe The eShuttle Dictate software is used to record dictation import files from handheld recorders and automatically send files using email The eShuttle Transcribe software is used to receive dictation files assist in transcription and email completed documents back to the dictator and or supervisor eShuttle Transcribe features e Automated emailing of dictation files and text documents e Complete tracking and management e Secure automated encryption of audio and document fi
14. FileName Staus v dob Type Dictator PA U 0405 002 9999 0000 00 way Uploaded 0405 002 typed 9999 WavPlayer U 0405 002 9999 0 E Eile Controls Ports Options Speed Help C Documents and Settings Merik Application w i A bo RRR Speed BkSp Volume gt is al af 4 4 4 Ready File U 0405 002 9999 0 COM 1 28 Part II eShuttle Transcribe Configuring eShuttle Transcribe Before you can use eShuttle Transcribe you will need to configure the settings Click on the Tools menu and select Settings This will display the Settings window Check your current email client e g Outlook Outlook Express Thunder bird etc for these settings Enter the settings for Email server Ac count name Password and From Address Settings E mail General Templates Physicians Accounts Addresses Email Server SMTP mailbelsouthnet Account name jianesmith Password nes From address jianesmith bellsouthnet Default Subject JeShuttle Transcription File User s job type zzz 2 digit location code joo User s 4 digit ID 7856 Email port default 25 25 Encryption No encryption Encrypt files requires eShuttle to decrypt XXXXXXXX Zip files only Password j Cancel You will need to enter settings for User s job type and User s 4 digit ID If you are setting up your own eShuttle system from the beginning you may use whatever you wish for these numbers If you are joining some one
15. achments with a dict extension Simply double click the attachment to import it into the eShuttle Transcribe window Transcribing Dictation Files Once files have been downloaded to the local computer the files can be played and transcribed by double clicking on selected files If the Bytescribe WavPlayer is installed on the computer the WavPlayer will launch and play the voice files The WavPlayer is capable of being con trolled with a foot pedal a WavPlayer Sample way Ol x File Controls Ports Options Speed Help C Dictation S ample wav Open Speed BkSp Volume gt a KIKILI j j 00 02 of 00 25 File Sample Size 280KB If you do not have the WavPlayer installed double clicking on the file will open the file in Windows Sound Recorder which cannot be con trolled by a foot pedal Regardless of which player is used the files will be heard through a headset or speakers connected to the computer s sound card If using Automatic Document Creation the Create New Word Docu ment window will also appear prompting for information to be inserted into the document 32 Create New Word Document Part II eShuttle Transcribe Document Account Report Type Patient First Name Patient Last Name Med Rec No Patient No Dictating Physician Attending Physician Visit Date Misc Field 1 Misc Field 2 Trans Initials Discharge Summary vi Mike Weathers fz37 pzas Faz
16. anscribe Physician and Account Lists Physician and Account lists can also easily be modified Click the Tools menu select Settings and click on the Physicians or Accounts tab Use the Add Edit and Delete buttons on this screen to modify physician entries Settings E mail General Templates Physicians Accounts Addresses Ann Smith AN Bill Palmer M D ir Aah Daryl Evans M D James Miller M D John Doe M D Kelly Wilson M D X Delete Sam Smith M D Steve Adams Ph D William Smith M D Cancel 31 WavPlayer User s Manual Opening Dictation Files Dictation files can be imported into the eShuttle Transcribe window in several ways These include using the Open button dragging amp dropping files into the eShuttle Transcribe window or double clicking on dict files that have been emailed from someone using eShuttle Dictate Dictation files already on the computer hard drive can be accessed using the Open button Clicking the Open button will allow you to select a file from the local computer and import it into eShuttle Transcribe To play the file simply double click the file from the eShuttle Transcribe win dow Multiple files can be imported into the eShuttle Transcribe window by dragging amp dropping files from Windows Explorer into the eShuttle Transcribe window The eShuttle Transcribe program will import dictation files emailed from eShuttle Dictate Dictation files appear as email att
17. ch the foot pedal is connected The figure below shows COM1 available for this example File Action View Window Help Le x e omea eala Computer Management Local J SILVERXP E System Tools E Computer H E Event Viewer H lt Disk drives ga Shared Folders F Display adapters amp Local Users and Groups HQ DVD CD ROM drives a Performance Logs and Alerts H Floppy disk controllers Ed Floppy disk drives B f Storage W Human Interface Devices E Removable Storage E E IDE ATA ATAPI controllers Disk Defragmenter Hy IEEE 1284 4 compatible printers Disk Management E IEEE 1284 4 devices fh Services and Applications E3 Imaging devices Intel DM HDSI Devices ae Keyboards Fy Mice and other pointing devices Monitors EE Network adapters EA Ports COM amp LPT Communicati J Printer Port LPT1 E Processors 4 SCSI and RAID controllers E Sound video and game controllers E z System devices Ej I Universal Serial Bus controllers Part I WavPlayer If you have installed a serial port pedal you may see the following window when running the WavPlayer for the first time Select Porte The configured serial port is not valid Please choose another port com Cancel This window simply indicates that no port has been selected yet It does not indicate that the port being displayed is invalid If you see this window select the appropriate port from the drop down list and click the OK button
18. cking on the Tools menu selecting Settings and choosing the Templates tab From this location templates can be added edited and deleted To modify a template go to the Templates tab highlight a template and click the Edit button The template will open in Microsoft Word for edit ing Fields that will be merged with patient information appear with brackets surrounding them e g lt lt PatientLastName gt gt All fields and text can be rearranged in the template and any text can be added Once changes have been completed save and close the Word document Note At least one field must be present in the template for eShuttle to be able to use the template iu Discharge Summary doc Microsoft Word 5 x File Edit View Insert Format Tools Table Window Help Type a question for hep amp x TRANSINITIALS ReportDate AttendingPhysiciany 1 1 In2 Coll REC TRK EXT OVR 34 Part II eShuttle Transcribe Attaching External Documents If a transcriptionist is using a word processor other than Microsoft Word Automatic Document Creation cannot be used In that case documents can be typed and saved and then attached to any voice file ZIP and PDF files may also be attached Attachments for U 0921 043 9999 1020 ft xj File Tools L ele sel altl File Name F U 0921 043 9999 1020 Discharge Summary doc Ez U 0921 043 9999 1020 History amp Physical doc You can drag amp drop files from Windows E
19. cluding wav files To play files from the Internet simply type in the web address of the sound file on the Internet For example www bytescribe com audio 0724 006 wav Then press the foot pedal to begin playing Note To stream large files from the Internet you must click the Con trols Play menu option from the WavPlayer menu to begin the streaming process Once streaming has begun you may use the foot pedal to control playback When playing files from an Internet site it is necessary to have proper access to the web site Consult the web site administrator if user names and passwords are necessary The WavPlayer will not send this information 12 Part I WavPlayer Hot Keys and Keyboard Shortcuts Hot keys can be used within any program to control the WavPlayer functions Keyboard shortcuts can only be used if the WavPlayer win dow is the active window Hot Keys Play Pause toggle key F6 default Rewind K6Yea lt ss ease ee aaa eau ade F9 default pen oy gl ee ee Ctrl Alt F6 Toggle minimize restore Ctrl Alt F7 Open previous file in list Ctrl Alt F8 Open next file in list Ctrl Alt F9 Keyboard Shortcuts PALLY E e E a E O E Ctrl P PEIE es di sede eee ee aha hear aes Ctrl U LAEE EE TETERE TETEE EE TEE EE Ctrl S Rewind asdasd ee ed a as a a a RS Ctrl R Fast FOTnarO serre kf rekr EEES ESS Ctrl F Beqinming Of Piles 4 ca de ea ca ee Ctrl B End Of Pi
20. d A drop down menu will appear Using this menu click on the folders and files until you find your audio files For example if you have downloaded your files into My Documents click on the down arrow at the end of the Look in field When the drop down menu appears click on My Docu ments and the audio files will appear in the box Double click the file you want to transcribe If you do not see your audio files check the Files of type at the bottom of the screen and change to the appropriate file type 19 WavPlayer User s Manual WavPlayer does not play certain types of wave files A CODEC Coder Decoder is a software driver used by Windows to enable wave files to be played through a computer s sound card Pro grams such as Windows Media Player and Bytescribe WavPlayer use Codecs In order for a wave file to be played a CODEC must be in stalled on the computer If certain types of wave files can not be played with the WavPlayer check to see which Audio Compression CODECs are installed within Windows To do this select Start gt Settings Control Panel from the Windows task bar Then double click on the Multimedia icon and select the Devices tab Advanced tab on some versions of Windows from the Multimedia Properties window Double click on Audio Compression Codecs This will show the various decoders installed for various wave files For a detailed discussion about Codecs and instructions on installing custom Co decs see
21. d as Completed or Uploaded highlight the file and press the Delete key on the keyboard Files may also be deleted by selecting the Tools Purge Files menu option or by selecting the Purge Files button This purge function will delete all Completed or Uploaded files that are older than a given number of days To set the number of purge days select Tools Settings from the menu and click the General tab Creating Reports There are two kinds of reports in eShuttle Quick Reports and Custom Reports Both report types can be created either from within the main eShuttle Transcribe window or from within Document Manager Quick Reports To create a Quick Report highlight files you wish to appear in the report from the eShuttle Transcribe window Then click the Quick Report but ton A report will appear in a new text file allowing you to print modify or save the report A summary txt Notepad 15 x File Edit Format Help FileName Status Size KB File Date 0204 004 1001 Marked for 2 8 2005 11 26 0 0325 001 5555 i Marked for 56KB 4 13 2005 10 15 0325 003 5555 i Marked for 81KB 4 13 2005 10 15 0325 006 5555 ir_i Marked for 76KB 4 13 2005 10 15 0325 029 5555 Downloaded 87KB 4 13 2005 10 15 0325 035 5555 i Attachment 54KB 4 13 2005 10 15 Total Jobs 6 Another method of creating a Quick Report is to right click in the eShut tle Window and select Report of Local Files from the popup menu 36 Custom Reports Part II eS
22. dss mp3 vox etc Save speed control and backspace settings The Save speed control and backspace settings checkbox is used to save the position of the Speed and BkSp slide controls on exit Making WavPlayer the Default Player for Various File Types Microsoft Windows allows you to associate a particular pro gram with files that end with a particular extension For exam ple if you would like the Bytescribe WavPlayer to automati cally open when double clicking on a file with a wav exten sion you need to associate the wav extension with the WavPlayer program To make the WavPlayer the default program for playing wav mp3 vox dss file formats as well as other file types select the Options Settings menu option and click the Default Types tab This option will allow you to open files directly from Windows Explorer simply by double clicking the files you wish to play It is not necessary to close the WavPlayer after each file when opening files in this manner a zxl General Default Types Extension FileType WAV WAM Files OX VOX Files MP3 MP3 Files DSS DSS Files Owns WMA Files O ASF ASF Files O cDA CDA Files O wy WMY Files O avi AMI Files DYF DYF Files MSY MS Files 16 Part I WavPlayer Troubleshooting the WavPlayer Refer to the section below if you are having trouble with your WavPlayer The foot pedal does not work If the WavPlayer is able to play files by clicking
23. e list General Default Types Hot keys JV Enable the use of hot keys Play pause toggle key F Me Rewind key Fg b Open file Ctrl Alt F6 Toggle minimize restore Ctrl Alt F7 Open previous file in list Ctrl Alt F8 Open nest file in list Ctrl Alt F9 I Use Open button for wave files only Save speed control and backspace settings on exit i Cancel Help Play pause toggle key The Play pause toggle key is used to control the play and pause functions of the WavPlayer Pressing the key once initiates playback of the current sound file Pressing the key a second time pauses the playback Each time play is restarted the sound file is automatically backspaced based on the settings of the BkSp slide control The default key is the F6 function key since it works well with most versions of Microsoft Word A different func tion key can be selected from the drop down list Itis necessary to select a function key that will not conflict with function keys used by the word processor 14 Part I WavPlayer Rewind key The rewind key will rewind the position in the current file based on the the setting of the BkSp slide control The default key is the F9 function key since it works well with most versions of Microsoft Word A different function key can be selected from the drop down list It is neces sary to select a function key that will not conflict with function keys used by the word p
24. ee EP Edit List EP Edit List EP Edit List F Hints Emai To Address Ce Address Subject johndoe myaddress com X zl eShuttle Transcription File Voice File Report Date Voice File Name Voice File Size Date of Dictation 7 10 2006 D 0707 001 0000 0000 00 Sample way 280KB 1 5 1998 The Account and Report Type can be selected from a drop down list The Report Type field determines the template that will be used to create the Microsoft Word document Report Templates can be created and customized using the Edit List button beside the Report Type field Settings E mail General Templates Physicians Accounts Addresses Clinic Note Consultation History amp Physical Operative Report Set Default Default Discharge Summary 33 WavPlayer User s Manual Once all fields have been filled clicking the OK button will create a new Word document using the specified template When a document file has been created or attached a document icon will appear in the eShuttle window next to voice files Additional documents can be created edited added or deleted using the corresponding buttons in the button bar at the top of the eShuttle window Double clicking on files that already have attachments will merely play the sound file without launching the document creation process again Using Microsoft Word Templates A list of available templates can be can be found by cli
25. eeeaees 31 Opening Dictation Files eee ceeeseceseceseeeseeesesseeeneeeaees 32 Transcribing Dictation Files 0 0 0 eeeceseeeeeeseeseeeseeeaees 32 Using Microsoft Word Templates 00 0 eee ee eeeeeeseeeeeseeeneeeaees 34 Attaching External Documents eee eeeeeeeeeeeeeesseeneeeaees 35 Completing Jobs 0 eeecseceseeececeeeeseeeseeeseseaeeesesssesseeeseeeaees 35 Purging and Deleting Files eee eeeceseeeseeeseesseeneeeaees 36 Creatine REPOS vicsses s c6cs dsceacecsontseeedsaeeas eir ar a Raae oe I Eae EEE Ei 36 QUICK ReportS ersero aee arpan eea eae s a a E C RRE 36 C st m REPOMts ciscs ssssesscatieess arpani eat esiasio iee a ea iiae 37 Using the Document Manager sseesesesseeseereereerrsesresrreresreereernes 37 File Management and Workflow s ssssssessesssrsssssesesesresresreersresresrenresresrsee 38 Troubleshooting eShuttle Transcribe sesseseeeseeesesseeeerrsrerrrresresresrreresreee 39 WavPlayer User s Manual Product Overview WavPlayer by Bytescribe is a software amp foot pedal combination that allows the user to listen to a large variety of sound files while control ling them with a foot pedal leaving the hands completely free to type dictated reports The foot pedal controls the play pause rewind and fast forward func tions and plugs directly into any serial or USB port of any PC com puter The USB Version of WavPlayer runs on Windows 98 ME 2000 XP The Serial Port Version of WavPlayer runs on Wi
26. else s system you will need to get these two numbers from them If you will be emailing files to a dictator using eShuttle Dictate leave the Encrypt files option selected and enter an encryption password This exact same encryption password must also be used by the eShuttle Dic tate user in order to properly decrypt the files 29 WavPlayer User s Manual Creating an Email Address List You can send dictation files in eShuttle to the same default address every time or you can select different recipients from a list Creating an email address list will save time when creating new dictation emails One entry can be selected as the default email address which will automatically appear when creating new files Settings E mail General Templates Physicians Accounts Addresses janedoe bellsouth net johndoe abctrans com barbara abctrans com cindy abctrans com markw aol com supervisor abctrans com sr Add X Delete Default To Address supervisor abctrans com Set Default Clear M Default Ce Address Set Defaut Clear cen To add a new email address to the list click the Add button and then en ter the address in the box that appears Multiple addresses can be entered as a single entry by separating each address with a comma Once the email list is completed select one entry as the default address by high lighting the desired entry and clicking the Set Default button 30 Part II eShuttle Tr
27. huttle Transcribe To create a Custom Report click the Custom Report button The Cus tom Report window will appear with a number of fields Specify the criteria for the report and click the Create button If the documents downloaded by eShuttle are Microsoft Word documents and Microsoft Word is installed on the computer you may select the In clude MS Word Statistics checkbox to include line count information in the report Custom Report xi m Search Criteria J7 Include spaces in character counts Dictator ID v Transcriptionist ID X Status New File Name Contains fas is S Date Range Greater Than JP 3n42005 x Less Than Iv 4 13 2005 I Include MS Word Statistics line page word counts Clear Form Using the Document Manager Create Cancel To view all completed text documents click on the Tools menu and se lect Document Manager The Document Manager window will appear The Document Manager displays all attached documents This window enables functions such as printing viewing searching and creating re ports Document Manager Eile View Options Help S SiS lal S 8 GRU 0717 241 5673 4815 FE U J aU 0717 232 5657 4815 U 0717 223 5655 4817 EU 0717 187 5673 4817 U 0717 184 5673 4815 Printed Printed Printed SEU 0717 133 5663 4802 lt New New New New Printed 0717 232 0717 223 0717 187 0717 184
28. k the OK button to save your settings Note If you are encrypting files the dictator using eShuttle Dictate must have the same Encryption Password Step 2 Create your Email Address List Click the Addresses button in the toolbar Next click the Add button to add email addresses to your list Enter any email addresses to which you would like to email transcription files Delete out any sample email ad dresses Select one email address as the default Highlight one email address by clicking it with a mouse and then click the Set Default button at the bottom After you have created your email list click the OK button to save your settings Note Each entry can contain multiple email addresses To enter multiple addresses separate each email address with a comma Step 3 Import a Sample Dictation File You may be receiving dictation files via email from someone using eShuttle Dictate Dictation files sent from eShuttle Dictate will appear as email attachments having a dict extension If you have already received some dictation emails double click the email attachments with the dict extension They will automatically be imported into eShuttle Transcribe If you have not received any email dictations or if you will be transcrib ing dictation files already on your computer click the Open button on the toolbar and select a dictation file from your computer The file will ap pear in the eShuttle Transcribe window Note Another way of
29. l i 444844 44 essiri ee aS Ctrl E Cper Pile sdeaaanawaneenaeaen aes Ctrl O Toggle Window SiZ e ssess F4 Slow Donise 4446406 44 a se e e 3 So seers F10 Normal Speed 02022c cee F11 opecd NUP S75 seta stare a a ace aa aN F12 The Options Settings menu option displays the Settings window shown on the next page The General tab contains settings that enable the use of hot keys and set WavPlayer preferences The Default Types tab enables the user to set the WavPlayer as the default player for various file types based on the file extensions Details of each setting are described below Enable the use of hot keys Hot keys are keyboard keys or key combinations that exe cute functions regardless of the program or word proces sor from which you are currently working Use of hot keys can replace the use of a foot pedal since they control the play pause and rewind functions Hot keys can also be used to open sound files or queue the next file in the list The hot keys will auto backspace and rewind based on the current setting of the BkSp slide control 13 WavPlayer User s Manual The use of hot keys can greatly improve typing efficiency by eliminating the use of the mouse Multiple files can be dragged and dropped from Windows Explorer into WavPlayer see section entitled Drag amp Drop All files will appear in the drop down list Hot keys can then be used to control each file and then queue the next file in th
30. layer will change these incremental values when using your foot pedal Also continuous rewind and fast forward can be used with the foot pedal The longer the pedal is held down the further the position is moved 11 WavPlayer User s Manual Controlling Speed The speed at which a sound file is played can be changed by adjusting the Speed bar on the WavPlayer window or by selecting menu options from the Speed menu There are three keyboard shortcuts to control the speed The Function Keys F10 F11 and F12 can be used to quickly change the speed at which a sound file is played the WavPlayer window must be the active window in order to use the keyboard shortcuts Adjusting Volume Selecting the Options Volume menu option opens the Windows Volume Control allowing you to adjust the sound from your com puter Using a Word Processor with WavPlayer The WavPlayer can be used with any word processor in Windows Once a file has been opened the WavPlayer window may be mini mized so that it does not obstruct the view of the current document The foot pedal will still be able to control the sound file while the WavpPlayer is minimized Streaming Files from the Internet The WavPlayer has the capability of playing files directly from an Internet site It also has the capability of playing files while they are being downloaded This capability is referred to as audio streaming Only certain types of file formats support streaming in
31. les e Integration with Microsoft Word templates e Foot pedal control of audio files using Bytescribe WavPlayer eShuttle Dictator DER File Send Tools Help es Qs Send Record Import Files Settings Addresses Help Exit Bales alela FileName Status ob T Dictator A N 0405 001 9999 0000 00 way New 0405 001 type9 9999 An 0405 002 9999 0000 00 way New 0405 002 type9 9999 i Create Dictation Email E Eile Control Tools Help a v Ei qe Send New Priority Settings Exit Ce S Subject feShuttle Dictation Message Attach typeS N 0405 005 9999 0000 00 M 41125 way D rial o u u Med Rec No 41125 Account No 9999 y Show 0 00 of 0 00 Type 9 Len OKB Overwrite 24 Part II eShuttle Transcribe eShuttle Dictate The eShuttle Dictate module allows the user either to import dictation files from a dictation station or handheld recorder or to record dictation files using a microphone Voice files are then securely transferred to transcriptionists via email Returned completed documents can be viewed printed and managed within eShuttle Dictate While in process the status of each job is displayed for the user In addi tion the entire email function can be fully automated eShuttle Transcribe The eShuttle Transcribe module works with eShuttle Dictate to provide a complete transcription solution eShuttle Transcribe receives dictation files sent from eShut
32. n dows 95 98 ME NT 2000 XP The WavPlayer software can run in a minimized state so that the tran scriptionist is able to type into a word processor on the same com puter The WavPlayer software also offers speed and adjustable back space controls for many file types a WavyPlayer Sample way jej x Fie Controls Ports Options Speed Help C Dictation S ample wav Open Speed BkSp Yolume al ia 4 gt gt gt J j j 00 02 of 00 25 File Sample Size 280KB To install the WavPlayer first connect the foot pedal to the appropri ate port on your PC If you are connecting a USB pedal see the fol lowing section entitled Connecting a USB Port Pedal If you are con necting a serial port pedal see the section of this manual entitled Con necting a Serial Port Pedal Next make sure that your headset or speakers are properly installed and turned on Part I WavPlayer Finally install the WavPlayer software by using the installation CD Place the installation CD into the appropriate drive Follow the prompts through the installation process Once the software has been installed you can begin using the soft ware by clicking the WavPlayer icon that appears on your desktop or click Start Programs Bytescribe WavPlayer Connect the foot pedal to the USB port of your PC The foot pedal cable fits directly into the USB port Once connected your PC should automatically configure the port
33. ound erratically when step ping on the foot pedal This may indicate a conflict with another program or perhaps a problem with your serial port Programs such as Norton Anti virus are know to slow down processing and may occasion ally cause decreased performance when using the WavPlayer Try closing all unused or unnecessary programs to see if the performance will improve If a serial port problem is sus pected try using another port if one is available WavPlayer displays an OLE Error upon startup This error message may indicate that some other audio soft ware may have modified some registry settings Reinstalling the WavPlayer software should resolve this issue since the installation process will properly configure the settings This error may also indicate that Windows Media Player is not properly installed or an old version prior to Windows Media Player 9 is installed on the PC Updating Windows Media Player from Microsoft s website http www microsoft com may correct the issue The WavPlayer locks up when started This most likely indicates a conflict with the selected serial port and another device on your computer such as a modem In this case you will need to select another COM port on your computer or resolve the IRQ conflict between the serial port and the conflicting device A detailed guide to troubleshooting serial port conflicts is described on our support site at http www bytescribe com support 18
34. r Sample way ps Oj x File Controls Ports Options Speed Help Open Volume C Dictation S ample way C Dictation S ample way C Program Files Bytescribe WavPlayer4 S amp C default February 12 2005 00001 way C default February 12 2005 00002 way A S serverS8 C Dictation System T ypel C 081 2 0 Z Misc S ound File Formats Wav lt C 0430 033 0 serverga CA Dictation System T ypel SC 1126 0 serverS8 C Dictation System Typel C 0909 1 Controlling Playback The Play Pause Rewind Fast Forward and Stop functions can be controlled in several ways Stepping on the foot pedal clicking but tons selecting menu options or using keyboard shortcuts can control the functions The most convenient method for controlling these functions is by us ing the foot pedal In order to use the keyboard shortcuts such as Ctrl P to Play the WavPlayer window must be the active window on your screen Hot keys can be used to control playback even when the WavPlayer is minimized Controlling Fast Forward Backspace By default the Rewind function of the WavPlayer moves the position in the voice file approximately 3 seconds backward from the current position The Fast Forward function moves the position 3 seconds forward from the current position There is also an auto back step function that rewinds the position about second when the Run Play function is selected Adjusting the BkSp Backspace slider on the WavP
35. register your software If you have any problerns installing the WavPlayer software please book in the Troubleshooting section of this manual for help Bytescribe Development Company also offers a ine of affordable reliable digital dictation systems If you are interested in finding out about our other products please visit our website Thank you for purchasing the WavPlayer by Bytescribe DytezK il OCE M petals Bytescribe Inc 3606 Pine Lane SE Suite C Birmingham AL 35022 email wavplayers bytescribe com www bytescribe
36. ribed Files Highlight any file in the eShuttle Transcribe window and click the Send button If the computer has Internet access and correct email settings the highlighted file will be sent A window will appear showing the email progress After the file has been successfully sent the status of the file will be changed to Completed 27 WavPlayer User s Manual Using eShuttie Transcribe The eShuttle Transcribe module works with eShuttle Dictate to provide a complete transcription solution eShuttle Transcribe receives dictation files sent from eShuttle Dictate These files appear as email attachments with a dict extension eShuttle Transcribe is a program used to transcribe dictation files eShut tle Transcribe integrates with Microsoft Word and Bytescribe WavPlayer to provide a complete transcription environment Reports including line and character counts can easily be created eShuttle Transcribe can de liver completed documents to anyone via email The transcriptionist simply double clicks the attachment in their email to import the file into the eShuttle Transcribe window Then double clicking the file in the eShuttle Transcribe window will create a new Word document and play the file using Bytescribe WavPlayer Com pleted documents can be emailed back using the Send button 4 eShuttle Transcriptionist File Send Tools Help Ed E a 8 F Open Transcribe Send Settings Hep Exit o polele a ale al
37. rocessor Open file The Open file key combination Ctrl Alt F6 is used to open new sound files The key function is the same as clicking the Open button with a mouse The function will display the Open or Open Wav File dialog box based on the Use Open button for wave files only checkbox shown in the Settings window Once the Open dialog box appears the Tab or Shift Tab keys can be used to select a file and the Enter key can be used to open the file in WavPlayer Open next file in list The Open next file in list key combination Ctrl Alt F9 is used to queue the next file in the WavPlayer drop down list If multiple files have been added to the list using drag and drop see section entitled Drag amp Drop Support the next file can be queued without the use of the mouse Use Open button for wave files only The Use Open button for wave files only checkbox is used to enable the advanced Open Wav File dialog box when clicking the Open button The Open Wav File dia log box can be used to preview and open files but can only be used with wav files If you are receiving and transcribing only wav files check this box to enable previewing of wave files see section entitled Previewing Wav Files 15 WavPlayer User s Manual Note Check the Use Open button for wave files only checkbox if you will be transcribing wav files only Oth erwise the Open button cannot be used to open other file types such as
38. the buttons with a mouse but the foot pedal has no effect it is likely that the serial port is not configured correctly or the USB foot pedal is not being recognized First check to see that the foot pedal is plugged in correctly Then check to see which port Windows has detected by click ing the Ports menu option Make sure that the WavPlayer port setting under the Ports menu corresponds to the correct port For additional help troubleshooting serial port problems see our support web site at http www bytescribe com support You should also check the hardware acceleration for the sound card Go to the Control Panel and double click the Sounds and Audio Devices icon Then check the Hardware Accelera tion for the current Audio Device If the Hardware Accelera tion is set to high try turning the level down This may im prove the performance and enable the pedal to control the sound The USB foot pedal is not recognized by my computer The WavPlayer uses drivers that have been loaded onto your computer through your Windows version If your computer is not recognizing the USB foot pedal contact your Original Equipment Manufacturer OEM to make sure all the drivers have been loaded including the generic drivers If you have Windows 98 visit our support site at http www bytescribe com support and click on Troubleshoot ing USB Port Problems for Windows 98 17 WavPlayer User s Manual The position of the wave file moves ar
39. tle Dictate These files appear as email attachments with a dict extension The transcriptionist simply double clicks the attachment in their email to import the file into the eShuttle Transcribe window Then double clicking the file in the eShuttle Transcribe window will create a new Word document and play the file using Bytescribe WavPlayer Com pleted documents can be emailed back using the Send button 4a eShuttle Transcriptionist File Send Tools Help DPD ics 2 qe Open Transcribe Send Settings Help Exit a D 8 es g E a FileName Status v Job Type Dictator PA U 0405 002 9999 0000 00 wav Uploaded 0405 002 typed 9999 a WayPlayer U 0405 002 9999 0 EOX File Controls Ports Options Speed Help C Documents and Settings Merik Application w po Speed BkSp Yolume b n m 4 gt gt mi J J Ready File U 0405 002 9999 0 COM 1 25 WavPlayer User s Manual Quick Start Guide for eShuttle Transcribe Step 1 Check your Connection Settings First check your connection settings in eShuttle Transcribe by clicking on the Settings button in the toolbar Make sure you have a valid setting for Email Server Account name Password and From address Also enter settings for the User s job type and User s 4 digit ID settings If you will be sending files back to a dictator using eShuttle Dictate leave the Encrypt files setting on and enter an encryption Password Clic
40. xplorer h As a transcriptionist listens to voice files that have been downloaded the transcription can be typed into any standard word processor such as Word or WordPerfect These documents can be saved in any folder on the com puter such as the My Documents folder Once a text document has been typed and saved to the computer it is ready to be attached to the original voice file in the eShuttle Transcribe window To attach a document right click on the voice file in the eShuttle Tran scribe window and select the Attach External Document option from the popup menu that appears Multiple documents can be added using this method To view and edit attached documents right click on the voice file and select View Attached Documents Documents can also be attached by dragging and dropping files from Windows Explorer into the Attachments window Completing Jobs Some companies may not need for transcriptionists to send text docu ments through eShuttle In this case it would be enough for the voice files to be marked as Completed In order to mark a voice file as Com pleted right click on the voice file and select Change Status To and then select Completed You can also use the Ctrl M key combination to mark files as Completed 35 WavPlayer User s Manual Purging and Deleting Files eShuttle Transcribe requires that files must be marked as Completed or Uploaded before they can be deleted To delete files that have been marke
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