Transcription - Revision history

Admin at 20:35, 20 June 2025

2025-06-20T20:35:56Z

Admin at 20:34, 20 June 2025

2025-06-20T20:34:18Z

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 = WebShuttle User Roles =
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 * [[WebShuttle Overview]]
 * [[DocShuttle Installation]]
 * [[Billing Reports Guide]]

Admin at 20:32, 20 June 2025

2025-06-20T20:32:47Z

← Older revision		Revision as of 16:32, 20 June 2025
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	= WebShuttle ~~Overview~~ =		= WebShuttle User Roles =

	'''~~WebShuttle~~''' ~~is a web-based dictation~~ and ~~transcription platform~~ designed to streamline documentation ~~workflows for medical practices of any size. Dictators can dictate from any phone, handheld recorder, or iPhone, while transcriptionists can securely access~~ and ~~manage dictation files from anywhere~~. ~~WebShuttle includes features such as:~~		WebShuttle provides a flexible and secure transcription workflow platform tailored to three primary user types: '''Dictators''', '''Transcriptionists''', and '''Administrators'''. Each role has specific features and responsibilities designed to streamline medical documentation and transcription processes.

	* Toll-free call-in dictation		== Dictators ==
	* Secure web login
	* Document management and electronic signatures
	* Quality assurance and detailed billing reports
	* Integration with DocShuttle desktop transcription software

	~~[[File:Webshuttle home sm~~.~~png\|center\|800px]]~~		Dictators use WebShuttle to record, upload, and review dictations. These users are typically healthcare providers who need their notes transcribed for medical documentation and billing purposes.

	~~---~~		=== Key Features ===

	== WebShuttle ~~User Roles ==~~		* '''Upload Dictation Files''': Record dictations using a telephone, handheld recorder, or supported mobile app and upload them directly to WebShuttle.
			* '''Track Job Status''': Monitor the progress of voice files with real-time status indicators (e.g., New, Stat, Downloaded, Signed).
			* '''Access Transcribed Documents''': View and download completed documents for review or signature.
			* '''Edit and Sign Files''': If permissions allow, users can edit and electronically sign documents online.

	~~WebShuttle supports three primary user types, each with tailored access and functionality:~~		=== Dictation Methods ===

	~~=== Dictators ===~~		* '''Toll-Free Telephone Line'''
	* ~~Dictate via phone~~ or ~~recorder~~		* '''Handheld Recorders''' (.vox or .wav files)
	* Upload voice files and access completed documents		* '''Mobile App Integration''' (iPhone supported)
	* View, edit, and electronically sign transcribed files
	* ~~Access based on user permissions~~

	~~''Learn more:'' [[WebShuttle Dictators]]~~		> {{Tip\|Clearly state patient identifiers and job type at the beginning of your dictation to assist transcriptionists and reduce clarification delays.}}

	~~=== Transcriptionists ===~~		[[File:Webshuttle home sm.png\|center\|600px\|WebShuttle Home Page – View dictation and transcription files at a glance.]]
	* Download voice files and ~~upload transcribed documents~~
	* Work online via the WebShuttle word processor or offline with DocShuttle
	* Search files ~~and generate reports~~

	~~''Learn more:'' [[WebShuttle~~ Transcriptionists]]		== Transcriptionists ==

	~~=== Administrators ===~~		Transcriptionists are responsible for converting voice files into written medical records. WebShuttle supports flexible workflows for both online and desktop transcription tools.
	* Manage the transcription workflow
	* Print documents and ~~create billing reports~~
	* View all dictation/transcription ~~files~~
	* Manage account access and settings

	~~''Learn more:'' [[WebShuttle Administrators]]~~		=== Key Features ===

	~~---~~		* '''Download Voice Files''': Access dictation files through WebShuttle or integrate with DocShuttle for local work.
			* '''Upload Transcriptions''': Submit completed documents through the platform or directly via DocShuttle.
			* '''Search & Filter''': Locate specific jobs by date, author, job type, or location.
			* '''Online Editing''': Transcribe directly in the WebShuttle browser editor or in Microsoft Word via DocShuttle.

	== ~~Viewing Files in WebShuttle~~ ==		=== Optional: Using DocShuttle ===

	~~The WebShuttle home page displays recent dictation and transcription jobs. File visibility and controls depend on user permissions.~~		DocShuttle is a Windows desktop application that allows transcriptionists to:

	~~[[File:Columns.png\|center\|800px]]~~		* Download voice files
			* Transcribe using Word and foot pedals
			* Upload completed transcriptions
			* Automatically sync with WebShuttle

	* Use filters to sort ~~by file type, date, or search terms~~		> {{Tip\|Use filters and sort columns to prioritize STAT jobs and stay on top of urgent dictations.}}
	* Download files via the speaker (audio) or Word icon
	* Click file names to ~~view detailed file information~~
	* Sort any column by clicking the column header

	~~---~~		[[File:Columns.png\|center\|600px\|WebShuttle Job Queue – Shows columns like Job #, Status, Dictator, Transcriptionist, and Date.]]

	== ~~WebShuttle Column Descriptions~~ ==		== Administrators ==

	~~The main WebShuttle interface contains ten key columns:~~		Administrators manage the entire transcription workflow, including users, file access, reports, and billing.

	=== ~~1) File Name~~ ===		=== Key Responsibilities ===

	~~Voice~~ file ~~naming convention~~:		* '''User Management''': Create, edit, and assign roles to dictators and transcriptionists.
	~~```plaintext~~		* '''Permission Control''': Grant appropriate access for uploading, editing, signing, or managing files.
	~~S MMDD~~-~~NNN DDDD TTTT LL .vox~~		* '''System Monitoring''': Track file progress, job turnaround, and user productivity.
			* '''Reporting''': Generate detailed billing, QA, and activity reports.
			* '''Document Handling''': Print, archive, and export files as needed.

			> {{Warning\|Ensure that user profiles are correctly assigned to the proper job types to avoid routing errors.}}

			> {{Tip\|Set up routine archiving and cleanup to maintain platform performance and reduce clutter.}}

			== Summary Table ==

			{\| class="wikitable"
			! Role !! Core Tasks !! Tools Used !! Permissions
			\|-
			\| Dictator \|\| Dictate, upload, sign \|\| Phone, recorder, mobile app \|\| View, edit, e-sign (if allowed)
			\|-
			\| Transcriptionist \|\| Transcribe, upload documents \|\| Web editor, DocShuttle, Word \|\| View, upload
			\|-
			\| Administrator \|\| Manage users, monitor workflow, generate reports \|\| Web portal \|\| Full access
			\|}

			== Related Topics ==

			* [[WebShuttle Overview]]
			* [[DocShuttle Installation]]
			* [[Billing Reports Guide]]

Admin at 20:30, 20 June 2025

2025-06-20T20:30:36Z

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Admin: Created page with "WebShuttle is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere. WebShuttle is designed to manage all aspects of transcription workflow for organizations of any size. WebShuttle features include toll-free call-in dictation, secure web login, document management, electronic signature, quality assurance, printing and d..."

2024-03-05T15:59:07Z

Created page with "WebShuttle is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere. WebShuttle is designed to manage all aspects of transcription workflow for organizations of any size. WebShuttle features include toll-free call-in dictation, secure web login, document management, electronic signature, quality assurance, printing and d..."

New page

WebShuttle is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere. WebShuttle is designed to manage all aspects of transcription workflow for organizations of any size. WebShuttle features include toll-free call-in dictation, secure web login, document management, electronic signature, quality assurance, printing and detailed billing reports. WebShuttle also seamlessly integrates with the popular DocShuttle desktop transcription software.

[[File:Webshuttle home sm.png]]

==WebShuttle Users==
There are three basic user types in WebShuttle: transcriptionists, dictators and administrators. Each user type is given certain permissions for features in WebShuttle. A brief description of the basic user types is explained below.

===Dictators===
WebShuttle can be used by dictators who use a telephone or handheld recorders to record dictation. Dictation voice files are automatically routed to transcriptionists. Completed transcribed documents are uploaded back to WebShuttle. Dictators have access to these documents online through WebShuttle. Dictators can use WebShuttle to view completed documents, edit files, upload voice files, and electronically sign documents. These functions are dependent on the permissions granted to the user.

[[WebShuttle Dictators|Read more ...]]

===Transcriptionists===
Transcriptionists use WebShuttle to download voice files and upload transcribed documents. Transcriptionists may type directly online into the WebShuttle word processor or they may choose to use DocShuttle desktop software to download voice files and transcribe documents. DocShuttle integrates with Microsoft Word on the transcriptionist’s computer. The WebShuttle interface is also useful for searching for files and running reports.

[[WebShuttle Transcriptionists|Read more ...]]

===Administrators===
Administrators can use WebShuttle to manage the transcription workflow, print documents and create billing reports. Administrators generally have access to viewing all dictation and transcription files. Administrators also have access to account information.

[[WebShuttle Administrators|Read more ...]]

==Viewing Files in WebShuttle==

The WebShuttle home page is designed to display the most recent dictation and transcription files. The files that are displayed depend on the user type and permissions of the user. Voice files appear with colored flag icons next to each file. These flags indicate the status of the current job. Completed text documents generally have a Microsoft Word icon next to them.

[[File:Columns.png]]

There are 10 columns that appear in the main WebShuttle window. There are three filter options available at the top of the screen. Files can be filtered by file type, date or custom search criteria. Any file can be downloaded by clicking on the speaker or Word icon that appears to the right of the file name. Clicking on the file name link will display the File Details window discussed in the next chapter. Any column can be sorted by clicking the link in the column header.

===Column Descriptions===
The WebShuttle home page contains ten columns of information about each voice file. A description of each column is shown below.

====1) File Name====

The voice files are named using the following convention:

S MMDD-NNN DDDD TTTT LL .vox.

The beginning letter of the voice file indicates the status (S) of the voice file. The table below shows the types of initial letters and the corresponding significance of the letter as pertaining to the file status.

Voice Files

{| class="wikitable"
|-
! Letter !! Status
|-
| N || New (ready to be transcribed)
|-
| S || Stat (priority dictation)
|-
| D || Downloaded (in use by a transcriptionist)
|-
| U || Uploaded with Attachment
|-
| C || Completed (no attachment)
|-
| E || E-Signed (attached has been electronically signed)
|}

Documents

{| class="wikitable"
|-
! Letter !! Status
|-
| U || Uploaded Document (transcribed)
|-
| S || Signed Document (electronically signed)
|}

The next segment of the file name (MMDD-NNN) is the job number. The job number is a combination of the date and sequence of the dictated file. Month and day MMDD are followed by dash (-) and then the sequence number. For example, a job number 1204-002 would indicate the second file dictated on December 04. The next segment (DDDD) of the file name is the four-digit code of the dictating author. The next segment (TTTT) indicates the four-digit code of the transcriptionist who typed the file. The following segment (LL) indicates a 2-digit location code. The last portion of the file (.vox) is the file extension.

====2) Status====

This column denotes the current job status for each file. This concurs with the first letter of the file name. The possible job status categories are:

* New (ready to be transcribed)
* Stat (priority dictation)
* Downloaded (in use by a transcriptionist)
* Uploaded with Attachment
* Completed (no attachment)
* E-Signed (attached has been electronically signed)

[[File:status workflow 55.jpg]]

====3) Job====

This is a unique number by which any file may be found. The naming convention is as follows: The first four numbers represent the month and day (MMDD) followed by dash (-) and then the sequence number. For example, a job number 1204-002 would indicate the second file dictated on December 04.

====4) Folder====

The next column is the folder (or Job Type). Job types are used to separate various types of dictation. When a dictator logs onto the system, he is prompted to select a job type – or his User Profile will specify a default job type. Jobs recorded by the dictator are marked with that particular job type. Transcriptionists may then work on dictation of a particular type.

====5) Dictator====

This column displays the dictator’s name.

====6) Transcriptionist====

The name in this column indicates the person who is transcribing the file. Note that this column will only have an entry when a transcriptionist has started or finished transcribing the file.

====7) Location====

This column specifies the location code. Dictators uploading voice files from handheld recorders can specify different location codes.

====8) Date====

This column specifies the date and time the file was modified. The date is shown in the standard MM/DD/YY format. The time is displayed as hours:minutes:seconds followed by AM or PM.

====9) Minutes (Length)====

This column specifies the length of the voice file in minutes.

====10) Size====

This column specifies the amount of disk space used by the particular voice file.