Associate ® Typist – Transcription Module Starting Associate Transcription: To start Associate typist module, double click the Associate dictation icon from the desktop or the preferred link set from your system administrator. The Staff login screen will be displayed: The typist is prompted to enter their Associate User ID and Password. Click Login to proceed. Note: If you have not being assigned or advised of your Associate User ID and Password please contact your system administrator.

Typist Main Associate Transcription Window The Associate transcription application window is separated into 3 application areas: (1)The dictation player area contains all the buttons for playback of a Associate dictation. (2)The dictation navigation area allows you to navigate around the various stages of a dictation job in the Associate system. (3) The dictation job area lists all the dictation jobs available based on the current navigation area selected

Typist (1) The visual tape indicator window (the Player) is a visual aid which lets you know when a dictation is active. When a dictation is active, the player window shows a tape inserted. When active (play, rewind, ff) the player displays a spinning tape. (2) The dictation audio input indicator is a visual aid to help control the level of audio input. It is made up of three color input levels- green, yellow & red. An ideal audio input level is yellow. (3) Rewind dictation button is used for rewinding a dictation when not using a foot control. (4) Play dictation button is used for playing a dictation when not using a foot control. (5) Fast Forward dictation button is used for fast forwarding a dictation when not using a foot control. (6) Stop dictation button is used for stopping a dictation when not using a foot control. (7) Pause dictation button is used for pausing a dictation when not using a foot control. (8) Playback speed, When playing a dictation you can adjust the playback speed using the playback speed control. To adjust the playback speed move the slider right to increase speed and left to decrease speed. (9) Volume control, When playing a dictation you can adjust the playback volume using the volume control. To adjust the playback volume of a dictation move the slider up to increase volume and down to decrease. (10) Time-line slide indicator, allows positioning to an exact point of the dictation. (11) Transcriber custom application settings button is used to set specific Associate settings for the transcriber adjust. (12) Mobile Upload is used for uploading dictations from mobile & digital recording devices. Transcription Player Area The player area contains all the dictation playback functions

1 2 3 Typist Transcription Navigation Area When an icon is selected from the dictation navigation area, the icon will change to a bright green & yellow, indicating that this area is active. The dictation navigation area is automatically displayed with the current list of dictations. To refresh this area click the preferred icon again. (1) The In icon displays all dictations in the dictation job area that have been submitted for typing but have not yet been completed. Dictations in this area can be at one of following stages, listed as:. (a) Pending - Pending dictations have not yet been selected for transcription by a typist (b) Overdue - Overdue dictations have missed their expected typist turnaround time and are still pending (b) Running - Running dictations are currently being transcribed by a typist (2) The On Hold icon lists all dictations that have been placed on hold for a given reason and are listed with the status of Incomplete. Dictation jobs in this area are not available to other typists. (3) The Complete icon lists all dictations that have been completed by a typist. Dictations in this area have been closed by a typist and sent back to the author.

(1) Filter - The filter is used when trying to locate a specific dictation or group of dictations. Job area lists may by sorting the dictation date, priority, work type, status, transcriber or a combination of any. To select a filter click the drop down box beside the specific filter. (2) Author – Lists the author of each dictation. (3) Created - Lists the date and time each dictation was received and posted to the job area. (4) Priority - Lists the priority of the dictation as set by the author. (5) Due Date – The due date is calculated by the system indicating when the dictation should be transcribed. (6) Status – Lists the active status of each dictation: (a) Pending - waiting for a typist (b) Overdue - missed expected turnaround time (c) Running - currently being transcribed by a typist (d) Incomplete - started but placed On Hold (f) On Hold – Job was paced On Hold (e) Complete - completed by a typist (7) ID Number – A reference number assigned by the author. (8) Description – Optional information provided by the author. (9) Work type - Displays the work type of a dictation as selected by the Author. (10) Length – Indicates the lapse time of the dictation. (11) Charge Code – A reference code assigned by the author. (12) Comments –Displays the latest comment that has been posted to this job by either the author or typist or administrator. All posted comments for a specific job are captured within the audit trail (Dynamic Reporting). (13) Displays total number of dictations & total accumulative time of those dictations for that user. Typist Transcription Job Area Allows the typist to find and sort dictations

Typist Opening a Job for Transcription To open a job for transcription, click the (1) In icon in the transcription navigation area. Right click the highlighted job and (3) select Transcribe. Alternatively you may click and drag the dictation job to the (4) tape player. The dictation may now be transcribed using the foot pedal or the on-screen (5) playback icons A list of dictations will be displayed in the job list area. Select the dictation you wish to open (2) the current selection will be highlighted in blue. 5 5

Note: Typically, a template would be assigned to each of the work typed – for example, the Sales Lead template displayed above. If the author attaches a template, then when the typist selects that specific job, a document template would appear on the screen. The dictation will play in the background. If no template was assigned to a dictation by the author, the typist must open an MS Word or Word Perfect document. Note: Typically, a template would be assigned to each of the work typed – for example, the Sales Lead template displayed above. If the author attaches a template, then when the typist selects that specific job, a document template would appear on the screen. The dictation will play in the background. If no template was assigned to a dictation by the author, the typist must open an MS Word or Word Perfect document. (Corporate Work Type letterhead sample) Typist

Completing a Transcription Job Using your mouse, right click the (1) player (the window below appears): From the drop box, select (2) Complete. The current dictation will indicate (3)Complete 2 1 3

Typist Extended Transcription Features Assigning a Job Associate allows any dictation to be re-assigned to another department, or private typist: 1. Open the in-basket. 2. Select the dictation from the list which needs re-assignment. 3. Right-click on that dictation, and the popup menu will appear (see left). 4. Select the Assign To... option from the menu and a listing of department will appear. 5. Select (1) the department that the dictation is being assigned. 6. Press (2) OK. The dictation will then be sent to the selected department and the removed the in basket. 1 2

Extended Transcription Features Typist Adding a comment Comments may be attached to any job. Comments are viewable by the author and by the administrator on either their desktop or their mobile device. You may add as many comments as needed. Comments are used to communicate pertinent information between the typist and author. For example, if a FAX is sent requesting information from a supplier, the typist may add this comment to the job so the author can see that this request was performed. To display all comments for a job, select the Display All Comments option on the popup menu. To add a comment to a job: 1. Right-click on a dictation, and the popup menu will appear (see left). 2. Select the Add a Comment option from the menu. 3. The Enter Comment box appears. Add a comment up to a maximum of 256 characters. 4. Press OK. The comment is added to the job.

Typist Extended Transcription Features Declining a transcription job Using your mouse right click the (1) tape player. From the drop box, select (2) Decline You will then be presented with the Enter a Reason box. Select a default reason from the (3) drop down box or type in your own reason. This dictation returns to the pool as pending status. The (4) Comments column is updated

Typist Placing a transcription job on hold Extended Transcription Features Using your mouse, right click the (1) tape player window. From the drop box select (2) Place on hold. This dictation changes to On Hold status and is displayed in (4) Comments column. Any dictation placed on hold is not available to other typists. It remains on hold until work is resumed or until the `due date’ is exceeded; where upon it is returned to the pending stage You will then be presented with the Enter a Reason box. Select a default reason from the (3) drop down box or type in your own reason.

Typist Extended Transcription Features Resuming a transcription job To reopen an On Hold job, click the On Hold icon in the transcription navigation area. A list of transcription jobs on hold will be displayed in the job list area. Select the dictation job you wish to open (1), highlighted in blue Right click the highlighted job and select (2) Transcribe. Alternatively, you may click and hold the left mouse button and drag the dictation job to the player area. The dictation job is ready for transcription using foot pedals or the on screen icons. 1 2

Typist Extended Transcription Features Re-opening a completed transcription job From time to time you may wish to re-open a transcription job after it has been remitted back to the author but prior to sign off. Completed transcription jobs are displayed in the job list area. Select the dictation job you wish to re-open, the current selection will be (1), highlighted in blue. Right click the highlighted job and select (2) Transcribe. Alternatively, click and hold the left mouse button and drag the dictation job to the transcription player area. 1 2 go to next page...

Typist The dictation job is ready for transcription using foot pedals or the on screen icons. (3) Enter a reason for re-opening the completed dictation job. Select a default reason from the drop down box or type in your own reason. 3

Typist