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Status
of Work Tab The Status of Work tab is the screen that manages the workflow of the dictation and transcription files in ScriptWave. The tab is broken into to sections: the Work Status area and the Details area.
Work Status shows all Dictation files at the various stages of work.
In this example, there is a files marked as Received
from a physician, and 2 others have been Assigned
to typists.
The Dictation files continue to move
from Received to Assigned to Typed to Reviewed
to Completed. The Lead
Typist sees all work while physicians see only the files they have
submitted and typists see only files that they have been assigned.
The Details area shows
information about the file selected in the Work Status area.
Import, Transmit, Receive, Assign, Type, Review and Complete dates change
as work progresses.
For mp3 and wav files, ScriptWave can play the audio directly. If work is Priority (stat) this comment will appear. The Smart Icon will blink yellow. Deleting a
dictation file The Lead Typist can delete a Dictation
file from the system (for example, the physician sends the same dictation
file twice). Click on the
Trashcan
Assigning
a file to a typist
To move a dictation file from Received to Assigned, simply
select the name of the file under the Received category, then pull down
the list of Typists in the Assigned To list.
Select the typist you would like to do the work.
If
you assigned the work to another typist other than yourself, the
typist’s ScriptWave program will download the dictation file
automatically and give them an Alert that new work has arrived. Re-assigning
a file to a different typist A lead typist can re-assign a file from one typist to another as long as the file has not reached Typed status. To re-assign a file, simply change the Assigned To typist name from the current one to a new one.
NOTE: ScriptWave will notify the prior typist with a “Re-assigned” Alert for this file. Working
on a dictation file To work on a dictation file, a typist can have ScriptWave open the audio file automatically or the typist can use a media player program to play the audio file. To have ScriptWave call your media player program, first add the name of your media player in the Preferences Tab. Select the dictation file in the Work Status section that you will be working on. Then, select the player icon to have your media player open this dictation file. Note: if you do not see this icon, the settings on your Preferences Tab are not correct.
If you would like to open your
dictation file in your media player manually, use the open dialog on your
player to find the dictation file. All
ScriptWave dictation files are placed in the
C:\ScriptWave\MastDoc folder.
Attaching
completed transcription documents to a dictation file Once you have created all of the
documents required by the dictation file, the typist can attach the
documents to the dictation file for return to the physician’s office.
First, select the dictation file in ScriptWave so the Details area shows
the correct dictation file. Click
on the Diskette
In the selection window, highlight all documents that you would like to attach to the dictation and click on the Open button.
ScriptWave will now import all documents into the system and give them a name to match the Dictation file.
Giving new file
names to documents for the physician
Some
physicians prefer to use a naming convention different than the one
assigned by ScriptWave.
To override the ScriptWave name for the file, select the
Transcribed file name and type the override name in the Alt Name
field.
Note: The document files will appear in the physician and office administrator’s Receive Transcription Folder (see Preferences) with this new name. Internally, ScriptWave will continue to track the document by the generated name. Viewing
transcribed files
After selecting the dictation file in the Work Status area,
select the attached document in the transcribed files area.
Click on the open document
Deleting
a transcribed file
After selecting the dictation file in the Work Status area,
select the attached document in the transcribed files area.
Click on the delete attachment
The deletion command will not remove your transcribed file from your disk, it will only remove the ScriptWave copy. You will not lose the original document from the Attaching completed transcription documents step. ScriptWave will only manage internal documents and configuration and will not touch other files outside of the C:\ScriptWave folder. Completing
the transcription and sending it for review
Once all transcribed documents are attached to the
dictation, click on the Complete Dictation for Review
This will bring up the confirmation window:
By selecting Yes, the physician and office admin will be
notified that the files are typed and automatically fill in the Typed
Date.
NOTE: the physician will not be able to see the files until the lead typist marks the documents as Reviewed. Lead Typist: review all work
As assigned typists
complete documents, all work returns to the lead typist.
The lead typist reviews or proofreads documents.
The lead typist can open documents with the open document icon.
Lead
Typist returns all documents to the physician/office administrator
Once proofreading is
complete, the lead typist forwards the work to the physician and any
administrators who receive a copy of the work.
Click on the Send All Document(s) to the Physician icon.
Since
the work will be sent to the physician and marked as Reviewed, ScriptWave
will ask for confirmation:
After receiving the yes
answer, ScriptWave will send all documents to the secure site and mark the
dictation file as “Reviewed.”
Physician and Office Admin PCs will now download the documents
automatically.
The Physician’s office has received the work Once the physician’s office has received the work, the dictation file will appear as completed: 
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