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.

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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.

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TypistTranscription Player Area

The player area contains all the dictation playback functions.

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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 havebeen submitted for typing but have not yet been completed. Dictations inthis area can be at one of following stages, listed as:.

(a) Pending - Pending dictations have not yet been selected fortranscription by a typist(b) Overdue - Overdue dictations have missed their expected typistturnaround 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.

Typist Transcription Job AreaAllows the typist to find and sort dictations

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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.

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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.

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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.

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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

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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.

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Extended Transcription FeaturesTypist

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 FeaturesDeclining 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.

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Placing a transcription job on holdExtended 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.

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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.

TypistExtended 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.

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TypistExtended 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.

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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.

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