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Digital Recorders & Transcription Kits
Testimonial
Agnes, an MOA for a very busy medical office, had this to say about switching from a traditional tape dictation system to a digital transcription solution:
"It's easier and quicker. The recordings are incredibly clear. There's no tapes to hunt for. Recently, a letter needed to be urgently transcribed from a dictation performed on a specific date. If we had the old system, I would be wasting time listening through multiple tapes searching for the one dictation. But with this system, I quickly listened to a few seconds of the individual possible digital recordings from that date, found the pertinent dictation and transcribed the letter very fast."
Recorders
Introduction
Digital voice recorders enable you to dictate correspondence, notes, memos and reports away from the computer at any time. When you return to the computer, simply download the digital files from the recorder directly to the PC (local or networked), and either the transcriptionist or Dragon NaturallySpeaking can then transcribe the dictation. Digital files can also be sent through the Internet (e-mail, FTP) and transcription performed once received.
Features and Benefits
Digital voice dictation is simple. Create a new file for each dictation. Each file is date and time stamped. Folders allow prioritization or organization. Each file is also given a unique number and identifier, preventing inadvertent overwriting or deletion -- especially useful in group scenarios.
There are no tapes to lose or break. Unlike analog tape recorder units, a digital recorder is not subject to the same wear and tear, which provides the user with virtually problem free usage. If the digital storage cards that come with the digital recorder do not provide sufficient recording time (usually 2 1/2 hours plus per card), additional or larger capacity cards are easily purchased.
Playback, rewind, and inserting dictation in the middle of a pre-recorded dictation are simple. The sound quality of digital voice recordings is immeasurably superior to tape analog systems.
Use with Dragon NaturallySpeaking
With Dragon NaturallySpeaking, you need not be present during its transcription of voice files. In fact, once your profile has been set up for use with a digital recorder, anyone can perform the transcription through Dragon NaturallySpeaking and make necessary edits and corrections.
The on board microphone input of the Olympus DS 4000 digital voice recorder is the highest quality of digital recorders presently available for speech-recognition. However, in a noisy environment, a quality microphone headset should be used.
New with version 8 of Dragon NaturallySpeaking, the Olympus digital voice recorder software provides an easy to use interface for transcribing voice recordings.
Transcription
Introduction
Digital transcription kits use a familiar foot pedal and headset combination so that a transcriptionist can transcribe in the traditional manner (keyboard typing) yet with numerous benefits from the accompanying software.
Many options are available to suit any office environment -- from single person practices to large offices with a staff specializing in many different fields.
From a simple to an elaborate solution, digital transcription has the flexibility to grow as the needs arise in any environment.
Features and Benefits
Digital transcription allows for controlled workflow management from the simple to the complex. Regardless of how many dictators or transcriptionists there are in an office, an effective solution can be set up that allows a dictator's dictation to flow directly to the intended recipient(s).
Send digital files either across the network, via e-mail, FTP transfer, or a combination thereof. Save digital files to the local hard drive, attach notes and then send as appropriate. The process can be automated, manual, or even a combination.
When reviewing analog audio tapes to locate a specific dictation, a tremendous amount of time is often wasted performing this task. On the other hand, a digital solution allows an easy review of the first several seconds of a series of files, enabling rapid location of the sought after file. Furthermore, because the digital voice files are date and time stamped, the dictations are much easier to preview.
Other advantages within the digital transcription software are the ability to modify the speed of playback, how far back a dictation will rewind when playback is resumed from a stopped position, and of course volume. Background noise can also be filtered out which is extremely effective when the dictator has been dictating in a noisy environment.
Add typewritten notes to dictations within a typing pool for further follow-up or continuance.
Services
Consultation and Customization
Speakeasy Solutions can provide consultation with respect to digital voice dictation implementation, workflow and other options suitable for your particular needs. Furthermore, customization can also be performed during implementation of the digital voice dictation solution including setting up networks, e-mail and so forth as it relates to the solution.
Installation and Set up
Speakeasy Solutions has considerable experience in a wide range of office environments for the implementation of a digital voice dictation solution. Installation and setup can be performed remotely, although anyone in the Vancouver area might wish in-house servicing. Regardless of how many users are involved, Speakeasy Solutions can offer their expertise to establish a seamless solution.
Value Added
When Speakeasy Solutions provides an Olympus Digital Voice Dictation Package (digital voice recorder, transcription kit, installation and training) you will receive:
- The option of custom programming of the digital voice recorder,
- 1 hour of free technical support (not including on site), and
- Patch and software update notification.
Considerations
Before the installation and setup process, you are urged to consider the following in order to assist in creating a solution that works best for your particular office.
Dictators and Transcriptionists
How many dictators and how many transcriptionists will be involved? Do you have a single transcriptionist per dictator, or a typing pool?
File Transfer Methods
Dictation files can be downloaded to a network server. This is most convenient for on-site transfers. However, transfer can also take place via e-mail and FTP. You may wish to also consider a combination if the dictator travels.
Work Type
Each file can be associated with a work type. This information is useful to a transcriptionist who may wish to use a different template based on a work type.
Folders
The Olympus DS 4000 digital voice recorders can be programmed with up to 7 folders for organizational purposes. Each folder can be downloaded to a different location which is useful for some typing pool scenarios. Additionally, some dictations may need to be downloaded and others need to be e-mailed or sent via FTP (and this can be accomplished by separating dictations in particular folders). This programming must be done prior to the shipping of the digital voice recorder. Therefore, please advise Speakeasy Solutions as to the number of folders you wish for each unit.
Products
Philips Digital Pocket Memo DPM 9600
The Philips Digital Pocket Memo 9600 series sets new standards in advanced functionality and style. Voice commands, on-board file encryption and password protection are but a few of the powerful features of the 9600. The ergonomic design lends itself to unparalleled user friendliness to create dictations, and the intuitive controls are easy to use. Coupled with SpeechExec Pro Dictate, the network-based dictation software and a docking station for uploading your files, the new 9600 is the ultimate in digital dictation.
Easy to experience
- Fast charging via USB keeps you productive
- New ergonomic design with large graphical LC display
- 4-position slide switch for single-handed operation
Designed around you
- Robust metal casing for extra durability
- Voice-activated recording mode for hands-free dictation
- Visual indicators for record status and record-level indicator
Advanced
- File encryption prevents unauthorized access
- DSS-Pro file encoding ensures crystal-clear recording quality
- Voice commands, indexing, password protection and one-touch key assignment for more recording efficiency
- 'Smart' buttons give you more intuitive menu choices
Advantages of Digital Dictation
Philips LAN Docking Station 9160
The innovative Philips LAN Docking Station adds an entirely new dimension to PC-free file transfer. It allows dictations to be transferred via LAN from the Digital Pocket Memo directly to the transcriptionist. Free of geographical constraint: dictations can be sent to any destination, whether to the room next door or anywhere in the world. There is no need to connect the docking station to a PC, no need for software, and only minimum user training is necessary. It can also be set up and maintained via remote configuration. Encryption and password protection on the Digital Pocket Memo ensure that dictations can be sent securely over the company network or the Internet.
Simplify the dictation workflow
- Upload the dictation files from your Digital Pocket Memo directly to the network, bypassing your PC or any other application.
- Reduce document turnaround time by transferring files directly to a transcriptionist.
Guaranteed high security
- Secure file transfer supported via SFTP
- Password protection for secure configuration access
- Theft protection with Kensington lock
Easy maintenance
- Platform independence enables easy configuration via a Web browser
- Centralized set-up and administration for multiple Docking Stations
- Minimum user training required
LAN Docking Station 9160 Specification Sheet
Philips Transcription Set 7277
SpeechExec Pro Transcription Set 7277 is a powerful and user-friendly digital transcription system that turns your computer into a highly sophisticated transcription machine. Providing a whole range of benefits to the busy transcriptionist, the software streamlines communications and allows you to organize recordings clearly and transparently. Together with a set of ergonomic accessories, SpeechExec Pro Transcription Set 7277 is the solution that sets the pace in today’s fast-moving business world.
Key benefits
- Visual workflow management enables priority documents to be transcribed in order of preference.
- Actual job information during transcription provides all relevant dictation data, such as length, author name, key words and priority status.
- Individual organization of workload with multiple sort/filter options.
- "New job" alarm for immediate transcription start.
- Foot Control can be used to operate transcription functions.
- Ergonomic earphones reduce physical stress.
- Excellent DSS sound quality.
- Automatic transfer of dictation files via network, e-mail and FTP.
- Speech Recognition-ready.
Package content
- SpeechExec Pro Transcribe Software
- Foot Control
- Earphones
- USB Software Dongle
- Installation Guide
PC requirements
- Minimum: Pentium II, 233 MHz and 512 MB RAM.
- Recommended: Pentium III, 500 MHz and 1 GB RAM.
- Min. hard disk capacity: 150 MB
- Control connection: self-powered USB port (for USB devices)
- Soundcard
Software requirements
- Microsoft Windows 2000 (SP4)
- Microsoft Windows XP (SP2)
For all listed operating systems, we recommend to apply the latest Service Pack available before installing SpeechExec.
Network requirements
- Recommended minium transfer rate for LAN: 100Mbit/s
Transcription Set 7277 Specification Sheet
Olympus DS 4000 Digital Voice Recorder
Olympus' most advanced professional digital recorder yet is slide switch operated for ease of use, stacked with premium features and enhanced DSS Player Pro Dictation software for outstanding performance, and designed - inside and out - to provide you with first class conveniences and all the accessories you need for an easy, flexible, and productive dictation lifestyle.
- Slide Switch Operation is quiet and easy to use, resulting in high performance, comfort, and increased productivity.
- Records in DSS (Digital Speech Standard) format, developed primarily to meet dictation and transcription needs.
- Record more than 11 hours of superb quality DSS audio with the included 32MB xD-Picture Card and up to 179 hours, 30 minutes with a 512MB card.
- Improved DSS Player Pro software provides automatic download and backup of recordings; automatic distribution of recordings via email or FTP to other users; direct recording onto your PC; managing and changing settings on your recorder; playing and editing of recordings on your PC; and automatic retrieval of typed documents and much more.
- Compact design and light metal finish combine for a recorder with a professional look and feel and large easy to read LCD with backlight
- Dual function cradle for recharging of Ni-MH battery pack and downloading data to a PC.
- Two programmable buttons, A and B, to implement functions per user dictation preferences.
- Choose between two combinations of recording modes, SP or LP, and recording sensitivity, Dictate or Conference, to suit your recording needs.
- Up to 10 users ID's and 10 Work Types can be programmed on the recorder to support user environment where recorders are exchanged amongst professionals
- Rechargeable Ni-MH battery pack for added convenience automatically charges when the recorder is placed in the cradle.
- The DS-4000 allows for easy editing of existing recordings by appending, overwriting, inserting, and erasing or partial-erase of recording.
- The DS-4000 recorder can categorically classify and store recording in any of the 7 different folders that can be programmed on the recorder. Each folder can store up to 199 messages per folder.
- The DSS Player Pro Dictation software supports encryption of dictations before sending as email attachments or via FTP.
- The DS-4000 supports and displays language in English, French, and German.
- Compatible with Dragon NaturallySpeaking.
Olympus AS 4000 Digital Transcription Kit
The AS-4000 combines with any professional digital voice recorder from Olympus to provide a complete, end-to-end business solution. Complete with footswitch, headset, and powerful software, the AS-4000 can easily be integrated into the workflow of any office system and significantly streamline data sharing and distribution of dictations between professionals, departments, and office locations. Special E-mail and FTP functions enable dictation files to be automatically routed to predetermined locations or addresses upon downloading.
- Included footswitch, headset and software module ensure maximum efficiency and accuracy during transcription.
- Automatically receives dictation files and sends transcribed document files by E-mail or FTP.
- Provides a visual or audible announcement every time a new dictation file arrives.
- Automatically starts word processing program when transcribing a dictation file.
- Manage DSS, WAV, WMA, and AIFF audio files.
- Supports playback channel selection for WMA Stereo files.
- Supports encryption and decryption of dictation files and document files sent over the Internet.
- Sorts received dictation files by sender based on profile rules.
- Manages and automatically associates the transcribed document files with the dictation files.
- Designed for use with all Olympus professional voice recorders.
- Integrates with Dragon NaturallySpeaking speech-recognition software.
Record a full month of sound by remote control. In addition to capturing stereo sound from meetings, interviews and other critical information expected of professional digital recorders, you can control recording and stop functions with the included remote control. The super-high-quality sound is great for meeting recording.
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