User Manual
Contents
1. Configuration To view edit the configuration for a particular author profile Step 1 Click the arrow on the Select an Author Profile drop down menu Select the profile you wish to view That profile s configuration is now displayed Step 2 Make any needed configuration changes Step 3 Press the Update button Page 11 Authors Select an Author Profile 125 Smith 7 Add Delete ES KeyMap Audio Levels Prompt Me For a 1 Greeting You can choose from 3 options Personal General and None Personal requires that a custom greeting be created otherwise it reverts to None General simply says Welcome to Voice Solutions see Authors Creating Greeting Prompts 2 Keymap You can choose from any of the nine available keymaps 3 Department The number in the box determines what the default department number will be This can be any number between 1 99 If the box is checked it will prompt the user to enter a department number at the start of each dictation If unchecked the user cannot change the default department number 4 Worktype The number in the box determines what the default worktype number will be This can be any number between 0 99 If the box is checked it will prompt the user to enter a worktype at the start of each dictation If unchecked the user cannot change the default worktype 5 Subject The selection in the drop down box determines what ty2. Page 6 The Recorder runs as a Service To insure the recorder will re start automatically if the computer ever reboots after a power outage the recorder software run as a service Information about the service is shown below Step 1 Right click My Computer gt Manage This will open the computer management screen Step 2 Expand the Services and Applications column Click Services E KZ Services and Applications 884 COM System Application Manages the configuration and track Started Automatic Services Sa Computer Browser Maintains an updated list of compute Started Automatic z WMI Control Sa Cryptographic Services Provides three management services Started Automatic EID Indasing Service EE ee GEET Sy DCOM Server Process Launcher Provides launch Functionality for DCO Started Automatic Step 3 In the list of services in the right pane double click CVRS Recorder Step 4 Under the General tab you can Start or Stop the service CVRS Recorder Properties Local Computer General Log On Recovery Dependencies Service name CVRSRecorder Display name CYRS Recorder Description CVRS Recorder Service Path to executable C Program Files HTH cvrsrecorder exe Startup type Automatic Service status Started Start Pause Resume ou can specify the start parameters that apply when you start the service from here Start parameter Page 7 The Activity screen is the
3. 14 Talkoff Suppression TOS Talkoff is when an author s voice sounds like a touch tone digit and causes the system to stop recording or do and unwanted function By Checking TOS it will restrict the valid touch tone digits that can stop the recording and or cause an unwanted function Only use when necessary 15 Alternate File Path If the box is checked all of that user s dictation will be saved to the path entered This can be a local directory or a network share If unchecked the dictation destination configured under the Configuration tab applies to that author profile See Configuration Files Path To duplicate an author profile s configuration Step 1 Click the arrow on the Select an Author Profile drop down menu Select the profile you wish to duplicate That profile s configuration is now displayed Step 2 Press the Copy button Step 3 Click the arrow on the Select an Author Profile drop down menu Select the profile you wish to duplicate the configuration to Step 4 Press the Paste button Page 13 To create a new author profile Step 1 Press the button The screen below appears Authors _ The list of Users below may be used as a reference for creating a unique Userld and ___Usemame for your new user 1 LanierModel 12 DictaphoneModel 116 Drwinner 2 DrJones 3 DrSmith Step 2 Enter a unique UserID This can be any number from 1 999999 Step 3 Enter a unique Name This can be
4. 1 1 4 00 00 20 00 00 16 00 00 16 00 00 16 00 00 20 AA AEN 6411 2009 6411 2009 6411 2009 6411 2009 6411 2009 6 1 2009 CMA OO 13 56 27 20l 13 56 59 20 13 57 54 20l 13 57 54 13 57 54 201 14 33 08 AAA el DI Page 9 To create a list of dictation Step 1 Using the Author ID WT and Dept fields you can create a custom job criteria filter You may set specific criteria in each field or leave them all blank to view all jobs Step 2 Press the Refresh Document List text in the menubar You must hit this to create a new job list based on any new filter criteria you select Note Jobs in red text are priority jobs in black text are not Filter criteria Author ID This is the user ID for an author profile This will only list jobs that match the author ID you provide WT This stands for worktype This will only list jobs that match the worktype you provide Dept This stands for department This will only list jobs that match the department you provide Job Count This is how many jobs or dictations there are in the list you created Dictation demographics There are a total of 13 different columns of demographic data available for a dictation Typically only the first 11 are visible To view the additional columns use the scroll bar or enlarge the window FileName The name of the dictation file including its extension A
5. any combination of alphanumerics up to 15 characters long Step 4 If you would like your new profile to have the same configuration as a previous profile select it from the Model drop down box If you want your new profile to be created with a blank configuration then leave the field blank Step 5 Press the Add button HINT Use the list of users on the left to see what user IDs and names have already been created This will assist you in creating a unique ID and name for your new profile To delete an author profile Step 1 Click the arrow on the Select an Author Profile drop down menu Select the profile you wish to delete That profile s configuration is now displayed Step 2 Press the button Page 14 Creating Greeting Prompts This is a great feature that lets the author know he she has entered the correct User ID Number Usually you will record a greeting prompt saying the following Thank you Dr Jones or Thank you Joe or their last name To create a new personal greeting prompt Step 1 Call the Start Stop Call in Recorder just like you would to dictate Step 2 At the Please enter user ID prompt enter 990 You will hear Welcome system administrator Step 3 Enter the user ID of the author profile you wish to create a custom greeting for followed by the pound key Step 4 Follow the prompts and press 2 to record your custom greeting Press 33 when finished Step 5 To accept y
6. you know the User Name and Password of the PC you are using Pentium 4 or AMD equivalent 512MB RAM 200MB Hard Drive space to store dictation 500MB recommended 15MB for application itself 1 USB port 1 0 or higher CD ROM drive to run the installer Internet access to activate Start Stop Call in Recorder Windows XP or Vista This is only needed if the program is configured to store the dictation files on the local computer or has the backup feature enabled The minimum of 200 MB is determined by a user averaging 30 minutes of dictation a day with a retention period of 14 days A higher retention period or more than 30 minutes a day would require more than the minimum stated here You need 480K for every minute of dictation stored Page 2 This will walk you through the installation process The directions at the end are for telephony lines For installation issues see Troubleshooting Software Installer Step 1 Insert the CD This will begin the setup Step 2 Accept the software agreement Now select which model of the Start Stop Call in Recorder you have 2 or 4 ports Enter The Administrative Userid Enter The Administrative Password Step 3 Enter the serial number This is on the bottom of the voice card and is the last 5 numeric digits e g the sticker might read SHT 2B USB G0012345 with 12345 being the serial number Step 4 Enter a Windows administrative userna
7. Start Stop Call in Recorder User Guide Jude e UE e D 2 CNR DE sien tia sen dassrtcipeascec dap ecenadeneniadenscancanndesidap aren ucsateeaeidanavente 2 VS Ged GN ON ME 3 Starting and Stopping the ReECOrdel ccccccceeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeseeeeenaeeees 6 The Recorder Service Information cccccccccccccecceeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeenens 7 ACUI ee neers a oen ane acme ny en DE aE aren rar ea ene are o nee wADR ree nent sat manners 8 PUN occ ceca cere cded E E E E E E E E E 11 Setup CoOntgurati M e smena ea a a E e EE EERE 16 ED 18 rette 19 A dio dn E 20 TOUS SING OU NING BE 21 Page 1 How does the Start Stop Call in Recorder work specifically Up to four telephone DID lines plug into the external voice card with a USB cable connecting to the desired host PC The software is loaded and after a few brief configuration settings are made the user may begin dictating from any landline or mobile phone Direct wired telephony stations may also be used As the user dictates the data is written to the host PC Afterward the file will automatically be sent to the directory you have designated What you will need to know before installation gt Which computer will you run the Start Stop Call in Recorder on See System Requirements gt Will this computer be near the necessary wiring gt Will you be exporting the dictation If so is this computer on the network gt Make sure
8. application s default screen It allows you to view the status of all your channels and disconnect a user if desired In addition you may view a list of dictation using a variety of filter criteria and listen to any of those dictations as well Channels as Start Stop Call In Recorder fm Activity Channel Status Path to files FileName Author 34_Joev _15 wav Joey 35_Joew _15 wav Joe 26 Dn dnner 16 wu DrvVinner A0 DrJonez 23 wavy DrvVinner 42 DrJones_22 wavy DrVinner 39_DrvVinner_16 w DrVinner AA Pree Ble I EET TT FAN Sam lt HU UserName Pri No No No No No Yes To disconnect a user and idle a channel UserID Worktype Subject VV 12345 25896 123456 123456 123456 8g An Step 1 Right click the channel you wish to idle Step 2 Confirm you wish to place the channel on hook CAHTH Files 1 1 1 1 1 ElapseTime Author ID WT Dept 9 Im D Length 00 00 29 00 00 20 00 00 16 00 00 16 00 00 16 00 00 20 AOA AuthDate 6411 2009 6 11 2009 61 2009 61 2009 6411 2009 61 2009 CP AO Job Count Kees AuthTime 13 56 27 13 56 59 13 57 54 13 57 54 13 57 54 14 33 08 AAA sel 201 201 201 201 EU aw AE WARNING If you idle a channel with a user logged on that user s dictation will be However if you have noticed that a user has been logged on for a very long time chances are that the phone line did not disconnect proper
9. e 20 Problem The green light on the voice card does not come on after the software and driver installation Solution 1 If you have not done so already reboot your PC 2 Did the voice cards drivers install correctly If not try repeating the installation steps on connecting and installing the drivers Is the voice card even being noticed by Windows If not try a different USB port Problem The green light on the voice card is not blinking but is on Solution 1 The Recorder service is not running See the Starting amp Stopping the Recorder section on how to start the service 2 An incorrect serial number entered during installation will produce this error To verify it is not a serial typo uninstall and reinstall Start Stop Call in Recorder Carefully verify you type the serial number correctly Your Troubleshooting Notes go below Page 21
10. elephony dictate stations Step 2 Press the Update button To restore a keymap s default settings Step 1 Press the Default button WARNING This will remove all changes you have made to that particular keymap Page 18 You can enable a backup of all dictation and customize the settings in the Backup screen Start Stop Call In Recorder x V Enable Automatic Files Backup Backup Files Path Where would you like to backup your recorded files Ic Program Files HTH Backup E Purge Period Delete files from the Backup folder after they have aged for 2 days eUpdates Purge on Note This creates an additional copy of the dictation files produced The backup copy wll be stored at the designated path until the Purge Period has been reached In the event that the designated path is inaccessible the files will be copied to the default path C Program Files Dictation B ackup Configuration Enable Automatic Files Backup If checked this will turn the automatic backup feature on In addition to sending dictation to the destination path you have designated it will create an additional backup copy Backup Files Path This is the path where the dictation backup will be stored It may be a local directory IP address mapped drive removable drive or other media By default the path is C Program Files Start Stop Call in Recorder Backup HINT It is recommended that the backup feature always be enabled Th
11. ervice is running for more on this Windows service see Starting amp Stopping the Recorder Step 11 Only one port will be active until the Start Stop Call in Recorder has verified the serial number provided is valid If the internet is currently not available on the computer connect it to the internet and launch the Start Stop Recorder Monitor If the serial is valid all remaining ports will be activated Hardware Setup Step 1 Plug your telephone line s into the appropriate jack on the voice card Below is a picture of the back of a 2 port voice card Note that Line 1 Port 1 Line 2 Port 2 etc Setup is complete Channel Port 2 Channel Port 1 Page 5 Start Stop Call in Recorder operates as a Windows service Although you can launch the program s interface the Start Stop Recorder Monitor icon on your desktop it is not necessary Users can log on and dictate without the interface running There are two ways however you can start or stop the service Should you want to only disconnect a user and idle a channel then see Activity Channels Interface Step 1 Launch the Start Stop Call in Recorder Monitor from your desktop Step 2 On the right hand corner of the menu bar is the Recorder s status It will say Recorder Running if it is running and Recorder STOPPED if it has been stopped Click the text It will prompt you to start stop the Recorder ax Start Stop Call In Recorder Joe Step 3 Click OK
12. estination System ID The System ID is a number which acts as a unique identifier for the origin of a dictation Any dictation created from the Start Stop Call in Recorder will have this System ID This is beneficial if you have other products which have there own unique System IDs because it will allow the typist to see which dictations originated from the Start Stop Call in Recorder Any number up to four digits may be used Page 16 Channel Configuration as Start Stop Call In Recorder JOE Files Path Where would you like your recorded files to be stored E System ID Ic SHTH Files i000 Advanced Channel Settings Updates 1 Loop Ring Set to Ring if a telephone or DID line is connected to that channel Set to Loop only if a direct wired telephony station is connected to that channel 2 Play Volume This determines the playback volume on that channel 3 is the quietest and 3 the loudest This is cumulative with the setting for each user s profile under Author Profile e g If the Play Volume for Channel 1 is 3 and the Play Volume for the author profile is 3 the result will be 0 3 Record Gain This determines the record volume on that channel 3 is the quietest and 3 the loudest This is cumulative with the setting for each user s profile under Author Profile e g If the Record Gain for Channel 1 is 3 and the Record Gain for the author profile is 3 the result will be 0 4 Max Record This determines t
13. he maximum length in minutes the channel will remain in Record mode without any digits being pressed before automatically going into Stop mode 5 Max Silence This determines the maximum length in seconds the channel will remain in Record mode with silence on the line before automatically going into Stop mode 6 Max Stop This determines the maximum length in minutes the channel will remain in Stop mode before automatically disconnecting the user 7 Auto Log If a user ID is entered here that ID will automatically be logged on when that particular channel is accessed Page 17 The Keymaps screen is very simple You have a total of nine different keymaps which can be assigned to an author profile Seven of those keymaps are preconfigured with the last two blank available as custom keymaps A keymap determines which action a certain digit translates to e g 2 Record in the Voice Solutions keymap Any of the digits in the preconfigured keymaps may be changed However it is recommended that you use one of the blank custom keymaps if that is necessary an Start Stop Call In Recorder Woe Dictaphone Record Ro p Play k k NextJob k Fo Skip Beg Fb Stop ft a Rewind fF b Priority k CG Skip End fa Rev Play b Res F Fwd ja Hangup js IT To edit a keymap Step 1 Make any changes necessary Many functions have two boxes allowing two different digits to be used The second box is typically only used with t
14. is is especially true if you have a mapped drive or network share as the dictation s destination Although rare files can sometimes be lost when copying if network issues arise Ideally the backup destination should be a computer which receives a daily tape or other media backup Purge Period This is the number of days the backup copy will be stored before deletion The default is 30 days Page 19 All dictation files are created in a wave file format with demographic information embedded into the file s header Below are some details about the file format Start Stop Call in Recorder uses Encoding Compression Extension Wave 8 bit 16k 480K per min 28 8MB per 1 hour wav Each dictation created has a unique filename that contains basic demographic information Below is a table describing what each part represents 21_Smith_125 wav 21 This number goes up sequentially up to 6 digits long with each new dictation Smith Author s name 125 Author ID up to 6 digits long wav Wave format extension Software Versions Version The current version of software you are runnings can be found under Menu gt Help Monitor Ver This is the version of the Start Stop Call in Recorder interface you are currently using Recorder Ver This is the version of the Recorder system service you are running Scripts Ver This is the version of the programming scripts you are running Pag
15. ly In this case it is necessary to Idle the channel manually stopped and cut off at that point Page 8 Channel information Channel The channel port number Status There are different 7 statuses Idle Channel is enabled but has no users currently logged on Script Terminated Record In Play Stop Rewind Fast Forward The channel has been disabled or the Recorder service has been stopped The user is in Record mode The user is in Play mode The user is in Stop mode The user is rewinding The user is fast forwarding User Name The name as set up in their author profile of the user currently logged onto that channel User ID The ID as set up in their author profile of the user currently logged onto that channel Worktype The worktype of that dictation Elapse Time The time elapsed since the command was received or since the channel went Idle Document List Activity Path to files FileName Channel Status J C HTH Files 34_JoevV_15 way 35_Joev _15 wavy 36_DrvVinner_16 40_DrJones_22 wav 42 DrJones_22 wav 39_DrvVinner_16 W AA Pre thle A UserName User Worktype ElapseTime AuthorID WT Dept Job Count 5 C D Pri Subject Ww D Length AuthDate AuthTime Sie Author Joe No Joe No DrvVinner No DrvVinner No 123456 DrvVinner No 123456 DrvVinner Yes 567 ems DAA Em m we Ass rot 12345 25896 1 00 00 29 1 123456
16. me and password This can be the local account you are logged into if it has administrative rights on the computer or another user account Click Next Note If you don t know the administrative username and password this information can be entered after the installation is finished Page 3 Step 5 The installer will begin copying files If you are running the setup on a Microsoft Windows Vista computer you may receive a prompt like the one below Always click Install this driver software anyway The progress bar will stop for a while about through the installation This is normal 3 Vinson arty a amp Windows can t verify the publisher of this driver software gt Don t install this driver software You should check your manufacturer s website for updated driver software for your device tal WS UIIVEI SC ica va Only install driver software obtained from your manufacturer s website or disc Unsigned software from other sources may harm your computer or steal information vy See details Step 6 The installer will finish and inform you to install the USB drivers and then reboot your computer Plug the voice card into the USB port you intend to use on your computer Note If you plug the voice card into another USB port in the future you may have to repeat steps 8 11 Windows loads USB drivers on a per port basis Step 7 The computer will tell you it has found new hardware The Found New Hardware Wizard will appea
17. our personal greeting press You may also review it by pressing 3 or re record it by pressing 2 Hang up when finished To edit a personal greeting prompt Step 1 Call the Start Stop Call in Recorder just like you would to dictate Step 2 At the Please enter user ID prompt enter 990 You will hear Welcome system administrator Step 3 Enter the user ID of the author profile you wish to edit followed by the pound key Step 4 Follow the prompts and press 2 to record your custom greeting Press 33 when finished Step 5 To accept your personal greeting press You may also review it by pressing 3 or rerecord it by pressing 2 Hang up when finished Page 15 The Configuration screen provides access to all major system settings Here you set the location the dictation will be stored as well as customize each channel Start Stop Call In Recorder Files Path Where would you like your recorded files to be stored System ID Ic SHTH Files 1000 Advanced Channel Settings Updates To edit a setting Step 1 Make any changes necessary Step 2 Press the Update button Files Path This determines where your dictation is stored or copied to after being dictated The default path is C HTH Files The path can be a local directory network share mapped drive or external media For network shares you may use the UNC or IP if static Click the button beside the the box to browse for your d
18. pe of subject prompt will play If the box is checked it will prompt the user to enter a subject number at the start of each dictation Here are the following selections and what prompt they produce Subject Prompts EsBarcode Scan the barcode EsBirthdate Enter the patient s birth date followed by the pound key EsClient Enter the case or client number followed by the pound key EsExam Enter the exam number followed by the pound key EsPatAcct Enter patient account number EsPatient Enter the patient ID number followed by the pound key EsPatSSN Enter the patient s social security number followed by the pound key EsPatVisit Enter the patient s visit number followed by the pound key EsScan Scan EsSubject Enter subject number followed by the pound key Page 12 6 Record Gain This determines the level at which audio is recorded with this profile 4 represents the quietest setting and 3 the loudest Adjusting the gain is a good way of compensating for exceptionally loud or soft speakers as well as dictation method cellphone landline This is cumulative with the setting for each channel under Configuration e g If the Record Gain for channel 1 is 3 and the Record Gain for the author profile is 3 the result will be O if dictated on that channel 7 Play Volume This determines the level at which audio is played back when reviewing 4 represents the quietest setting and 3 the loudest This is c
19. r below Choose No not this time and click Next Found New Hardware Wizard Welcome to the Found New Hardware Wizard Windows will search for current and updated software by looking on your computer on the hardware installation CD or on the Windows Update Web site with your permission Rea acy policy d our priv ac Can Windows connect to Windows Update to search for software O Yes this time only Yes now and every time connect a device O No not this time Click Next to continue Page 4 Step 8 Choose Install the software automatically Recommended and click Next Windows will install the drivers Click Finished when done The drivers should now load successfully Found New Hardware Wizard This wizard helps you install software for ShdUsb IO Controller Ge If your hardware came with an installation CD or floppy disk insert it now What do you want the wizard to do Install the software automatically Recommended O Install from a list or specific location Advanced Click Next to continue Cancel Step 10 You should now have a green light on the telephony card Leaving the voice card plugged in reboot the computer If the light is not green see Troubleshooting Step 11 Once Windows has loaded the voice card s green light should be blinking if the light is not blinking see Troubleshooting This means the Recorder s
20. umulative with the setting for each channel under Configuration e g If the Play Volume for Channel 1 is 3 and the Play Volume for the author profile is 3 the result will be O if dictated on that channel 8 Prompt Volume This determines the level at which the prompts are played 4 represents the quietest setting and 3 the loudest 9 Rev Play Increment This determines how far the dictation will automatically rewind when the user presses Play This is also Known as auto backspace The number can be from 1 999 and is multiplied by 1 10 of a second Ex 10 1 second 25 2 5 seconds 10 Rwd amp F Fwd Increment This determines in seconds how far the dictation will rewind or fast forward with each beep The number can be from 1 99 11 Auto Record If the box is checked the user will automatically go into record mode at the beginning of a new dictation without pressing any digits If unchecked the user will have to press the record digit at the start of each new dictation 12 Ready Prompt If the box is checked the user will simply hear a Ready prompt when starting a new dictation If unchecked the user will hear the standard Press 2 to begin dictating prompt 13 Stop Tone If the box is checked the user will hear a soft beep when in stop mode This reassures the user that he has not been disconnected and reminds him that he is currently not recording If unchecked the user will hear nothing when in stop mode
21. uthor The name as set up in their author profile of the user who created the dictation ID The ID as set up in their author profile of the user who created the dictation Pri Priority Y yes it is prioritized N no Subject The dictation s subject WwW Worktype The dictation s worktype D Department The dictation s department Length The length of the dictation hours minutes seconds AuthDate The date the dictation was dictated AuthTime The time of day 24h m sec the dictation was dictated SysID System ID The System ID you have under Configuration will determine this SessionEvents The digits received in the order it was received for that particular dictation Page 10 All author profiles are managed from the Authors screen An author profile is a user ID used to log into the Start Stop Call in Recorder and dictate Each author profile can be customized to suit the needs of that particular user An unlimited number of profiles may be created Start Stop Call In Recorder Select an Author Profile 22 Drones D Add Delete ES Greeting Personal DI KeyMap 2 Dictaphone D Prompt Me For Audio levek La sl sec Rev Play Increment Department fi RecordGain fp E Rwd and F Fwd Increment M Worktype fi Play Volume jo 24 M AutoRec a m AeadiPiompt Subject EsSubjec v PromptVome P H E zen Tone 0am I Talkoff TOS Pastes C afilePath gt 3 GE
Download Pdf Manuals
Related Search