Associate Pro Desktop Typist Hosted Pro Hosted.… · • Microsoft Windows XP, Vista, or 7...

Associate® Pro Desktop Typist Hosted

Dictation Without Boundaries™

©2012 PortNexus Corporation. All rights reserved All other marks are property of their respected owners

Table of Contents

Item Page #

Requirements and User Experience 1

Loading RDS and establishing Desktop Icon 2

Login to Associate Pro Typist 6

The Typist Console 7

Transcription Play Area 8

Transcription Navigation Area 9

Transcription Job Area 10

Opening a Dictation and Correction 11

Correcting a Document 13

Correct Word 15

Finishing the Document 16

Placing a Job On-Hold 17

Declining a Job 18

Typist

©2010 PortNexus Corporation. All rights reserved

User Experience: What the Typist needs to do:

Load Associate and create a desktop icon

Three steps to completion

Step 1: Open a job

Step 2: There are two correction formats

A: Audio only

B: Follow audio recording with highlighted speech recognized text

B: Follow audio with speech non-highlighted speech recognized text

Step 3: Completing a job

Correct Word

Requirements and User Experience

B

C

A

Requirements for Desktop/Laptop/Tablet Application

• Microsoft Internet Explorer 7 or newer

• Microsoft Windows XP, Vista, or 7 (Windows Vista or XP must have the latest update of RDC installed)

Loading Associate® Typist and Creating Desktop Icon

In the IE Security window, select (1) Allow. Then, from the File Download window

select (2) Save. Save the file to your desktop. The (3) AssociateTypist icon

appears as on your desktop. Hereafter, use this to access Associate® Typist.

3

2 1

From the typist’s Remote Desktop Connection copy/paste the following URL into

your internet browser:

https://cloud1.mobileassociate.com/rdp/AssociateTypist.rdp


https://cloud1.mobileassociate.com/rdp/AssociateTypist.rdp

Launching Associate® Typist from the Desktop

Initial Setup

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The following process is performed only

once. Select the AssociateTypist icon on

your desktop. Once selected,

confirmation to the RDS is confirmed

when (1) RemoteApp window appears.

On the next window that appears, select

(2) Don’t ask me again... Then select (3)

Connect. When the Windows Security

window appears, type in the provided (4)

User ID, (5) Password and check the box

(6) Remember my credentials then (7)

OK. Hereafter, click the desktop

AssociateTypist icon to access Associate

Pro.

6

Author

7

2


Starting Associate:

To start the Associate® Typist module, select the (1) AssociateTypist icon

on your desktop or from the preferred link set by your system

administrator. The login screen will be displayed:

The typist is prompted to enter their User ID and Password.

Click Login to proceed.

Note: If you have not been assigned a User ID and Password, please contact your system administrator.

Associate® Hosted Desktop Typist

Author


1

Typist

The typist’s console is separated into three application areas:

(1) The transcription player area contains all the play functions for playback of an

Author’s dictation.

(2) The transcription navigation area allows viewing the various stages of the

dictations.

(3) The transcription job area displays all dictations available within the chosen

navigation area.

(4) The active control panel, used to play a dictation.

1

2

3

Typist Console

4


Typist

1. Volume control: To adjust the playback volume

of a dictation move the slider up to increase

volume and down to decrease.

2. Visual tape indicator window: A dictation is

active when a tape is seen inserted in the

player. The file name is displayed above the

player. The tape spins to indicate rewind, play

and fast forward.

3. Sound level meter which consists of three color

input levels; green, yellow & red. An ideal audio

input level is yellow.

4. Time-line slide indicator: Allows positioning to

an exact point of the dictation.

5. Rewind dictation button is used when not using

a foot control.

6. Play dictation button is used when not using foot

pedal.

7. Fast Forward dictation button is used when not

using a foot pedal.

Transcription Player Area

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12

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1

The Player Area contains all the dictation playback functions

8. Stop dictation button used when not using a foot

pedal.

9. Pause dictation button used for pausing a

dictation when not using a foot pedal.

10. Playback speed: When playing a dictation, the

playback speed can be adjusted by moving the

slider right to increase and left to decrease.

11. Settings: To set individual keyboard & playback

preferences.

12. Mobile: Used for uploading dictation from select

digital recording devices or USB/Mobile device.

11


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2

3

Typist

The transcription navigation area contains three portals. When selecting any of

these portals, the icon changes to green-yellow to show that it is now active. The

dictation job area will display a complete list of dictation jobs within that portal.

To refresh the dictation job area simply click on the icon again.

1) The In portal contains all the dictation jobs which have been submitted for

typing. The status any dictation will be one of the following :

a) Pending - Dictations have not yet been selected for transcription.

b) Overdue - Dictations that have missed the expected completion

date and time, and are still Pending.

c) Running – Dictation currently being transcribed.

2) The On Hold portal contains all dictations that have been placed on hold

by a typist for a stated reason and are listed with the status of Incomplete.

Dictations in this area are not available to other typists.

3) The Complete portal contains all dictations that have been completed and

sent back to the author.

4) The Speech To Text portal is used for installing a voice profile (voice

training) or converting a dictation to text that has been imported from a

digital recorder.

Transcription Navigation Area

4


1) Filter - The filter is used when trying to locate a

specific dictation or group of dictations. Job area

lists can be filtered by dictation date, priority, work

type, status, transcriber or a combination of each.

To select a filter click the drop down box beside the

specific filter; the job area list will be automatically

refreshed.

2) Totals - Displays the total number of dictations &

total accumulative time of those dictations for that

user.

3) Author – Lists the author of each dictation.

4) Created – Lists the date and time which each

dictation was received and posted to the job area.

5) Priority – Lists the priority of each dictation.

6) Due Date – The due date is calculated by the

system indicating when the dictation should be

completed.

7) Status – Lists the active status of each dictation: Pending - waiting for a typist.

Correction Pending – Voice recognized file

Overdue - missed expected turnaround time.

Running - currently being transcribed by a typist.

Typist Transcription Job Area

9 8 7 6 5 4 3

1 2

13 12 11

Incomplete – started, but placed On Hold.

On Hold – job was placed On Hold.

Complete - completed by a typist.

8) ID Number – A reference number assigned by

the author. Or, shows whether public or private.

9) Description – Information provided by the

author.

10) Work Type – Display the work type of a dictation

as chosen by the author.

11) Length – Indicates the lapse time of the

dictation.

12) Charge Code – A reference code assigned by

the author.

13) Comments – Displays the latest comment that

has been entered against the dictation by the

Author, transcriptionist or system.

Allows the typist to find and sort dictations

10

Typist Opening a Dictation Job

Right click the desired job; it will be highlight in blue (2). A pop up

window will appear showing available options. Select (3) Start

Correction.

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2

To open a dictation for transcription select (1) the Inbox. A list of

dictations will populate the dictation job area.

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The (1) Word editor will then appear with the voice recognized text, along with the

Active Control (2) window and the (3) Transcriber Correction menu. Alternatively,

double-click on a job or drag & drop the job to the tape player. Dictations may be

heard by using a foot pedal, the (4) play button in the active control panel,

customizable hot keys, or the play button as described on slide 8.

Opening a Dictation Job – page 2

3 4

Note: A template can be assigned to each of the work types by the author. When the typist chooses a dictation with an associated template, the template will appear in the Word editor.

Typist


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2

All other marks are property of their respected owners

Start Correction – Format A

1

Depending on the way the author created the voice file, there are two distinct

correction formats, A and B.

For Format A, place the blinking cursor at any word within the document and

press (1) Play in the Transcriber Correction window. The audio will play and

each word will be (2) highlighted as the recording is played. To stop the

playback, press the ESC button or right click your mouse. Correct the word

using the process described on slide 17. Press Play again to resume, or

reposition the cursor and press Play.

Typist


2

For format B, the audio playback is contolled by using a foot pedal, the (2) play

button in the active control panel, the customizable hot keys (see Settings tab) , or

the play button as described on slide 8.

Note: the (1) Play button in the Transcriber Correction window is greyed out

(meaning it is inoperative).

Start Correction – Format B

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1

Correct Word

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1

To correct words in the Word Editor,

highlight the phrase that contains the

word (1) you wish to correct, then

press the (2) Correct Word button.

Dragon’s Spelling Window appears (3).

Either select from a series of (4)

alternative text or manually type the

correction into the (5) dialogue box; the

correct phrase will insert to the (1)

Word editor. Press (6) OK when you

are finished.

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5

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6

Typist

©2010 PortNexus Corporation. All rights reserved All other marks are property of their respected owners

Saving the Document to PC

When correction is complete, highlight the entire document (1) and select either

(2) cut or (3) copy.

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2

1

Copy the entire text to a previously opened Word document on your local PC.

Save the document per your firm’s normal procedure.

Typist

Completing the Document

Once you have saved document, return to

the original Word editor in Associate, and

select (1) Finish Correction. The (2) “What

do you want to do” window appears and

select Complete the Job.

When the Associate (3) file directory

appears select (4) Cancel. The document

will be cleared and ready for the next job.

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4

Typist

A

A

B

3 2

1

Placing a Job On Hold

If a typist selects a transcription job but

decides to place it on hold, click on (B)

Place the Job On Hold then (1) OK. The

(2) Enter a Reason window appears.

Select a default reason from the (3) drop

down box or (4) type a new reason for

placing the job on hold then click (5) OK.

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5

The job is placed into the (6) On Hold bin. The Comments column is

updated with the given reason for placing the job on hold. Any

dictation placed on hold is not available to other typists in your

organization. It remains on hold until work is resumed or until the

due date is exceeded. If its due date is exceeded it returns to the

pending stage.

6

Typist


Declining a Dictation Job

To decline a job for any reason, select (C)

Decline the Job then (1) OK. You will be

prompted to confirm. Select (2) Yes.

Select a default reason from the (3) drop

down box or (4) type a new reason for

placing the job on hold, then (5) OK.

C

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The transcription job returns to the dictation job area with a status of (6)

Correction Pending. The (7) Comments column is updated with the reason for

declining the job. 7 6

Typist


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