Jo Bee Company

The AS-5000 combines with the DS-5000 digital voice recorder or other professional digital voice recorder from Olympus to provide a complete, end-to-end business solution. Complete with footswitch, headset, and powerful software, the AS-5000 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 email and FTP functions enable dictation files to be automatically routed to predetermined locations or addresses upon downloading. Citrix and Terminal Service are fully supported. The new features, such as Audio capture function and automatic software upgrade via internet, in the new DSS Player Pro Release 5 improves the usability of the software.

Some of the features and benefits

• Plays DSS, DSS Pro, WMA, MP3 and WAV/AIFF audio formats in the background when another application is running, such as a word processor.
• Enables foot switch control of the playback process.
• Transcription can be done by combining the playback sound with the adjustable playback speed, tone control, and noise cancellation. (*)
• Receives dictation files and sends created document files by email or FTP.(**)
• Expand FTP support to include Passive mode and SSL.(**)
• Sorts received dictation files by sender, and automatically sends created document files.(**)
• Manages created document files in association with dictation files.(**)
• Voice recognition of dictation files is possible with the Dragon Naturally Speaking 8.0 and later.(**)
• Supports Citrix and Terminal Service.(**)
• Search filter to the List View pane columns.(**)
• Audio capture function for the line-in recording.(**)
• Automatic software update through Internet.(**)
• Background dictation notification support.(**)
• Two modes/views of operation for Transcribe bar.(**)
• Transcribing time left indicator instead of time commenced.(**)

(*) It is not possible to playback while setting the playback speed and noise cancellation simultaneously with the Macintosh version.
(**) Windows only.

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PROBLEM
Already an established user of desktop tape-based dictation products,  Swindells & Gentry were becoming concerned about costs associated with keeping the ageing equipment serviceable and the lack of a digital compatible system to maintain their commitment to technologicala dvances.
OBJECTIVE
Faced with the need to replace existing systems,  Swindells and Gentry wanted a solution that would stand the test of time and be fully upgradeable.
APPROACH
After discussing the situation,  Philips’ professional dictation supplier,  Newman Business Solutions,  advised that the best solution was to go digital.  An initial demonstration of Philips SpeechMike™ Executive Dictation and Transcription system was well received,  eliminating any concerns and helped staff to understand the considerable productivity gains available and how simple the system was to use. Swindells & Gentry is an established firm of Chartered Accountants with clients in East Sussex and beyond.  The practice has enjoyed a strong reputation since its foundation in 1925,  and is a member of the UK200 Group,  a
professional association that supports its members with the very latest expertise and technology.  The practice has two offices in Uckfield and Seaford.
KEY ISSUES
<     How to reduce running costs of dictation equipment and improve reliability?

<     How to improve work distribution?

<     How to provide the process for balancing work priorities?

<     How to create a reliable and future-proof solution?

Such was the positive response that Swindells and Gentry set about installing SeechMike™ Executive dictation for its 12 authors and transcription equipment for its four support staff.  The complete digital dictation system was installed and ready to use in just a morning.  The digital dictation system now allows all authors’ recordings to be stored in a central pool,  accessible by both authors and transcriptionists at any time,  with each recording given a priority.  This has introduced a degree of flexibility,  allowing support staff to manage and balance the practice’s workload.  Whilst a single support person is generally assigned to certain ccountants,  if there is a lot of high priority work to be done,  other support staff can be called upon to assist.  This arrangement also works well for holiday and sickness cover.  To offer additional flexibility for accountants who might need to work off-site during an audit or outside of office hours,  Swindells and Gentry has also introduced a pool of Philips Digital Pocket Memo®.  Using the Philips DPM’s download feature,  the author can send any recordings and priority information to the transcription pool.  Here it will be seen amongst all the other recordings and processed accordingly.
CONCLUSION

Implementing digital dictation within the organisation has seen the end of tape-based working at Swindells and Gentry,  bringing the added benefits of clear recording and flexibility to balance their workloads.  The new digital system is proving to be such a success that it is now being considered at Swindells and Gentry’s  Seaford office, allowing them to work with a totally integrated office dictation environment across the whole practice. “We now have a system that we can use on a proactive basis.  In the past,  you would send a tape and wait for the letter to be returned before amending it.  That doesn’t happen now,  you’re changing documents in real-time;  I use that facility a lot and like the flexibility and time savings that it affords”,  commented Chris Bendall,  Audit and Corporate Accounts Manager ,  Swindells and Gentry.

RESULTS
After some initial hesitancy from the support staff regarding the changes in their working practice,  The introduction of the digital system has been
received extremely positively. Support staff especially liked the improved sound quality of recordings.  Swindells & Gentry’s support staff have now become more proactive in the way they work.  All staff can now see the entire transcription pool along with priorities.  Even if a piece of dictation is not from one of their assigned authors,  they can check to see how urgent the correspondence is,  and type it if required. Authors can also amend correspondence right up to the minute that it is typed,  by editing the recording,  changing,  deleting and adding new information as they interact with their clients,  thereby reducing the need for multiple letters to be sent.  A unique benefit of the system is collaborative working,  whereby a number of accountants can contribute to a single dictation covering their specialist areas,  thereby adding their expertise in the appropriate section. The move to digital has created a flexible and continuous system for the typing of correspondence and reports alleviating the end of the day rush as authors deliver their work for transcription.  Using the new system has shortened the time it takes to produce a letter and has removed the need to circulate cassettes
between authors and support staff. The benefits of the digital system,  and the time and efficiency gains achieved,  far out-weigh the costs of
implementation.  The addition of the Philips Digital Pocket Memo® as a mobile device,  has given a greater flexibility to the Swindells and Gentry workforce allowing them to choose when and how they work.

KEY ISSUES

<     How to reduce running costs of dictation equipment and improve reliability?

<     How to optimise existing resources?

<     How to integrate with document  management system?

<     How to provide process for balancing  work priorities?

PROBLEM

With dictation already prescribed as the most cost effective and efficient way for fee earners to communicate instructions to support staff and for generating documents,  calfordseaden was finding that its existing equipment was reaching the end of its useful life.  Increasingly in need of repair,  breakdowns were not only inconvenient but also costly.

OBJECTIVE

With a strategy already in motion to create an end-to-end digital system for document creation,  distribution and archiving,  calfordseaden’s key objective was to secure a mobile dictation device that could be used to start the whole process.  It was recognised that the mobile devices could offer greater flexibility both in the office and out on site.
As an independent construction consultancy,  calfordseaden provides a wide range of services including building surveying,  quantity surveying,
architecture,  construction engineering and health and safety - with a view to offering an all encompassing multi-disciplinary approach to construction advice.  For larger projects,  this enables calfordseaden to bring lots of its expertise to bear,  which in turn creates a more cost effective service for its clients across local authorities,  housing associations and private Contractors.

Work can be routed from anywhere (including remote locations),  to a designated author’s support resource or any other member of staff as
appropriate.  Authors do not lose valuable time travelling to the offices to drop off tapes.  They can carry out a series of site visits and,  either
download recordings after each,  or when they return home.  This creates an extremely efficient system,  which has greatly increased the
turnaround of correspondence as well as balancing the workload placed on support staff, who now receive work throughout the day,  rather than on bulk at the end.   greatly increased the turnaround of correspondence as well as balancing the workload placed on support staff, who now receive work continuously throughout the day,  rather than on bulk at the end.

APPROACH

Always keen to keep abreast of the latest developments in dictation,  it was believed digital dictation was the right solution and Managing Partner ,  David Metcalf took it upon himself to be the “guinea pig” and to test a number of available systems.  Not being IT orientated David believed that if he could master digital dictation,  then so could the rest of the company.  Early system appraisals established the key requirements of the system, which were discussed with long-term supplier Transcribe Thames Group.  Working together with calfordseaden’s  six IT staff,  Transcribe Thames Group identified that the Philips Digital Pocket Memo® was an ideal solution.

Work first began by upgrading existing PCs to cater for the needs of digital dictation.  Initial evaluation work on the Philips system was based around SpeechMike Executive Dictation and Transcription systems.  A potential benefit identified early on was the realisation that the interconnected offices could now share and balance workloads.  Work could now be routed to the most appropriate place,  or to where there was additional support capacity,  bringing flexibility and speeding up turnaround times. With the launch of the Philips Digital Pocket Memo,  the final solution took shape.  Users quickly adapted to the new device and began utilising some of the key features to prioritise work,  route dictation to individual transcriptionists and work remotely.  To ensure the project’s ongoing success calfordseaden has made sure that instruction on using digital dictation has become an integral part of staff training,  particularly in the induction of new employees.

CONCLUSION

The system developed by calfordseaden allows its key fee earning staff to concentrate on their primary task. Using Philips’ digital dictation improves the overall effectiveness of the support network by allowing work to flow easily through the system,  delivering completed communications to clients quickly and efficiently.  All this has meant that calfordseaden has been able to reduce its requirements for expensive London office space, not just,  because fewer people require permanent desk space,  but because support staff can now be employed in outlying offices.  This therefore reduces costs without sacrificing quality.  The system is flexible enough that staff can work at any location.  This gives calfordseaden a great advantage for winning new business as it can establish a new project office anywhere in the UK,  or anywhere in the world.
“We are extremely pleased with the system and believe it is an entirely superior and leading edge system.  It gives us lots of advantages over tape-based systems - I think it’s a real winner,” commented David Metcalf,    Managing Partner,  calfordseaden.

RESULTS

So successful was the evaluation that calfordseaden has now deployed 90 Digital Pocket Memos across theworkforce,  with 35 support staff using the SpeechMike Executive Transcription software.

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The challenge

A transcription business that began with a transcriptionist working for one client from her home only a few years ago has grown into a thriving business. TechniScribe, Inc. now serves over 30 hospitals and clinics from two locations in Minnesota.

The business was growing, but that growth eventually presented owner
Juanita Reed with several problems. With the addition of each new facility, she found that the doctors were using disparate dictation systems, forcing TechniScribe to adapt to each new client’s system. Since tapes had to be picked up from clients, sometimes as far away as in a neighboring city, delivered to a transcriptionist, transcribed, and then completed reports delivered, the logistics became expensive and difficult to manage.
Turnaround times were increasing and some medical reports could be delayed for up to two weeks. Transcriptionists were not able to work remotely and office space was tight. Business growth slowed, and the owner began to search for solutions.

The solution

When the opportunity arose to win the transcription business for a new hospital facility,Juanita turned to Dan Meyer, Regional Manager at Chader Voice Technology in Waite Park, MN. In exchange for all of the facility’s transcription business, TechniScribe agreed to purchase a DVI digital dictation system from Chader and supply each of the35 physicians with Philips’ 9350 Digital Pocket Memo®. This solution made it possible
for TechniScribe to accept dictations from every hospital department, its four outreach clinics, specialty clinics, physical therapy and other care centers. Philips Digital Pocket Memo handheld units were selected because of their ability to download the digital dictations directly into the system, the exceptional sound quality, the mobility they would give to the doctors, and because they were so easy to use.

Because they knew that doctors are reluctant to change their dictating habits, they established a six-month timeline that would slowly ease physicians into using the handhelds because they knew they would not want to give up their familiar tape-based systems. “The physical therapists and just a couple of doctors were set up with their handhelds on a Friday afternoon, and by Monday morning, the doctors were just pounding down our doors. The word spread so quickly about the “cool handhelds” that
all of the doctors wanted them that same day. So, what we planned to do over six months, we accomplished in about one week,” said Juanita.

Two open-house training days were set up in the hospital so that doctors could drop in when it was convenient for them. Dan Meyer trained all of the doctors at the hospital and also went to each of the clinics and physical therapy offices to train the staff at each location. The training went smoothly and they learned how to use them very quickly. “One doctor rushed in and said he only had five minutes. He learned it in less than five minutes – it’s that easy,” stated Juanita. “The unit is easy to set up so all they have to do is dictate.”

The facilities were initially set up with USB download cables but again, the doctors heard about the docking stations and they wanted them also. Docking stations are now placed in each physician’s office, at the nurse’s stations and other key sites throughout the facility so a physician can download dictations and/or recharge his unit at any of the docking stations simply by placing the unit in the station.

The transcriptionists also found that adjusting to and learning the new system was much easier than anticipated. Rather than the weeks of training and adjustment period that was planned, the transcriptionists learned in less than 20 minutes. “It’s just as easy for the doctors as well as the transcriptionists. They dictate it, we get it. It’s that easy to
learn and to use,” said Juanita.

Benefits

TechniScribe realized cost savings in many areas due to the implementation of the Philips handhelds and the digital dictation system. The voice files automatically download into the system where they can be managed and distributed to transcriptionists. There are no tapes to pick up, deliver or get lost, and transcriptionists can work from home or wherever they have access to an Internet connection. They are now achieving a previously unattainable 24-hour turnaround time on 100% of their work, where it was not unusual for them to be up to a week or two behind on some reports.
Juanita reports, “The doctors and the HIM directors are just thrilled. All they have to do is to put the pocket memo in its docking station and the files download immediately to us. Just how quickly we can receive the work and get it back to them is just amazing.”

An unforeseen benefit has been the discovery that by providing a facility with the digital handhelds in exchange for their transcription work has turned out to be a great marketing tool. TechniScribe has since added another facility that will be using the Philips handhelds, and one more that will be brought on within an estimated 30 days. “Growth potential is tremendous,” reports Juanita.

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The Challenge

Operating margins at small law firms are tight. This means partners and associates must be highly productive and maximize billable hours.
But traditional tape-based methods of dictation were impeding these efforts at the four-attorney firm of Perry, Winfield and Wolfe in Starkville, Mississippi. Attorneys spent significant time away from the office – in court, at meetings and in their cars. This meant attorneys had to ship tapes back and alert the firm’s lone secretary about the priority of pending work. They then had to wait for the dictation to be transcribed.

According to partner Charles E. Winfield, the “hassle factor” of this approach grew unbearable. In fact, he found that he was typing documents himself – a highly unproductive practice – rather than dealing with the challenges of carrying blank tapes with him, finding overnight delivery services to send dictation back to the office and waiting for transcribed documents to be returned to him. “We knew there had to be a better way,” he says.

The Solution

That “better way” proved to be the Philips Digital Pocket Memo 9600 and the Philips SpeechExec Pro Transcription Set 7277.  Winfield began to research dictation systems on the Internet and first purchased an inexpensive unit. However, he soon recognized that not all digital dictation recorders are created equal. The inexpensive unit was “not workable,” did not have a convenient download feature, and required almost as many steps to get from dictation to transcription as the old analog systems did.

Winfield continued the search, recognizing that his firm needed a new generation of professional digital dictation technology that was not only simple to use, but that offered the capabilities he and his partners desired. Working through Recorders.com, Perry, Winfield and Wolfe ultimately selected the Philips Digital Pocket Memo 9600, which includes a range of features that matched the firm’s requirements.

“Recorders.com was great to deal with and they listened to our needs. They were receptive to our ideas and we felt confident that when they recommended the Philips system, it was the right choice for us,” reports Winfield.

“When we tested the Philips recorder, it was clear that this was the new generation of dictation technology,” Winfield says. Primary among the features they sought was the recorder’s familiar thumb-operated slide switch, which mimicked exactly the way their analog recorders functioned. “The slide switch is very convenient and it was what we were all used to, so it made the transition from the analog recorder to the Philips Digital Pocket Memo 9600 simple,” Winfield says. Likewise, the attorneys appreciated the large display screen on the recorder and indexing feature. Plus, smart buttons made menu selection very intuitive.

Equally important, however, is the Philips companion USB docking station 9120. Attorneys simply place the recorder into the docking station when dictation is complete and files are automatically uploaded to the firm’s file server for the secretary to begin transcription. The secretary no longer needs to sort through stacks of emails from the attorneys, notifying her that tapes have been shipped and outlining work instructions for each file.
Perry, Winfield and Wolfe found implementation of the Philips Digital Pocket Memo 9600 equally simple. Winfield was the first to put the Digital Pocket Memo 9600 to the test and says that he recognized the advantages it offered after only one day of use. Set-up is intuitive, and plug-and-play functionality allowed the rest of the firm’s attorneys to begin using the system almost immediately after purchase. “We didn’t even need to read the instructions – it’s that straightforward,” Winfield says. “But after you have taken ten minutes to review the manual, you will be amazed at all the functionality the Philips Digital Pocket Memo 9600 offers.”

The Benefits

Adopting the Philips Digital Pocket Memo 9600 has “changed our approach to the types of documents we dictate,” says Winfield. The firm’s attorneys found that using analog recorders was a challenge and they had almost completely stopped dictating altogether. They were forced to use outdated rewind and fast-forward features to review dictation, and could insert information only at the end of the tape – relying on the secretary to position the new material in the proper place during transcription. “In the end, we were dictating only short documents. We would type longer documents ourselves, simply because it was less of a hassle.

”But that proved hard on the bottom line. The attorneys’ productivity dropped. “We couldn’t bill clients our full rate for spending three hours typing up a brief that could have been transcribed by a secretary,” Winfield explains.

The Philips Digital Pocket Memo 9600 reversed that situation. Digital technology allows users to quickly scan through a file and insert text, delete text, or add comments or instructions in the middle of existing files without running the risk of recording over previous dictation. During dictation, users rely on Philips’ new smart button menus, which allow them to easily return to specific sections of the document, hit the “insert” button and add new text.

Winfield reports that the Philips recorders and transcription software have made him “10 times more willing to dictate” his documents. “Before we adopted the Philips digital system, I dictated 20-30 documents a year. Now I dictate twice that many in a week.”

Transcription turnaround has also greatly improved and his secretary loves the new transcription system. Files that have been uploaded automatically appear on the secretary’s screen. Each icon identifies which of the attorneys dictated the file. Priority documents display a red flag to indicate that the dictation requires immediate attention. “This has been a tremendous time saver and prevents a lot of headaches,” Winfield says. “The secretary begins work on priority documents indicated with a red flag, and put the ones in black at the end of the queue.”

Besides allowing their secretary to better manage her workflow, the Philips Digital Pocket Memo 9600 has reduced job-related stress. “She no longer gets caught between the four attorneys,” Winfield explains. “With our old analog system, she would have to chase individual attorneys down after she received their tapes to determine where to begin. She often got caught in the crossfire of discussions about whose work took precedence.”

In short, the Philips Digital Pocket Memo 9600 and Philips SpeechExec Pro Transcription Set 7277 have had a significant and positive impact on Perry, Winfield and Wolfe – both in terms of workflow and profitability. “The Digital Pocket Memo 9600 costs more than cassette recorders, but it has paid for itself many times over,” Winfield says. “Billable hours have increased 20%, and we are writing off a lot less time because our attorneys are once again dictating and are no longer typing their own documents.

“The Philips digital dictation system lives up to all of its promises and has made a tremendous difference in how our practice operates. It is the best money we have spent in a long time.”

See More About The  Philips DPM-9600

Tips For Effective Dictation
Remember  that you and  the person who transcribes you work are a team and that you are working together to achieve first- class work in the shortest possible time. Remember to use good dictation habits. Here are some tips to help you be a better letter-perfect author

1.    Take that pipe, cigar, gum or candy out of your mouth
2.    Plan your work before you dictate. Remember this simple formula for effective dictating: READ, THINK, ORGANIZE and DICTATE.
3.    Identify yourself, state the kind of dictation you are going to give: letter, memo, report, etx. And the type of stationery to bo used.
4.    Speak clearly and distinctly in a firm, natural voice. The tone best suited for telephone conversation is the best suited for dictation, too.
5.    Spell unusual and difficult proper names, cities and words. And don’t forget to spell those words that sound alike.
6.    Give any special instructions such as unusual spacing, sub-paragraphs, tabulations etc.
7.    And finally, relax. Mentally visualize the person to whom you are writing and just imagine you are talking to them on the telephone

Proper Dictating Sequence

1.    Identify yourself……………………………Name
2.    Type of correspondence……………….Letter, Memo, ETC.
3.    Number and color tissue copies other than white…………………Original and Copies
4.    Spacing…………………………………………..If other than Single
5.    Date of correspondence…………………..If Required
6.    Addressee……………………………………….Always use titles
7.    Address…………………………………………..Complete with ZIP
8.    Subject line………………………………………Brief Summery
9.    Salutation line………………………………….If Required
10.    Paragraphing………………………………….State “New Paragraph”
11.    Proper names and difficult words…….Use phonetic alphabet
12.    Punctuation and capitalization………..As Required
13.    Complimentary closing……………………If Required
14.    Name and title of signer…………………..Person signing material
15.    Enclosures……………………………………..If not mentioned identify
16.    Distribution of copies……………………..State if any blind copies
17.    Envelope and Labels……………………….As required
_____________________________________________________________

The secretary or transcriptionist is entirely dependent on the information provided. Any assistance given during the course of dictation will bring divide: In the quality of the product you receive

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A perfect combination of professional features and a simple, portable design. Its convenient button placement, easy slide switch operability and comfortable ergonomics allow you to utilize it for hours of consecutive use, while its durable construction ensures you’ll be doing so for years to come. Included DSS Player Pro software helps you automate, streamline, and manage recorded files. A Directrec Configuration Tool in DSS Player Pro allows for easy button customization and other flexible uses.

SLIDE SWITCH OPERATION.
Quiet and easy to use slide switch results in high performance, comfort, and increased productivity.

CUSTOMIZABLE PROGRAMMABLE BUTTONS.
DR-2000 has 3 programmable buttons that can be customized to suit particular program settings for a variety of purposes, recording conditions, and user environments.

HIGHLY SENSITIVE MICROPHONE.
DR-2000 uses ø10mm, highly sensitive, built-in omni directional microphones. Microphone sensitivity can be easily adjusted using the included DSS Player Pro software to better adjust to various conditions including dictations or conferences.

PROGRAMMABLE USER ID.
You can register an ID directly in the DR-2000. The ID will be used as part of the file naming of DR-2000-created dictations.

The Digital Pocket Memo 9500 is a professional dictation recorder that is perfect for professionals and non-professionals alike who wish to upgrade to digital dictation. The 9500 includes the popular four-position slide switch for familiar, single-handed operation. The large backlit LC display and ergonomic design with a full metal case ensure quality and usability. SpeechExec Pro Dictate, the professional dictation software, is also included for simple integration into your everyday document workflow, and crystal clear recordings are the perfect basis for efficient transcription or integration into voice recognition software.
Quick control

• Professional 4-position slide switch for single handed operation
• Intuitive menu control with ’smart buttons’
• Large backlit LCD screen for an at-a-glance overview
• USB fast charging for convenience on the go

Easy file management

• SpeechExec Pro Dictate software ensures easy download and efficient management of voice files
• USB docking station for fast file download and battery charging

Designed around industry standards

• Compatible with industry standards such as the SD card, mini-USB socket, AAA batteries, 3.5 mm headphone, and microphone sockets
• Supports the compact .dss file format, the industry standard for digital recording

To learn More about this and other professional digital recording products we offer Click Here