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DOXdictation

DOXdictation focuses on providing dictation and transcription solutions for hospitals, clinics and medical transcription companies. DOXdication Software manages transcription and dictation in house or over the Internet. Features include file management, security, tracking, reporting, billing, transcription templates and electronic signature. DOXPlayer by Intelidox is a program that allows the user to listen to standard Windows sound files while controlling them with a foot pedal. Contact an Intelidox representative to discuss how we can meet your dictation or transcription needs.

Product Details

The DOXdictation model is simple, secure and it works well with medical practices, EMR and transcription companies. It is affordable and it utilizes the many advantages of using the Internet to transfer and manage voice files. The DOXdictation model provides all the essential pieces necessary for dictators, transcriptionists and administrators.

DOXdictation is a software suite comprised of three modules: DOXdictation Administrator, DOXdictation Client and DOXDictator. DOXdictation Administrator is the central administrative module. DOXdictation Client is the transcription module used to download voice files and upload transcribed documents. DOXDictator is used by dictators to upload voice files from handheld recorders and download transcribed documents.

Each DOXdictation system has a simple user interface. The top pane of the DOXdictation window displays files that reside on an Internet FTP server. The lower pane displays files that reside on the local PC. Files are transferred between FTP server and local PC by dragging and dropping files between the window panes. All file transfers are securely encrypted. The status appears by each file in the DOXdictation window.

Transcriptionists using DOXdictation Client select voice files marked with a new status and download them to their local PC. DOXdictation integrates with DOXPlayer to control voice files with a foot pedal. Microsoft Word templates automatically appear for the transcriptionists. As files are transcribed, the completed documents are sent back to the FTP server. Documents needing review can be directed to a QA person for editing. The process is very easy and efficient.

The administrator using DOXdictation Administrator oversees the status of each job in the transcription process. The administrator sets permissions for each user and directs users to the proper work pool. The administrator automatically receives copies of each completed document. DOXdictation Administrator automates tasks such as file printing, purging and archiving data. Detailed status and billing reports including line counts and turnaround times can easily be created.

DOXPlayer by Intelidox is an audio player program that allows the user to listen to standard Windows sound files while controlling them with a foot pedal. A transcriptionist can transcribe dictated reports without taking her hands off of the keyboard. The foot pedal controls the play, pause, rewind and fast forward functions. The software can run in a minimized state so that the transcriptionist is able to type into a word processor on the same computer. The DOXPlayer software also offers speed and adjustable backspace controls. The DOXPlayer is very easy to use for medical transcription, legal transcription and transcription schools.

DOXdictation Frequently Ask Questions

1. What is FTP? What is an FTP site?
2. Do I have to have my own FTP site to use DOXdictation software?
3. Where can I rent an FTP server or space on an FTP server?
4. Can Intelidox recommend an FTP site for me?
5. How can I set up my own FTP server?
6. What other equipment do I need in order to use DOXdictation software?
7. What file formats will DOXdictation software support?
8. One of my files remains in "Locked" status (file name begins with L) and I can't download it. How do I unlock the file?
9. In Windows Vista, I'm getting error messages about not being able to see, access, or make changes to files. How do I fix that?

1. What is FTP? What is an FTP site?

Most people who have viewed web pages on the Internet are familiar with HTTP (Hyper Text Transfer Protocol). This is the protocol used to view pages using an Internet Browser. Another similar method of accessing files on the Internet is FTP (File Transfer Protocol). This is a method that allows uploading and downloading of multiple files unlike HTTP which is usually used for viewing pages or downloading one file at a time. A sample address of an FTP site would be ftp://ftp.microsoft.com or ftp://ftp.3com.com

An FTP site is basically a web site that resides on a web server. An FTP web server is a computer that is connected to the Internet and is running some web server software such as Microsoft Internet Information Server (IIS), BulletProof FTP Server, WS_FTP Server, etc. The FTP server can run on a number of different operating systems including Windows NT/2000, Unix, Linux, and others.

2. Do I have to have my own FTP site to use DOXdictation software?

You must have an FTP site to use DOXdictation. If you are using Intelidox Digital Service, an FTP site is provided for you. The FTP site is basically a central location where all files are stored and managed. One great advantage of having an FTP site is that files can be accessed from anywhere there is an Internet connection. You can rent FTP space from a web hosting company or you can set up your own FTP server.

3. Where can I rent an FTP server or space on an FTP server?

There are hundreds of web hosting companies that rent FTP server space. Simply go to an Internet search engine and type in "web hosting" and you will find many links. You may want to include your city if you would like a local provider. Prices for renting web space start for free and go up to hundreds of dollars, depending on the company and additional services they provide. Intelidox offers affordable ftp hosting. Other web hosting companies include www.westhost.com, www.cedant.com, www.edgewebhosting.net, www.web229.net, www.netfirms.com, www.ibackup.com, and many others. ** Note: The companies above are found based on a search and Intelidox does not know about quality of services provided.

4. Can Intelidox recommend an FTP site for me?

Intelidox offers ftp hosting through our Intelidox Transcription service (http://www.intelidox.com/transcription_asp.htm). This service includes ftp hosting and online web access through Intelidox Web Service.

5. How can I set up my own FTP server?

If you have a computer with a broadband Internet connection, you could set up your own FTP server. Your Internet connection would require a "static IP address", which means that if you lose your Internet connection and you must reconnect, the IP address would stay the same. You would need to load some type of FTP server software such as Microsoft Internet Information Server (IIS), BulletProof FTP Server, WS_FTP Server, etc. Configuring an FTP server can be quite advanced and may require a thorough understanding of FTP protocol.

6. What other equipment do I need in order to use DOXdictation software?

DOXdictation will manage voice files and text documents over the Internet. Dictators must have some way of recording digital voice files (such as .wav files) and Transcriptionists must have some way of playing back voices files. Dictators need some type of digital handheld recorders (such as the DH-10, or Olympus DS3000) or must dictate into a digital dictation system. Transcriptionists need the DOXPlayer(foot pedal and software) in order to control the sound files with a foot pedal. Also the transcriptionists would need some type of word processor such as Microsoft Word.

7. What file formats will DOXdictation support?

DOXdictation will manage *.wav, *.vox, *.dss, *.mp3, *.msv, and *.dvf files on an FTP site. Other extensions can be added to the program settings for support of other file types.

8. One of my files remains in "Locked" status (file name begins with L) and I can't download it. How do I unlock the file?

A file gets stuck in the Locked status if its download is interrupted. To unlock the file with DOXdictation Client, just find the file in the top pane (FTP server files), right-click on it, and select "Change Status to New".

In DOXdictation Administrator or DOX Dictator, you can change the status of a file back to New by re-uploading the file.

9. In Windows Vista, I'm getting error messages about not being able to see, access, or make changes to files. How do I fix that?

There is a Windows Vista setting called User Account Control (UAC) that causes problems in DOXdictation. UAC causes files to be hidden in some remote folders where DOXdictation can't see them properly, rather than in the standard DOXdictation folders.

Files may appear in the main DOXdictation window itself, but the files will not be accessible when you try to open, access, or change them within DOXdictation. Various error messages will appear when trying to use the files.

To resolve this issue, you will need to turn User Account Control off. Here is how:

Click Start button and select Control Panel. When the Control Panel window opens, click on the item named User Accounts (if you see User Accounts and Family Safety instead, click on that, then click on the User Accounts link in the next window).

Once in the User Accounts window, click on the link near the end of the list that says Turn User Account Control On or Off. That will take you to the UAC page, which has a single check box in it. Click in that box to uncheck and turn off UAC. Then click the OK button and restart your computer.

After doing this, open DOXdictation and check to see if the files you have already downloaded are still there (sometimes they are, sometimes they aren't). If the files are not in DOXdictation, you will need to re-download them.