Dictating with eScription One Mobile for iOS

Dictations can be recorded for scheduled inpatient and outpatient appointments as well as new encounters created in the app. Both scheduled and new encounters use the Record screen to display patient and appointment information as well as provide recording controls.

Appointment Dictations

A list of appointments will appear on the Patients screen if the facility sends patient appointment information to eScription One. Selecting one of these appointments opens the Record screen with all available patient and appointment details and recording controls.

Create a New Dictation

To create a new dictation without selecting a scheduled appointment, tap the Patients tab then the Add button . Depending on the client setup, the document type selected can change the demographic fields presented and also determine which patient identifier field is editable: Patient ID, Account Number, or Order Number. Tap the patient identifier field to enter data. If the patient identifier matches with an existing patient the name, ID, gender, age, and DOB will populate in the dark blue header area.

The appointment date will populate with the date that was loaded in the schedule, along with the current time stamp. Editable fields appear with a blue border and include the patient identifier, Document Type, Location, and Appointment Date and Time fields. Tap the Document Type or Location field to open a selection list. Tap the Appointment Date field to open the date picker. The Templates tab is available for reference. The History tab will populate with any prior transcriptions related to that patient.

Note

The process to create a new dictation for an inpatient encounter is different. Please see Inpatient Workflow for more information.

Patient and Appointment Search

Tap the Search button to search for a patient or appointment record that may not be on the schedule. The appointment or patient information can be added to the schedule.

The Search dialog will open and prompt for Patient ID, Patient Name, and/or Account Number. The search field labels are customizable per client and may not match what is shown here. Patient and appointment records can only be searched if eSOne receives a data feed from the client.

Enter one or more search criteria. The Patient ID and Account Number must be full matches and the Patient Name can be a partial match of the first or last name. Tap the search key in the on-screen keyboard or to submit the search.

Search results will appear in two tabs: Patients and Appointments. Tap the desired patient or appointment to add the patient/appointment to the schedule and open the record screen.

Choosing a patient from the Patients tab will add them to the schedule, setting the appointment date to the one displayed when the search started, and the appointment time to the current time. Both date and time can be adjusted as needed.

After selecting the patient the record screen opens. A dictation can be recorded and uploaded or placed on-hold. The new appointment will be listed on the schedule when the recording screen is closed.

Selecting an appointment from the Appointments tab will place it on the schedule at the designated date and time, including all associated appointment details.

After selecting the appointment the record screen opens. A dictation can be recorded and uploaded or placed on-hold. The appointment will be listed on the schedule when the recording screen is closed.

The Record Screen

The Record screen can be accessed from the Patients tab by selecting a patient/appointment or pressing the Add button.

The top header section of the Record screen contains basic patient information, including the patient name, Patient ID, gender, birth date, and age. When a new dictation is created and a patient identifier has not been entered, the header information will display "New dictation" instead of a patient name. The screen has three tabs: Templates, Information, and History.

Templates Tab

The Templates tab displays Document and Dictation templates to be referenced during dictation. To view the full text of a template, tap the arrow to expand the list of available templates then tap the desired template. A document type must be selected in the Information tab to view the document template.

The Information Tab

The Information tab contains information about the patient and appointment, divided into five sections.

Document Type - Allows user to edit the document type associated with this dictation. Tap on the field and make a selection from the provided list to add or change the document type. This field is highlighted in yellow when a selection has not been made and is required prior to uploading the dictation.

Location - Allows user to edit the location associated with this dictation. The facility scheduling software or EMR can also set the location for an appointment. This location will appear by default but can be changed. Tap on the field and make a selection from the provided list to add or change the location. This field is highlighted in yellow when a selection has not been made and is required prior to uploading the dictation.

Only the document type and location can be edited for dictations created from an appointment in the appointment list.

Tip

Use the Settings tab to set default and favorite document types and locations. See Settings Tab for details.

Demographic Information - Displays patient information. The user cannot edit these fields for an existing appointment.

Appointment - Displays any additional information about this appointment. The user can make changes to Appointment Date and Time for new dictations, but not for appointments selected in the Patients tab.

Confirmation Information - Displays the Receipt Code and Transcription ID for this dictation. If more than one dictation has been uploaded for this appointment on this device, the most recent confirmation information will be displayed. eScription One Mobile fills in the Receipt Code and TID fields after uploading the dictation; these fields cannot be changed by the user.

The History Tab

Tap the History tab to display existing transcriptions that have the same Patient ID as the current patient. These transcriptions are available for reference while dictating, but cannot be edited from this screen.

Prior transcriptions are identified by document type, dictating clinician, and appointment date. Tap the desired appointment to view details, which are broken into two tabs: Information and Transcription.

The Information tab includes the following sections and corresponding data.

Please note that eSOne’s Patient Display functionality has been extended within the mobile app to the patient history tab when recording a dictation. Patient Displays allow administrators to customize which fields are displayed based on a transcription’s selected document type.

If configured, users will see different displays when viewing the information section on the patient history tab when recording a dictation.

If a document type includes read-only fields, these fields will appear on the screen in a light gray color and cannot be edited. The app will also check for required fields when saving or completing transcriptions. If one or more required fields is not filled out, a message appears indicating which ones. Names of required fields appear in red text.

At this time, Patient Displays only support the required fields setting for user fields.

Note

Please be aware that certain fields will always appear regardless of the document type, and some newer fields are not currently available for the mobile app and will not display.

Default fields:

• Document Type - Displays the document type assigned to the transcription.

• Location - Displays the location assigned to the transcription.

• Demographic Information - Displays patient information.

• Appointment - Displays appointment details.

• Dictation Information - Displays Transcription ID, Date Dictated, and the dictating Clinician.

• Comments - Displays comments and comment tags on the transcription, if the user is granted permission to view comments.

• Signatures - Lists signatures on the transcription and date signed (no date appears if the transcription has not yet been signed).

• Associates - Lists all copied associates on the transcription.

The Transcription tab displays the transcription text.

To return to the list of prior transcriptions, tap the back arrow in the upper left corner of the screen.

Recording Controls

The recording and audio controls appear at the bottom of the Record screen of all three tabs. There is a progress bar and buttons for Record, Play, Rewind, and Fast Forward. Tap the Record button (red microphone) to begin recording; the record button will then become a Pause button. Tap the Pause button to pause recording; recording can be resumed by tapping the record button again.

The active recording device is displayed at the bottom of the screen. If multiple devices are connected, such as Bluetooth, the recording device can be changed. Tap the device name to open the list, then tap the desired device. The selected device will be remembered as the preferred device and will be used for subsequent dictations, if still connected.

When a Bluetooth device is connected or the connection is lost during dictation, recording will automatically pause and a notification will be displayed. Close the notification, verify the desired device is selected, then press Record to resume dictating.

Tap the Play button to play back the dictation. The selected recording device will also be used for playback if the device supports audio output. Use the Rewind and Fast Forward buttons to navigate within the location of the dictation in increments of 5 seconds per button press. Alternatively, the dictation slider can be used to navigate to the desired dictation location.

Underneath the Record button, the Progress Bar shows which part of the dictation is currently playing or being recorded. The slider can be dragged to play different parts of the dictation or to insert or overwrite the dictation where desired.

To the left of the record button is the STAT button. The STAT indicator can be toggled on and off at any time prior to uploading the dictation. When a red circle with an exclamation mark appears next to the word 'Stat', the dictation is marked STAT.

Note

Marking a dictation as STAT may increase the price for the transcription.

The current recording mode is displayed to the right of the Record button. Tapping the record mode opens a menu and allows the mode to be changed to one of the following options:

• Append (the default mode) - Adds new dictation at the end of the existing dictation regardless of where the dictation playback is.
• Overwrite - Allows the user to replace dictation from the selected playback position with new dictation.
• Insert - Adds additional dictation by inserting new dictation at the playback position.

Recording must be paused to change the record mode. The last used recording mode will automatically apply to the following dictation.

The Voice Detection bar replaces the progress bar while recording, showing the level of sound detected. The higher the volume of the dictation received, the further the colors progress from red to green. The Silence Detection option can be enabled in the Settings tab; recording will automatically be paused if continuous silence is detected for the set number of seconds while recording.

The Upload button submits a dictation for transcription. Uploaded dictations cannot be edited in the eScription One mobile app. This button only appears after a dictation has been started.

The back arrow, located in the top left corner of the record screen, allows the user to Save the dictation and return to the Patients tab without uploading the dictation. Saved dictations can be reopened, changed, and uploaded. If the user leaves dictations on the device for longer than three days without uploading, eScription One Mobile displays a reminder.

The Menu button also appears in the upper right corner after recording has started. Tapping the Menu button opens a menu with the following option:

Delete Audio - Deletes the dictation file. eScription One Mobile displays a warning screen to confirm removal of the dictation. An appointment from an uploaded schedule will remain on the Patients tab after the dictation has been automatically removed. Deleting audio on a new dictation removes the appointment from the schedule.

If a dictation has not been started, the option Hide Appointment appears in the menu. This option removes the appointment from the Patients tab. To view the appointment again, add Hidden Appointments to the status filter in the Patients tab (the appointment will be marked with the hidden appointment icon). Opening the hidden appointment and tapping the menu button will give the option to unhide the appointment.

Note

The options available from the Menu button change depending on the status of the dictation.

New Dictation: If it is necessary to create an additional transcription for an appointment, return to the Patients tab and select the appointment.

Press the Menu button and select 'New Dictation'. Select Document Type and Location, then record normally.

Press the Upload button and eScription One Mobile will prompt for the dictation type:

• Append - Attach this transcription to the end of the prior transcription.

• Prepend - Attach the new transcription to the beginning of the prior transcription.

• Upload as New Dictation - Upload this dictation as a standalone transcription. This transcription will not be attached to any prior transcriptions.