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WebShuttle is a web-based dictation and transcription platform.  Dictators can dictate from any phone, handheld recorder or iPhone.  Transcriptionists can access dictation and transcription files securely from anywhere.  WebShuttle is designed to manage all aspects of transcription workflow for organizations of any size.  WebShuttle features include toll-free call-in dictation, secure web login, document management, electronic signature, quality assurance, printing and detailed billing reports. WebShuttle also seamlessly integrates with the popular DocShuttle desktop transcription software. 
= WebShuttle Overview =


'''WebShuttle''' is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder, or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere.


[[File:Webshuttle home sm.png]]
WebShuttle is designed to manage all aspects of the transcription workflow for organizations of any size. Features include:


* Toll-free call-in dictation 
* Secure web login 
* Document management 
* Electronic signature 
* Quality assurance 
* Printing 
* Detailed billing reports 


==WebShuttle Users==
WebShuttle also seamlessly integrates with the popular DocShuttle desktop transcription software.
There are three basic user types in WebShuttle: transcriptionists, dictators and administrators.  Each user type is given certain permissions for features in WebShuttle.  A brief description of the basic user types is explained below.  


[[File:Webshuttle home sm.png|center|800px|WebShuttle Dashboard]]


===Dictators===
== WebShuttle Users ==
WebShuttle can be used by dictators who use a telephone or handheld recorders to record dictation.  Dictation voice files are automatically routed to transcriptionists.  Completed transcribed documents are uploaded back to WebShuttle.  Dictators have access to these documents online through WebShuttle.  Dictators can use WebShuttle to view completed documents, edit files, upload voice files, and electronically sign documents.  These functions are dependent on the permissions granted to the user.


[[WebShuttle Dictators|Read more ...]]
There are three basic user types in WebShuttle: '''Dictators''', '''Transcriptionists''', and '''Administrators'''. Each user is given specific permissions:


===Transcriptionists===
=== Dictators ===
Transcriptionists use WebShuttle to download voice files and upload transcribed documents.  Transcriptionists may type directly online into the WebShuttle word processor or they may choose to use DocShuttle desktop software to download voice files and transcribe documents.  DocShuttle integrates with Microsoft Word on the transcriptionist’s computer.  The WebShuttle interface is also useful for searching for files and running reports.
Dictators use telephones or handheld recorders to record dictation. These dictation files are automatically routed to transcriptionists. Completed documents are uploaded back into WebShuttle and can be:


[[WebShuttle Transcriptionists|Read more ...]]
* Viewed and downloaded 
* Edited (if permissions allow) 
* Electronically signed 


===Administrators===
[[WebShuttle Dictators|Read more ...]]
Administrators can use WebShuttle to manage the transcription workflow, print documents and create billing reports. Administrators generally have access to viewing all dictation and transcription files. Administrators also have access to account information.


[[WebShuttle Administrators|Read more ...]]
=== Transcriptionists ===
Transcriptionists download dictation files and upload completed transcripts. They may transcribe directly in the browser or use DocShuttle, which integrates with Microsoft Word.


* Search and filter files 
* Use WebShuttle’s online editor or DocShuttle 
* Access detailed reporting tools 


==Viewing Files in WebShuttle==
[[WebShuttle Transcriptionists|Read more ...]]


The WebShuttle home page is designed to display the most recent dictation and transcription files.  The files that are displayed depend on the user type and permissions of the user.  Voice files appear with colored flag icons next to each file.  These flags indicate the status of the current job.  Completed text documents generally have a Microsoft Word icon next to them.
=== Administrators ===
Administrators manage users, workflow, and billing:


* View all dictation/transcription files 
* Manage users and permissions 
* Generate billing and activity reports 


[[File:Columns.png]]
[[WebShuttle Administrators|Read more ...]]


== Viewing Files in WebShuttle ==


There are 10 columns that appear in the main WebShuttle window. There are three filter options available at the top of the screen.  Files can be filtered by file type, date or custom search criteria. Any file can be downloaded by clicking on the speaker or Word icon that appears to the right of the file name.  Clicking on the file name link will display the File Details window discussed in the next chapter.  Any column can be sorted by clicking the link in the column header.  
The WebShuttle home page displays the most recent files according to user role. Voice files are marked with colored flag icons. Completed documents show a Word icon.


[[File:Columns.png|center|800px|WebShuttle Columns Interface]]


===Column  Descriptions===
The file list contains 10 sortable columns. Filters allow narrowing by file type, date, or keyword. Click a file name to open its details.
The WebShuttle home page contains ten columns of information about each voice file. A description of each column is shown below.  


=== Column Descriptions ===


==== 1) File Name ====


====1) File Name====
Voice files follow this format: 
`S MMDD-NNN DDDD TTTT LL.vox`


The voice files are named using the following convention:
* **S** – Status of the file (see tables below)
* **MMDD-NNN** – Month/day and sequence (e.g., 1204-002 = 2nd file on Dec 4)
* **DDDD** – Dictating author’s ID 
* **TTTT** – Transcriptionist’s ID 
* **LL** – Location code 
* **.vox** – File type


S MMDD-NNN DDDD TTTT LL .vox.
'''Voice File Status Codes:'''
 
The beginning letter of the voice file indicates the status (S) of the voice file.  The table below shows the types of initial letters and the corresponding significance of the letter as pertaining to the file status.
 
 
Voice Files


{| class="wikitable"
{| class="wikitable"
|-
|+ Voice File Prefix Meanings
! Letter !! Status
! Letter !! Status
|-
|-
| N || New (ready to be transcribed)
| N || New (ready to be transcribed)
|-
|-
| S || Stat (priority dictation)
| S || Stat (priority dictation)
|-
|-
| D || Downloaded (in use by a transcriptionist)
| D || Downloaded (in use)
|-
|-
| U || Uploaded with Attachment
| U || Uploaded with Attachment
Line 66: Line 86:
| C || Completed (no attachment)
| C || Completed (no attachment)
|-
|-
| E || E-Signed (attached has been electronically signed)
| E || E-Signed
|}
|}


Documents
'''Document Status Codes:'''


{| class="wikitable"
{| class="wikitable"
|-
|+ Document Prefix Meanings
! Letter !! Status
! Letter !! Status
|-
|-
| U || Uploaded Document (transcribed)
| U || Uploaded (transcribed)
|-
|-
| S || Signed Document (electronically signed)
| S || Signed Document (e-signed)
|}
|}


==== 2) Status ====


The next segment of the file name (MMDD-NNN) is the job number.  The job number is a combination of the date and sequence of the dictated file.  Month and day MMDD are followed by dash (-) and then the sequence number.  For example, a job number 1204-002 would indicate the second file dictated on December 04.  The next segment (DDDD) of the file name is the four-digit code of the dictating author.  The next segment (TTTT) indicates the four-digit code of the transcriptionist who typed the file.  The following segment (LL) indicates a 2-digit location code.  The last portion of the file (.vox) is the file extension.
Represents the current status of the job, matching the first letter in the file name. Categories:
 
 
 
====2)      Status====
 
This column denotes the current job status for each file.  This concurs with the first letter of the file name. The possible job status categories are:
 
* New (ready to be transcribed)
* Stat (priority dictation)
* Downloaded (in use by a transcriptionist)
* Uploaded with Attachment
* Completed (no attachment)
* E-Signed (attached has been electronically signed)
 
 
[[File:status workflow 55.jpg]]
 
 
====3)      Job====
 
This is a unique number by which any file may be found.  The naming convention is as follows: The first four numbers represent the month and day (MMDD) followed by dash (-) and then the sequence number.  For example, a job number 1204-002 would indicate the second file dictated on December 04.
 


====4)      Folder====
* New 
* Stat 
* Downloaded 
* Uploaded with Attachment 
* Completed 
* E-Signed 


The next column is the folder (or Job Type). Job types are used to separate various types of dictation.  When a dictator logs onto the system, he is prompted to select a job type – or his User Profile will specify a default job type.  Jobs recorded by the dictator are marked with that particular job type.  Transcriptionists may then work on dictation of a particular type.
[[File:status workflow 55.jpg|center|800px|Job Status Workflow]]


==== 3) Job ====


====5)      Dictator====
The unique job ID, formatted as: 
`MMDD-NNN` 
Example: `1204-002` = second dictation on December 4.


This column displays the dictator’s name.
==== 4) Folder ====


Represents the '''Job Type'''. Dictators can select a job type manually or use a default from their user profile. Used to categorize dictation.


====6)       Transcriptionist====
==== 5) Dictator ====


The name in this column indicates the person who is transcribing the file.  Note that this column will only have an entry when a transcriptionist has started or finished transcribing the file.
Displays the name of the dictating physician or user.


==== 6) Transcriptionist ====


====7)      Location====
Displays the name of the transcriptionist currently working on or who completed the file.


This column specifies the location code.  Dictators uploading voice files from handheld recorders can specify different location codes.
==== 7) Location ====


A 2-digit code representing the upload location or physical site. Dictators may assign this when uploading.


====8)       Date====
==== 8) Date ====


This column specifies the date and time the file was modified.  The date is shown in the standard MM/DD/YY format.  The time is displayed as hours:minutes:seconds followed by AM or PM.
The last modification timestamp of the file in `MM/DD/YY HH:MM:SS AM/PM` format.


==== 9) Minutes (Length) ====


====9)      Minutes (Length)====
Duration of the audio file in minutes.


This column specifies the length of the voice file in minutes.
==== 10) Size ====


The amount of disk space the file occupies, usually shown in kilobytes or megabytes.


====10)    Size====
== See Also ==


This column specifies the amount of disk space used by the particular voice file.
* [[WebShuttle User Roles]]
* [[DocShuttle Installation]]

Latest revision as of 16:35, 20 June 2025

WebShuttle Overview

WebShuttle is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder, or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere.

WebShuttle is designed to manage all aspects of the transcription workflow for organizations of any size. Features include:

  • Toll-free call-in dictation
  • Secure web login
  • Document management
  • Electronic signature
  • Quality assurance
  • Printing
  • Detailed billing reports

WebShuttle also seamlessly integrates with the popular DocShuttle desktop transcription software.

WebShuttle Dashboard
WebShuttle Dashboard

WebShuttle Users

There are three basic user types in WebShuttle: Dictators, Transcriptionists, and Administrators. Each user is given specific permissions:

Dictators

Dictators use telephones or handheld recorders to record dictation. These dictation files are automatically routed to transcriptionists. Completed documents are uploaded back into WebShuttle and can be:

  • Viewed and downloaded
  • Edited (if permissions allow)
  • Electronically signed

Read more ...

Transcriptionists

Transcriptionists download dictation files and upload completed transcripts. They may transcribe directly in the browser or use DocShuttle, which integrates with Microsoft Word.

  • Search and filter files
  • Use WebShuttle’s online editor or DocShuttle
  • Access detailed reporting tools

Read more ...

Administrators

Administrators manage users, workflow, and billing:

  • View all dictation/transcription files
  • Manage users and permissions
  • Generate billing and activity reports

Read more ...

Viewing Files in WebShuttle

The WebShuttle home page displays the most recent files according to user role. Voice files are marked with colored flag icons. Completed documents show a Word icon.

WebShuttle Columns Interface
WebShuttle Columns Interface

The file list contains 10 sortable columns. Filters allow narrowing by file type, date, or keyword. Click a file name to open its details.

Column Descriptions

1) File Name

Voice files follow this format: `S MMDD-NNN DDDD TTTT LL.vox`

  • **S** – Status of the file (see tables below)
  • **MMDD-NNN** – Month/day and sequence (e.g., 1204-002 = 2nd file on Dec 4)
  • **DDDD** – Dictating author’s ID
  • **TTTT** – Transcriptionist’s ID
  • **LL** – Location code
  • **.vox** – File type

Voice File Status Codes:

Voice File Prefix Meanings
Letter Status
N New (ready to be transcribed)
S Stat (priority dictation)
D Downloaded (in use)
U Uploaded with Attachment
C Completed (no attachment)
E E-Signed

Document Status Codes:

Document Prefix Meanings
Letter Status
U Uploaded (transcribed)
S Signed Document (e-signed)

2) Status

Represents the current status of the job, matching the first letter in the file name. Categories:

  • New
  • Stat
  • Downloaded
  • Uploaded with Attachment
  • Completed
  • E-Signed
Job Status Workflow
Job Status Workflow

3) Job

The unique job ID, formatted as: `MMDD-NNN` Example: `1204-002` = second dictation on December 4.

4) Folder

Represents the Job Type. Dictators can select a job type manually or use a default from their user profile. Used to categorize dictation.

5) Dictator

Displays the name of the dictating physician or user.

6) Transcriptionist

Displays the name of the transcriptionist currently working on or who completed the file.

7) Location

A 2-digit code representing the upload location or physical site. Dictators may assign this when uploading.

8) Date

The last modification timestamp of the file in `MM/DD/YY HH:MM:SS AM/PM` format.

9) Minutes (Length)

Duration of the audio file in minutes.

10) Size

The amount of disk space the file occupies, usually shown in kilobytes or megabytes.

See Also

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