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= WebShuttle Overview =
= WebShuttle User Roles =


'''WebShuttle''' is a web-based dictation and transcription platform designed to streamline documentation workflows for medical practices of any size. Dictators can dictate from any phone, handheld recorder, or iPhone, while transcriptionists can securely access and manage dictation files from anywhere. WebShuttle includes features such as:
WebShuttle provides a flexible and secure transcription workflow platform tailored to three primary user types: '''Dictators''', '''Transcriptionists''', and '''Administrators'''. Each role has specific features and responsibilities designed to streamline medical documentation and transcription processes.


* Toll-free call-in dictation 
== Dictators ==
* Secure web login 
* Document management and electronic signatures 
* Quality assurance and detailed billing reports 
* Integration with DocShuttle desktop transcription software 


[[File:Webshuttle home sm.png|center|800px]]
Dictators use WebShuttle to record, upload, and review dictations. These users are typically healthcare providers who need their notes transcribed for medical documentation and billing purposes.


---
=== Key Features ===


== WebShuttle User Roles ==
* '''Upload Dictation Files''': Record dictations using a telephone, handheld recorder, or supported mobile app and upload them directly to WebShuttle.
* '''Track Job Status''': Monitor the progress of voice files with real-time status indicators (e.g., New, Stat, Downloaded, Signed).
* '''Access Transcribed Documents''': View and download completed documents for review or signature.
* '''Edit and Sign Files''': If permissions allow, users can edit and electronically sign documents online.


WebShuttle supports three primary user types, each with tailored access and functionality:
=== Dictation Methods ===


=== Dictators ===
* '''Toll-Free Telephone Line'''
* Dictate via phone or recorder 
* '''Handheld Recorders''' (.vox or .wav files)
* Upload voice files and access completed documents 
* '''Mobile App Integration''' (iPhone supported)
* View, edit, and electronically sign transcribed files
* Access based on user permissions 


''Learn more:'' [[WebShuttle Dictators]]
> {{Tip|Clearly state patient identifiers and job type at the beginning of your dictation to assist transcriptionists and reduce clarification delays.}}


=== Transcriptionists ===
[[File:Webshuttle home sm.png|center|600px|WebShuttle Home Page – View dictation and transcription files at a glance.]]
* Download voice files and upload transcribed documents 
* Work online via the WebShuttle word processor or offline with DocShuttle 
* Search files and generate reports 


''Learn more:'' [[WebShuttle Transcriptionists]]
== Transcriptionists ==


=== Administrators ===
Transcriptionists are responsible for converting voice files into written medical records. WebShuttle supports flexible workflows for both online and desktop transcription tools.
* Manage the transcription workflow 
* Print documents and create billing reports 
* View all dictation/transcription files 
* Manage account access and settings 


''Learn more:'' [[WebShuttle Administrators]]
=== Key Features ===


---
* '''Download Voice Files''': Access dictation files through WebShuttle or integrate with DocShuttle for local work.
* '''Upload Transcriptions''': Submit completed documents through the platform or directly via DocShuttle.
* '''Search & Filter''': Locate specific jobs by date, author, job type, or location.
* '''Online Editing''': Transcribe directly in the WebShuttle browser editor or in Microsoft Word via DocShuttle.


== Viewing Files in WebShuttle ==
=== Optional: Using DocShuttle ===


The WebShuttle home page displays recent dictation and transcription jobs. File visibility and controls depend on user permissions.
DocShuttle is a Windows desktop application that allows transcriptionists to:


[[File:Columns.png|center|800px]]
* Download voice files
* Transcribe using Word and foot pedals
* Upload completed transcriptions
* Automatically sync with WebShuttle


* Use filters to sort by file type, date, or search terms 
> {{Tip|Use filters and sort columns to prioritize STAT jobs and stay on top of urgent dictations.}}
* Download files via the speaker (audio) or Word icon 
* Click file names to view detailed file information 
* Sort any column by clicking the column header 


---
[[File:Columns.png|center|600px|WebShuttle Job Queue – Shows columns like Job #, Status, Dictator, Transcriptionist, and Date.]]


== WebShuttle Column Descriptions ==
== Administrators ==


The main WebShuttle interface contains ten key columns:
Administrators manage the entire transcription workflow, including users, file access, reports, and billing.


=== 1) File Name ===
=== Key Responsibilities ===


Voice file naming convention:
* '''User Management''': Create, edit, and assign roles to dictators and transcriptionists.
```plaintext
* '''Permission Control''': Grant appropriate access for uploading, editing, signing, or managing files.
S MMDD-NNN DDDD TTTT LL .vox
* '''System Monitoring''': Track file progress, job turnaround, and user productivity.
* '''Reporting''': Generate detailed billing, QA, and activity reports.
* '''Document Handling''': Print, archive, and export files as needed.
 
> {{Warning|Ensure that user profiles are correctly assigned to the proper job types to avoid routing errors.}}
 
> {{Tip|Set up routine archiving and cleanup to maintain platform performance and reduce clutter.}}
 
== Summary Table ==
 
{| class="wikitable"
! Role !! Core Tasks !! Tools Used !! Permissions
|-
| Dictator || Dictate, upload, sign || Phone, recorder, mobile app || View, edit, e-sign (if allowed)
|-
| Transcriptionist || Transcribe, upload documents || Web editor, DocShuttle, Word || View, upload
|-
| Administrator || Manage users, monitor workflow, generate reports || Web portal || Full access
|}
 
== Related Topics ==
 
* [[WebShuttle Overview]]
* [[DocShuttle Installation]]
* [[Billing Reports Guide]]

Revision as of 16:32, 20 June 2025

WebShuttle User Roles

WebShuttle provides a flexible and secure transcription workflow platform tailored to three primary user types: Dictators, Transcriptionists, and Administrators. Each role has specific features and responsibilities designed to streamline medical documentation and transcription processes.

Dictators

Dictators use WebShuttle to record, upload, and review dictations. These users are typically healthcare providers who need their notes transcribed for medical documentation and billing purposes.

Key Features

  • Upload Dictation Files: Record dictations using a telephone, handheld recorder, or supported mobile app and upload them directly to WebShuttle.
  • Track Job Status: Monitor the progress of voice files with real-time status indicators (e.g., New, Stat, Downloaded, Signed).
  • Access Transcribed Documents: View and download completed documents for review or signature.
  • Edit and Sign Files: If permissions allow, users can edit and electronically sign documents online.

Dictation Methods

  • Toll-Free Telephone Line
  • Handheld Recorders (.vox or .wav files)
  • Mobile App Integration (iPhone supported)

>

Tip: Clearly state patient identifiers and job type at the beginning of your dictation to assist transcriptionists and reduce clarification delays.


WebShuttle Home Page – View dictation and transcription files at a glance.
WebShuttle Home Page – View dictation and transcription files at a glance.

Transcriptionists

Transcriptionists are responsible for converting voice files into written medical records. WebShuttle supports flexible workflows for both online and desktop transcription tools.

Key Features

  • Download Voice Files: Access dictation files through WebShuttle or integrate with DocShuttle for local work.
  • Upload Transcriptions: Submit completed documents through the platform or directly via DocShuttle.
  • Search & Filter: Locate specific jobs by date, author, job type, or location.
  • Online Editing: Transcribe directly in the WebShuttle browser editor or in Microsoft Word via DocShuttle.

Optional: Using DocShuttle

DocShuttle is a Windows desktop application that allows transcriptionists to:

  • Download voice files
  • Transcribe using Word and foot pedals
  • Upload completed transcriptions
  • Automatically sync with WebShuttle

>

Tip: Use filters and sort columns to prioritize STAT jobs and stay on top of urgent dictations.


WebShuttle Job Queue – Shows columns like Job #, Status, Dictator, Transcriptionist, and Date.
WebShuttle Job Queue – Shows columns like Job #, Status, Dictator, Transcriptionist, and Date.

Administrators

Administrators manage the entire transcription workflow, including users, file access, reports, and billing.

Key Responsibilities

  • User Management: Create, edit, and assign roles to dictators and transcriptionists.
  • Permission Control: Grant appropriate access for uploading, editing, signing, or managing files.
  • System Monitoring: Track file progress, job turnaround, and user productivity.
  • Reporting: Generate detailed billing, QA, and activity reports.
  • Document Handling: Print, archive, and export files as needed.

>

Warning: Ensure that user profiles are correctly assigned to the proper job types to avoid routing errors.


>

Tip: Set up routine archiving and cleanup to maintain platform performance and reduce clutter.


Summary Table

Role Core Tasks Tools Used Permissions
Dictator Dictate, upload, sign Phone, recorder, mobile app View, edit, e-sign (if allowed)
Transcriptionist Transcribe, upload documents Web editor, DocShuttle, Word View, upload
Administrator Manage users, monitor workflow, generate reports Web portal Full access

Related Topics

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