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= WebShuttle User Roles =
= WebShuttle Overview =


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.
'''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.


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


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


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


* '''Upload Dictation Files''': Record dictations using a telephone, handheld recorder, or supported mobile app and upload them directly to WebShuttle.
[[File:Webshuttle home sm.png|center|800px|WebShuttle Dashboard]]
* '''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 ===
== WebShuttle Users ==


* '''Toll-Free Telephone Line'''
There are three basic user types in WebShuttle: '''Dictators''', '''Transcriptionists''', and '''Administrators'''. Each user is given specific permissions:
* '''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.}}
=== 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:


[[File:Webshuttle home sm.png|center|600px|WebShuttle Home Page – View dictation and transcription files at a glance.]]
* Viewed and downloaded 
* Edited (if permissions allow) 
* Electronically signed 


== Transcriptionists ==
[[WebShuttle Dictators|Read more ...]]


Transcriptionists are responsible for converting voice files into written medical records. WebShuttle supports flexible workflows for both online and desktop transcription tools.
=== Transcriptionists ===
Transcriptionists download dictation files and upload completed transcripts. They may transcribe directly in the browser or use DocShuttle, which integrates with Microsoft Word.


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


* '''Download Voice Files''': Access dictation files through WebShuttle or integrate with DocShuttle for local work.
[[WebShuttle Transcriptionists|Read more ...]]
* '''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 ===
=== Administrators ===
Administrators manage users, workflow, and billing:


DocShuttle is a Windows desktop application that allows transcriptionists to:
* View all dictation/transcription files 
* Manage users and permissions 
* Generate billing and activity reports 


* Download voice files
[[WebShuttle Administrators|Read more ...]]
* 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.}}
== Viewing Files in WebShuttle ==


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


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


Administrators manage the entire transcription workflow, including users, file access, reports, and billing.
The file list contains 10 sortable columns. Filters allow narrowing by file type, date, or keyword. Click a file name to open its details.


=== Key Responsibilities ===
=== Column Descriptions ===


* '''User Management''': Create, edit, and assign roles to dictators and transcriptionists.
==== 1) File Name ====
* '''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.}}
Voice files follow this format: 
`S MMDD-NNN DDDD TTTT LL.vox`


> {{Tip|Set up routine archiving and cleanup to maintain platform performance and reduce clutter.}}
* **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


== Summary Table ==
'''Voice File Status Codes:'''


{| class="wikitable"
{| class="wikitable"
! Role !! Core Tasks !! Tools Used !! Permissions
|+ Voice File Prefix Meanings
! Letter !! Status
|-
|-
| Dictator || Dictate, upload, sign || Phone, recorder, mobile app || View, edit, e-sign (if allowed)
| N || New (ready to be transcribed)
|-
|-
| Transcriptionist || Transcribe, upload documents || Web editor, DocShuttle, Word || View, upload
| S || Stat (priority dictation)
|-
|-
| Administrator || Manage users, monitor workflow, generate reports || Web portal || Full access
| D || Downloaded (in use)
|-
| U || Uploaded with Attachment
|-
| C || Completed (no attachment)
|-
| E || E-Signed
|}
|}
= 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.
'''Document Status Codes:'''


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


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.
==== 2) Status ====


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


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


=== Dictation Methods ===
[[File:status workflow 55.jpg|center|800px|Job Status Workflow]]


* '''Toll-Free Telephone Line'''
==== 3) Job ====
* '''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.}}
The unique job ID, formatted as: 
`MMDD-NNN` 
Example: `1204-002` = second dictation on December 4.


[[File:Webshuttle home sm.png|center|600px|WebShuttle Home Page – View dictation and transcription files at a glance.]]
==== 4) Folder ====


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


Transcriptionists are responsible for converting voice files into written medical records. WebShuttle supports flexible workflows for both online and desktop transcription tools.
==== 5) Dictator ====


=== Key Features ===
Displays the name of the dictating physician or user.


* '''Download Voice Files''': Access dictation files through WebShuttle or integrate with DocShuttle for local work.
==== 6) Transcriptionist ====
* '''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 ===
Displays the name of the transcriptionist currently working on or who completed the file.


DocShuttle is a Windows desktop application that allows transcriptionists to:
==== 7) Location ====


* Download voice files
A 2-digit code representing the upload location or physical site. Dictators may assign this when uploading.
* 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.}}
==== 8) Date ====


[[File:Columns.png|center|600px|WebShuttle Job Queue – Shows columns like Job #, Status, Dictator, Transcriptionist, and Date.]]
The last modification timestamp of the file in `MM/DD/YY HH:MM:SS AM/PM` format.


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


Administrators manage the entire transcription workflow, including users, file access, reports, and billing.
Duration of the audio file in minutes.


=== Key Responsibilities ===
==== 10) Size ====


* '''User Management''': Create, edit, and assign roles to dictators and transcriptionists.
The amount of disk space the file occupies, usually shown in kilobytes or megabytes.
* '''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.}}
== See Also ==


> {{Tip|Set up routine archiving and cleanup to maintain platform performance and reduce clutter.}}
* [[WebShuttle User Roles]]
 
== 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]]
* [[DocShuttle Installation]]
== Related Topics ==
\
* [[Billing Reports Guide]]

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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