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