Info for transcriptionists


Secure Member Login Services About us Enroll Contact us	Information for Transcriptionists... Overview. MedicalNotes.com has been designed with the transcriptionist in mind. One of our objectives is to make uploading transcriptions to our website as quick and easy as possible for you. Briefly, you transcribe a dictation just as you otherwise would using your familiar equipment. For each transcription, you add a short header that identifies the patient and then you save the transcription as a text file on your computer. At the end of the day, you access www.MedicalNotes.com on the Internet and identify the files you wish to upload. The transfer is automatic, encrypted, and can be done interactively or as an unattended batch. That's all there is to it. . Getting Started: This site relies upon advanced features currently present only in Microsoft Internet Explorer 5.5+ . Therefore, although the informational pages can be viewed with most current browsers, uploading medical records requires the use of Internet Explorer 5.5+ and Windows 95, 98, 2000 or XP. Follow this link to download Microsoft Internet Explorer 5.5+ Start by activating Internet Explorer and connect to the Internet. Type "www.MedicalNotes.com" into the address bar to reach our homepage. Click "Member Login" and enter your user name and password. These are obtained by enrolling in our service (enroll ) and are case specific. The first time you login and when software upgrades are needed, there will be a short delay while software is downloaded and installed on your computer. Several security warnings will appear identifying the software to be installed. Your browser settings should be set to "Medium" (this is the default, and is set using the Tools/Internet Options/Security menu in Internet Explorer 5.5). You can speed the download by checking "Always trust MedicalNotes.com" on the first security dialog that appears. Thereafter, when you logon you will be taken directly to our transcription uploading page. Transcribing a patient record: As noted above, the actual process of transcribing dictations is up to you. You transcribe using your familiar equipment and process those transcriptions as you otherwise would (printing, emailing etc). Uploading the finished transcription to our site and adding an identifying leader are the only additional steps required to use MedicalNotes.com Each transcription should be saved as either a "rich text format" file (.rtf) or as a simple text file (.txt) on your computer. The rich text file is preferred as it preserves the format of the original transcription. These choices are usually available on your word processing software "Save" function as an option. Each transcription must also be uniquely identified to allow us to properly route it to the appropriate physician's database. This is accomplished by adding the following text to the beginning of each transcription prior to uploading: AcctName= [type in practice name here (for example "Jackson Clinic")]; NoteType= [type in note type here (for example "Office Visit" or "Consult"]; NoteDate= [type in date of note here (for example "6/30/1999")]; MedRecNo= [type in medical record no.]; Lastname= [type in patient last name]; Firstname= [type in patient first name]; MI = [type patient middle name or initial]; DOB= [type in patient date of birth]; ##EndofHeader## Place the needed data in the areas shown in brackets above, without the brackets. Notice that each item is separated by a semi-colon after the data element. The required items are the AcctName,NoteType, NoteDate, Lastname, Firstname, and DOB. The medical record number and middle inital are optional. The date of birth and notedate must be in this eight-digit format: mm/dd/yyyy (like 03/21/2002). The ##EndofHeader## marks the end of the identifying information and must be present. Here is an example of a completed identifier: AcctName=Jackson Clinic; NoteType=OfficeVisit; NoteDate=01/14/2002; MedRecNo=1234; Lastname=Doe; Firstname=John; MI=Q; DOB=06/30/1952; ##EndofHeader## Place this text at the very beginning of the dictation. If you mark it as "hidden", it will become non-printing. The best time to compose the identifier is at the start of each transcription. If this identifier is missing from the file you wish to upload, you can be prompted for the necessary information as each file is uploaded (see below). Transcriptions can be saved and uploaded as individual files or as one large file which contains several individual transcriptions. If a single large file is used, each individual transcription must begin with the above identifier, and must be separated from other transcriptions by a blank page (two hard page-breaks in a row). To facilitate uploading transcriptions, we recommend you save all the transcriptions you wish to transfer in a single "upload" folder and create a second "success" folder for trasferred files. Transcriptions which are successfully uploaded will be automatically moved to the success folder. Any transcriptions which fail to upload will remain in the initial upload folder. This separation makes correction of any errors easier, as the affected files will be "left behind" as a group. As always, it is prudent to make backup copies of transcriptions before starting the upload process. Interactive or batch mode: You can choose to upload transcriptions either as a batch or interactively. If you choose interactive upload, then as each transcription is uploaded, the necessary header information will be reviewed and you will be prompted for any missing or inconsistant information. If a transcription on the same patient is already present on the same date and is of the same type (office visit, consult, letter etc), then you will be prompted to either append the current transcription to the existing transcription if you wish, or to cancel the upload. This prevents accidental duplicate submission. Similarly, if the patient identifying data is incosistent or otherwise in error, you will be prompted to review the data and make corrections if necessary. If you choose to upload transcriptions as a batch, then any transcriptions which may be duplicates or have inconsistent identifying data will not be uploaded and will not be transferred to the success folder. The reason for the possible error will be recorded in an error log, which can be reviewed later. Transcriptions not transferred can be corrected and uploaded as a batch thereafter, or if preferred these transcriptions can be uploaded a second time interactively and corrections can be made when prompted. If you have problems or need additional help, please feel free to contact us . Our goal is to make this as easy and quick as possible for you. Click here for the Uploading Demo & Tutorial .
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Information for Transcriptionists...

Overview. MedicalNotes.com has been designed with the transcriptionist in mind. One of our objectives is to make uploading transcriptions to our website as quick and easy as possible for you. Briefly, you transcribe a dictation just as you otherwise would using your familiar equipment. For each transcription, you add a short header that identifies the patient and then you save the transcription as a text file on your computer. At the end of the day, you access www.MedicalNotes.com on the Internet and identify the files you wish to upload. The transfer is automatic, encrypted, and can be done interactively or as an unattended batch. That's all there is to it. .

Getting Started: This site relies upon advanced features currently present only in Microsoft Internet Explorer 5.5+ . Therefore, although the informational pages can be viewed with most current browsers, uploading medical records requires the use of Internet Explorer 5.5+ and Windows 95, 98, 2000 or XP. Follow this link to download Microsoft Internet Explorer 5.5+

Start by activating Internet Explorer and connect to the Internet. Type "www.MedicalNotes.com" into the address bar to reach our homepage. Click "Member Login" and enter your user name and password. These are obtained by enrolling in our service (enroll ) and are case specific. The first time you login and when software upgrades are needed, there will be a short delay while software is downloaded and installed on your computer. Several security warnings will appear identifying the software to be installed. Your browser settings should be set to "Medium" (this is the default, and is set using the Tools/Internet Options/Security menu in Internet Explorer 5.5). You can speed the download by checking "Always trust MedicalNotes.com" on the first security dialog that appears. Thereafter, when you logon you will be taken directly to our transcription uploading page.

Transcribing a patient record: As noted above, the actual process of transcribing dictations is up to you. You transcribe using your familiar equipment and process those transcriptions as you otherwise would (printing, emailing etc). Uploading the finished transcription to our site and adding an identifying leader are the only additional steps required to use MedicalNotes.com

Each transcription should be saved as either a "rich text format" file (*.rtf) or as a simple text file (*.txt) on your computer. The rich text file is preferred as it preserves the format of the original transcription. These choices are usually available on your word processing software "Save" function as an option. Each transcription must also be uniquely identified to allow us to properly route it to the appropriate physician's database. This is accomplished by adding the following text to the beginning of each transcription prior to uploading:

AcctName= [type in practice name here (for example "Jackson Clinic")];
NoteType= [type in note type here (for example "Office Visit" or "Consult"];
NoteDate= [type in date of note here (for example "6/30/1999")];
MedRecNo= [type in medical record no.];
Lastname= [type in patient last name];
Firstname= [type in patient first name];
MI = [type patient middle name or initial];
DOB= [type in patient date of birth];
##EndofHeader##

Place the needed data in the areas shown in brackets above, without the brackets. Notice that each item is separated by a semi-colon after the data element. The required items are the AcctName,NoteType, NoteDate, Lastname, Firstname, and DOB. The medical record number and middle inital are optional. The date of birth and notedate must be in this eight-digit format: mm/dd/yyyy (like 03/21/2002). The ##EndofHeader## marks the end of the identifying information and must be present. Here is an example of a completed identifier:

AcctName=Jackson Clinic; NoteType=OfficeVisit; NoteDate=01/14/2002; MedRecNo=1234; Lastname=Doe; Firstname=John; MI=Q; DOB=06/30/1952; ##EndofHeader##

Place this text at the very beginning of the dictation. If you mark it as "hidden", it will become non-printing. The best time to compose the identifier is at the start of each transcription. If this identifier is missing from the file you wish to upload, you can be prompted for the necessary information as each file is uploaded (see below).

Transcriptions can be saved and uploaded as individual files or as one large file which contains several individual transcriptions. If a single large file is used, each individual transcription must begin with the above identifier, and must be separated from other transcriptions by a blank page (two hard page-breaks in a row).

To facilitate uploading transcriptions, we recommend you save all the transcriptions you wish to transfer in a single "upload" folder and create a second "success" folder for trasferred files. Transcriptions which are successfully uploaded will be automatically moved to the success folder. Any transcriptions which fail to upload will remain in the initial upload folder. This separation makes correction of any errors easier, as the affected files will be "left behind" as a group. As always, it is prudent to make backup copies of transcriptions before starting the upload process.

Interactive or batch mode: You can choose to upload transcriptions either as a batch or interactively. If you choose interactive upload, then as each transcription is uploaded, the necessary header information will be reviewed and you will be prompted for any missing or inconsistant information. If a transcription on the same patient is already present on the same date and is of the same type (office visit, consult, letter etc), then you will be prompted to either append the current transcription to the existing transcription if you wish, or to cancel the upload. This prevents accidental duplicate submission. Similarly, if the patient identifying data is incosistent or otherwise in error, you will be prompted to review the data and make corrections if necessary.

If you choose to upload transcriptions as a batch, then any transcriptions which may be duplicates or have inconsistent identifying data will not be uploaded and will not be transferred to the success folder. The reason for the possible error will be recorded in an error log, which can be reviewed later. Transcriptions not transferred can be corrected and uploaded as a batch thereafter, or if preferred these transcriptions can be uploaded a second time interactively and corrections can be made when prompted.

If you have problems or need additional help, please feel free to contact us . Our goal is to make this as easy and quick as possible for you. Click here for the Uploading Demo & Tutorial .