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Top Transcription Tools for Typists

Professional transcriptionists have an array of transcription tools which help them work smarter and streamline their daily workflow.

In the professional transcriptionist’s toolkit you will often find any or all of the following: a transcription foot pedal, transcription software, text expanders, a good quality headset, a list of most commonly used hotkeys, and a selection of audio file converter software apps.

Transcription Tools for Typists

Save Time with Text Expander Apps

For those transcriptionists who are not so fleet-fingered on the keyboard, but who love all things technology-related, try any one of the clever text expanders available on the market.

Text expander apps work a little bit like predictive typing or auto-complete on your phone – they take short abbreviations that you have previously programmed, and expand them into larger phrases or “snippets” of text, which are activated when typing.

Text expanders help you type more with less effort, thereby reducing the pressure to improve typing speed and accuracy.  Some of the transcriptionists who contract to Pacific use text expanders such as Breevy, PhraseExpander, and AutoHotkey.

Add Transcription Software to your Typist Toolkit

Transcription software is an assistive tool used by typists to play and listen to audio and video files, which the typist then converts into a written transcript.  Many typists who use transcription software also use a transcription foot pedal, to control the playback of audio.

Key features of transcription software include the ability to speed up and slow down audio speed, easy import and play of most common audio and video formats, customisable hotkeys, and compatibility with a transcription foot pedal.  Many transcription software apps also have the ability to insert timestamps, which is essential for typists who transcribe for research clients.

Some common transcription software apps are NCH Express Scribe Professional, Audiotranskription, Olympus ODMS, Philips SpeechExec Professional, For The Record (FTR), Gearplayer V4, and QuikScribe.

Free Up Your Hands for Typing by Using a Transcription Foot Pedal

Transcription foot pedals, also known as foot switches, are designed to be used with compatible transcription software.  When paired with suitable transcription software, foot pedals enable typists to control the audio using the pedals, rather than hotkeys or the mouse.  Most foot pedals and transcription software are configurable, so you can determine which pedal performs which function.

The use of a foot pedal frees up your hands so you can concentrate exclusively on typing.

Use Hotkeys to Cut Down on Time Spent Performing Repetitive Functions

Keyboard shortcuts or hotkeys are not in the exclusive domain of online transcriptionists.  Gamers, web developers, script writers, accountants, almost anyone who uses a keyboard in their daily work also uses hotkeys.

Hotkeys can be created with most word processing programmes, and similar to text expanders, allow the typist to customise their keyboard function keys to create one-stroke commands.

Many of the most commonly used hotkeys are already set as defaults, such as CTRL-F for Find, CTRL-C for Copy, CTRL-V for Paste.  A comprehensive list of hotkeys is easy to find online, as are instructions for configuring your own hotkeys.

Audio File Converter Software Apps can help with difficult file formats

Not all audio and video formats can be played by all transcription software apps.  For example .ds2 files (a proprietary format) are not supported in Express Scribe Professional, one of the most popular transcription software apps used by transcriptionists across the globe.  This is where audio and video file converter apps become indispensable to the professional transcriptionist.

Audio and video file converter apps (and some transcription software apps) convert the file into a more playable format.  Popular converters include Switch, Goldwave and iTunes, and there are many more file converters available online, both free and paid versions.

Having access to software which can quickly convert uncommon or problematic audio and video formats to more playable formats is an essential tool in every professional transcriptionist’s toolkit.

A Good Quality Headset Makes Life Just That Little Bit More Comfortable

It can’t be too greatly emphasised; a good quality, comfortable headset can make even the most difficult audio more manageable.  Even though individual preference trumps design every time, do consider the following common characteristics when choosing the right headset for transcription:

  • noise-cancellation,
  • comfort of design and fit on the head (especially if wearing glasses),
  • weight and size,
  • style (in-ear, buds, bandeau), and
  • method of connecting (Bluetooth or tethered).

A good quality headset which is comfortable and can be worn for hours on end, puts less stress on your listening skills, and makes your work as a transcriptionist easier.

(For more detailed discussion on choosing the right headset for you, read our blog article.) 

Top Transcription Tools to Try Today

From transcription foot pedals to text expanders, audio converters, headsets and transcription software, there are many tools which professional transcriptionists rely on to help them cleverly deliver superior transcripts to their clients.

If you are new to the world of transcription, try one or all of these top transcription tools today! 

Posted in Better Audio, Transcription, Uncategorized | Tagged , , , , , , , , , , , | Leave a comment

Why disclosing the nature of audio files to your trusted transcription company is important

From time to time researchers approach us asking whether we would like to be informed about the nature of their audio files.  The answer is a resounding yes.  Why?

Having information about the content of the audio helps our typists to more fully contextualise the content, thereby reducing the chance of errors and ultimately producing a highly accurate transcript.

If we know that the speakers in an audio file will be discussing, say, energy use in inner-city office buildings, then we will allocate those files to our typists who have an in-depth knowledge and background in the building, construction and sustainability sectors.   The provision of a list of common acronyms being used in the audio is also helpful.

Then there are added layers of complexity and nuance which, while at first glance may appear subtle, can have lasting consequences, if not addressed.  The disclosure of sensitive or disturbing content is one such issue.

Being responsible with audio file content is important.

Similar to court interpreters, lawyers, people in the helping professions and the armed forces, the issue of typists being exposed to vicarious trauma is real and potent.  The nature of transcription, that is, requiring a written transcript of the spoken word, means that there will always be circumstances where the content is difficult, disturbing and deeply uncomfortable to hear.

Transcripts with difficult, sensitive and disturbing content are used in areas such as court proceedings, mental health assessments, medico-legal documents and a wide array of research projects.

A transcript is still required and a person must still type from the audio, regardless of the nature of the conversation or interview.  However, if made aware of the sensitive and possibly disturbing content of the audio, steps can be put in place to ensure typists are cared for in the most appropriate manner.

There are many steps Pacific takes to ensure our duty of care to our typists and our clients is fully met, especially in relation to audio content that is sensitive or disturbing.  I’ve listed three strategies we take, below.

Planning – To be forewarned is to be forearmed

One important step is planning.  Knowledge in advance enables one to be prepared.  As a part of Pacific’s standard practice, the strengths, skills and experiences of each typist is collected and stored in a secure and password-protected database.  Information such as formal qualifications, previous work experience and areas of expertise can be useful when assigning audio with specific content to typists.

Further, a part of the recruitment process is asking typists to nominate any content they would prefer not to cover.  While these areas can sometimes be quite vague, this information is nevertheless useful.

Knowledge is Power

Client disclosure: As a part of the file upload process we ask our clients to provide notes on the audio, including a brief outline of the file content, where relevant. Clients are encouraged to phone us when they want a more “hands on” approach.  We are happy to talk with clients about their specific needs, particularly in relation to difficult, sensitive or disturbing audio content disclosure.

Typist disclosure: Throughout their time working with Pacific, typists regularly “check in” with the HR Manager and Operations Team.  From time-to-time particular circumstances arise in a typist’s life, and a typist may not be able to type certain content.

A quick word with the Operations Manager or HR Manager is all it takes to ensure a typist does not receive audio files with trigger content, for a period of time.

Share information for greater accountability and transparency

Open Lines of Communication is Key

Although a simple opt-out works in some circumstances, regular communication with the Operations Team and Human Resources Manager and typists remains a helpful method of keeping communication open and making sure we know “where people are at”.

Pacific is committed to meeting and delivering appropriate duty of care to our typists and clients alike.  If you have any questions regarding disclosure of audio file content, our duty of care to you as a client, or other matters relating to your audio files, contact us today. 

Posted in Dictation, Focus Groups, Interviews, Transcription | Tagged , , , , , , , , , , , , , , , | Leave a comment

Pacific’s Three Direct Dictation Methods – At Your Fingertips!

Direct dictation eliminates the need to manually upload audio files to an individual’s secure client transcription account, which can be time consuming.  Pacific Transcription offers medical and legal clients three direct dictation methods which make dictating safe, secure, easy-to-use and legally compliant.  

three direct dictation methods

What are these three direct dictation methods?

The three direct methods of dictation are:

  • Dial-in dictation,
  • Direct dictation using the Professional Mobile dictation app with a Winscribe licence, and
  • Direct dictation using the Dictate + Connect dictation app (iPhone only) and a secure online transcription account with Pacific Transcription

About the three direct dictation methods

Method #1: Dial-in dictation

Dial the dedicated dictation phone number from any phone to record your dictations directly onto Pacific Transcription’s dedicated dictation server.

Method #1: Dial-in DictationTo access this service you need a four digit pin (Author ID and Security Code).  Just contact Pacific Transcription to secure your dedicated pin.  Pacific staff will also supply you with Pacific’s secure dictation services brochure, which includes handy dictation hints and a step-by-step guide for dictating, including dictation keypad commands, and the phone number to use.  Once you have this information, simply dial the dictation line and start dictating!   It really is that simple.

When you end the phone call the dictation file is automatically and immediately queued to be typed.  For information on transcription costs please ask our friendly staff for a copy of Pacific’s Professional Rate Sheet.

Method #2: Direct Dictation using the Professional Mobile dictation app and a Winscribe licence

Use the Professional Mobile dictation app with a Winscribe licence to record your dictations and send them directly to Pacific Transcription’s dedicated dictation server.

The Professional Mobile dictation app can be downloaded from an app shop (i.e Google Play, Apple’s App Store, or a third party app store).  This app is designed for use on most smartphones, and on iPad and Android tablets.  While the app is free, it will not be connected to our systems until a licence is purchased.

You can purchase a Winscribe licence from Pacific Transcription’s online shop, or phone Pacific to make the purchase and to obtain instructions.

Method #2: Winscribe licence and app for direct dictationOnce the app is installed and you have purchased a Winscribe licence you will be supplied with an Author ID, password and URL setting.  Enter your unique Author ID, password and URL setting in the “Settings” area on the app.  Once you’ve entered this information and checked the network connection, you are ready to dictate!

Use the dictation app as you would a handheld dictaphone, to dictate.  The dictation app has all the functions of a top end dictaphone, including overwrite and insert, edit and review dictations, setting a job priority and changing the job type.

Once you’ve finished dictating, just click the send button and the job is automatically uploaded to Pacific’s secure dictation server, ready for typing.

What’s more, the Winscribe licence is perpetual.  This means you only make a once-off payment to have access to Pacific’s dedicated dictation server.

For transcription pricing, please ask Pacific’s friendly staff for a copy of the Professional Rate Sheet.

Method #3: Direct Dictation using the Dictate + Connect dictation app (iPhone only)

In 2012 Pacific Transcription teamed up with Jotomi, the creators of Dictate + Connect, to launch a third direct dictation option for Pacific clients.  The introduction of this option meant every Pacific Transcription professional client who used their iPhone or iPad to dictate could access a seamless direct dictation to transcription process.

More than five years later and with a growing number of Pacific’s medical and legal clients using this direct dictation method, the Dictate + Connect partnership with Pacific means we’re on the ball so our clients can keep ahead.

Method #3: Direct Dictation with Dictate + ConnectIt’s easy to get started with Dictate + Connect.  First download the paid version of the app from the Apple iStore.  The paid version costs less than AUD 30.  Make sure you already have a secure account with Pacific.  If you don’t, simply self-register as a New Client to obtain your Pacific username and password.

In the Settings area of the app, select Pacific Transcription as your “sharing destination” and when prompted, enter your Pacific Client username and password.  Now, start dictating!

Once you’ve finished dictating click the send button, and your files will be automatically uploaded directly to your secure Pacific client account, and Pacific will transcribe the audio for you.

Like the Professional Mobile dictation app, the Dictate + Connect professional dictation app has all the key features of a sophisticated dictaphone, including rewind, overwrite and insert.

To obtain a copy of Pacific’s Professional Rate Sheet for transcription pricing, simply log into your secure client account and download the latest version, or contact our friendly staff for a copy.

From dictation to transcription – a seamless process

All the direct dictation methods described include automatic addition to Pacific’s transcription queue, ready for typing.  Once the dictation files have been typed and passed the quality assurance process, the completed transcripts are uploaded to your secure client account, or zipped and emailed to your preferred email address.

Pacific Transcription’s Professional Rate Sheet lists the costs for transcription pricing.  Ask our friendly staff for a copy of this rate sheet, or log into your secure client account to download the latest version of the rate sheet.

Pacific’s three methods of direct dictation cover all contingencies.  Whether you are a first-time dictator or a seasoned dictation professional, Pacific Transcription’s suite of dictation methods ensures your particular dictation needs are met.  For safe, secure dictation services at your fingertips, try one of Pacific’s top three direct dictation methods.

Posted in Dictation, Healthcare, Mobile Dictating, Transcription | Tagged , , , , , , , , , , , , , , , | 2 Comments

How Pacific’s Transcription Quote Calculator Helps Australian Researchers

As the end of the year fast approaches researchers are reminded that their grants must be acquitted, budgets balanced, tight time frames met and allocated resources put to good use.

Pacific Transcription helps researchers meet these demands in a number of ways. The first step is to provide researchers with an accurate quote for transcription costs. Pacific has developed a specialised online quote calculator which is flexible enough to cater to specific transcription requirements, without losing accuracy when quoting on price for service.

Jacarandas in bloom signals it's time for researchers to acquit their research grants.

Pacific’s Quote Calculator

Clients upload their files to their secure Pacific online account and provide details of the files via the account’s “Notes” button (in the account), or via email. A Pacific enquiries team member listens to a portion of each file (to assess audio quality), and inputs the file details into the quote calculator.

Details may include:

  • Length of each file, in audio minutes,
  • Number of speakers in each file,
  • Audio quality (poor, good),
  • Audio format (Pacific has a long list of preferred audio formats, and at an extra cost, can convert and transcribe non-preferred audio formats),
  • Specific formatting (Pacific offers four NVivo formatting styles, and also offers formatting to suit many qualitative analysis software requirements),
  • Specialised templates,
  • Speaker Identification (files with more than three speakers attracts a speaker ID surcharge), and
  • Any other specialised or specific requirements, such as timestamping/timecoding.

This information is fed into the quote calculator, and an accurate quote is generated, which is specific to each client’s individual requirements and their file details. The quote calculator provides a highly accurate assessment of the cost of each transcription batch.

Sometimes an accurate quote is all that is needed to keep accounts departments happy; however this is not always the case. It is at these times that many researchers request Pacific’s prepaid transcription service.

Pacific’s Prepaid Transcription Service

Pacific’s prepaid transcription service is an excellent option for researchers who still have interviews or focus groups to record, but also need to expend their grant within a tight timeframe. The prepaid transcription service is easy to use, and can last for up to two years.

Clients purchase a “block” of prepaid transcription. Blocks can be purchased in lots of $100 or lots of $1000, or just contact us if you have a specific amount in mind. Once a block has been purchased, Pacific issues an account statement to the client which displays the amount of credit on the account.

Should final transcription costs come in under the purchased credit value, Pacific will issue a refund for the remaining credit at the end of the project.

This option is a great way for researchers to ensure they have access to transcription services and can meet this cost – when they need it.

If you need a quote or wish to purchase prepaid transcription, contact the enquiries team at Pacific Transcription for more information, and to create your secure client account.

NOTE FROM THE PACIFIC ENQUIRIES TEAM: At the moment Pacific’s online quote calculator is only available to Pacific staff, who gather the information from clients to formulate an accurate quote. Soon the online quote calculator will be available to clients also, making it easier and quicker for clients to obtain accurate projections of transcription costs. Watch this space!

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Foot Pedal Compatibility – Introducing the Olympus Foot Switch Configuration Tool

Since embracing digital technology in daily workflow, transcriptionists across the world have been grappling with dictation and transcription software and foot pedal compatibility.  Traditionally transcriptionists working within legal, medical, accounting and insurance professions have used the same brand of software and hardware as the dictators’ dictation devices.

There have been a number of compelling reasons for this, the most critical being the opportunity to eliminate potential software and foot pedal compatibility issues.  Other reasons have included improving workflow integration, brand loyalty, and possessing historic familiarity with the brand product.

Foot Pedal Compatibility

Times have changed and attitudes have shifted.  While manufacturers worked at finely honing proprietary components (consider the collaboration between Olympus, Philips and Grundig in developing the most widely used digital audio file format, the proprietary .DSS), end users, such as transcriptionists, clamoured to have their voices heard.

Transcriptionists wanted something simple, inexpensive, and effective; something which would work across multiple and disparate platforms, reflecting the changing nature of their work in today’s fast-paced and multi-faceted environment.

Olympus Logo

Introducing the Olympus Foot Switch Configuration Tool.

Enter the Olympus Foot Switch Configuration Tool, probably one of the most useful apps in the transcriptionists’ professional typing arsenal. The Olympus Foot Switch Configuration Tool (FTSW Tool) enables an Olympus RS-28H or Olympus RS-31H foot pedal to be compatible with most third party applications.  Foot pedal compatibility is now a thing of the past.

If your application supports control via keyboard commands, then you can use the RS-28H or RS-31H foot pedal for hands-free control.

Foot pedal compatibility with transcription software is no longer an issue.

What’s more, the RS28H and RS31H, in conjunction with the FTSW Tool, can be used with third party applications in both Windows and Mac environments.

Olympus Foot Switch Configuration Tool

Transcription software such as NCH’s Express Scribe Professional, Philips SpeechExec Pro and SpeechExec Standard, Winscribe, For The Record (FTR) and Karisma, can all be used with an Olympus RS-28H or RS-31H foot pedal, in conjunction with the FTSW Tool.

The release of the new Olympus foot pedals and the free configuration tool has fundamentally reset the transcription software and foot pedal compatibility dynamic. 

The question is no longer “which foot pedal is compatible with my transcription software”, but rather, “which software application is NOT compatible with my Olympus foot pedal”.

Olyjmpus Foot Switch Configuration Tool Icon

The FTSW Tool is not just for transcription applications.  The FTSW Tool can be used with most apps which support control via keyboard commands, enabling hands-free control.

These apps include:

  • Multimedia apps (Windows Media Player, iTunes),
  • Word Processing or Document Management apps (MS Office Suite including MS Excel and MS PowerPoint),
  • Photo Capture, Editing or Manipulation apps (Olympus Capture, Adobe Photoshop), and
  • many Computer Gaming apps (i.e. Call of Duty 4: Modern Warfare).

The Olympus RS-28H and RS-31H foot switches, via the configuration tool, have two operating modes, “Olympus” mode and “Keyboard” mode.

For use with most non-Olympus applications, the configuration tool is simply set to “Keyboard” mode. 

If you want a foot pedal which is compatible with most third-party applications, is simple to use and configure, inexpensive and robust, then look no further than the Olympus RS-28H or RS-31H foot switches.  They will revolutionise, AND simplify your world! 

## NOTE:  We’ve had mixed success in using the RS-31H with Express Scribe Pro, and in light of this would recommend avoiding the RS-31H foot pedal, if you plan to use it with Express Scribe Pro.

Posted in Dictation, Transcription | Tagged , , , , , , , | 14 Comments

Five Essential Keyboard Shortcuts for Researchers

People who conduct research on the internet, scroll through electronic documents, or search in databases know how important and helpful keyboard shortcuts can be.  Keyboard shortcuts help researchers quickly find, retrieve, and relocate critical information.

Below is a list of the top five keyboard shortcuts essential to researchers.  Researchers who use these top five keyboard shortcuts streamline daily workflow, save time, and ultimately improve the research experience.  Find out which keyboard shortcuts made the top five…

Five Essential Keyboard Shortcuts for Researchers


Windows: Ctrl + F

Mac: Cmd + F

And the winner is … Ctrl F, the Find function.  This is the function that opens a Find window in most applications, or finds items in a document.

You don’t even have to type in the whole word, just the first few letters.  All words which start with the letters typed in the Find box are highlighted in the document or on the webpage.

I frequently use this function when searching in PDFs, MS Office documents and many databases.  I do happen to think that this function is the most-used and useful function in my daily work life; and I suspect it will be in yours, too.


Windows: Ctrl + S

MAC: Cmd + S

There’s a mantra shared by anyone who has ever lost an important file or document on their computer – save regularly, and save often.  Never again be vulnerable to the vagaries of crashing computers or servers, or sudden and unexpected loss of electricity.  Don’t be a statistic – use Ctrl S to save your work, and save it often!


Windows: Ctrl + Z, Ctrl + Y

Mac: Cmd + Z, Cmd + Shift + Z

Who would have thought a keyboard function would inspire cutting edge companies and commentators to describe a current epoch?  Has the dawn of the 21st century ushered in a deep desire to “Undo” parts of our lives?  Do we all yearn to return to something as it was before, with no regrets?

While we may not all want to click the “Undo” button at certain points in our lives, it is certainly a great function when working in MS Office documents or other editable documents.

Ctrl Z is the Undo Last Action function.  This function undoes the previous command.  To reverse the Undo command in Mac, press Command + Shift + Z to Redo.  In Windows applications just press Ctrl + Y to Redo.

In some apps you can undo and redo multiple commands.  I use this function often when designing brochures, flyers and other marketing material.  I also like the flexibility the function offers.  It’s okay to try out an idea, and then undo it, if you don’t like the result.  Undoing the last five or ten commands becomes easy and accurate.

Try it; you’ll be surprised at how beneficial the function is to the creative process.


Windows: Ctrl + X

Mac: Cmd + X

Ctrl X is the Cut function and although similar in use to Undo, is extremely useful when wanting to quickly cut whole sections of a document.  Used in conjunction with Paste, the Cut function makes fast editing a breeze.

Select the paragraph or section you wish to cut.  Click Ctrl X to cut the selected section and paste it somewhere else, or simply discard it.  I frequently use the Cut function when working with images and when editing lengthy word articles.


Windows: Ctrl + C and Ctrl + V

Mac: Cmd + C and Cmd + V

Ctrl C is the Copy function and Ctrl V is the Paste function.  Copy the selected item to the Clipboard and paste the contents of the Clipboard into the current document or app.

These handy little keyboard shortcuts are the “safer” versions of the Cut function.  Why “safer”, you say?  When I’m writing articles under strict deadlines I don’t want to lose critical information I’ve spent an intense time thinking about and writing.  Instead, I copy my words and paste them, rather than cut and paste them.

Is this being a little paranoid, perhaps a tad overkill?  Well, maybe just a little.

But ask me this: Have I lost critical information lately?

Answer: No, not for a long, long time.  Period.

There are many more keyboard shortcuts which improve the research experience.  I’ve only listed my five most-used keyboard shortcuts here.  Let me know if you think your favourite keyboard shortcut should bump one of mine off the list?

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Update your internet browser to the latest version – it’s simple and free!

Web pages not loading properly?  Having trouble logging onto your favourite websites? Update your web browser to the latest version – it’s simple and free!

Update Your Web Browser - it's free!Keeping your internet browsers up-to-date is important as it helps in many ways.  Newer browsers save you time, keep you and your data safer, and open up more opportunities for how you use online technology across multiple platforms and devices (desktop, laptop, tablet and smartphone).

Some of the most popular web browsers are Google Chrome, Internet Explorer, Safari, Edge, Firefox and Opera.

Go to your browser settings to check the version you are running.  If you need step-by-step assistance to update to the latest version of your browser, simply run a Google search, “How to update my internet browser”.

It’s easy to update your internet browser to the latest version.  Update your browser to the latest version today – it is a simple process and what’s more, it’s free!

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Quality of Service – What Matters to our Clients, Matters to Us

Pacific Transcription receives consistent feedback that the number one issue concerning clients who access transcription services is the quality of service provided.  How do we know?  Because we ask our clients what they think about our service provision.

Quality of service has been identified as the number one issue concerning our clients.  We have identified this through our quality management process.  This process forms part of ISO 9001 standard, an internationally recognised standard for quality management.

Quality of Service Provision

To achieve ISO 9001 certification businesses must submit to regular external audits by an independent body.  These audits examine the quality management systems in place, and how they are created, monitored, measured and improved.  If the business cannot provide evidence of the system at work, they fail the audit process.

Pacific Transcription maintains ISO 9001 certification, and demonstrates the successful implementation of this standard in many ways, including:

  • Having the right objectives, metrics and procedures in place, which are continually monitored, measured and improved,
  • Engaging in regular internal and external auditing of the standard, and
  • Delivering improved customer satisfaction through careful implementation of these processes.

We use the word “client” rather than “customer” because we value the opportunity to foster a long term relationship with the people who use our services – our clients.  What matters to our clients, matters to us.

We genuinely care about what our clients think because it is only through monitoring, measuring and improving our service provision to our clients that we remain relevant to them.

We personalise our transcription solutions to suit individual client needs.  We do this by listening to our clients, and tailoring an appropriate suite of solutions for each client.  We retain our clients by offering genuinely superior quality of service provision.


So, what is the value proposition?  Our value propositions are based on real deliverables that our clients value and return to, again and again.

We measure our service.

We report on our service.

We improve our service.

We are accountable to our clients, so they can be confident in the high quality service we provide.  It’s that simple.

For more information on how Pacific Transcription implements the ISO 9001 quality management standard and how clients reap the benefits, click here or contact Pacific Transcription.

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Close the Circle with a Complete Dictation Solution – It’s the Olympus Dictation Delivery Service

You dictate in the office, no sweat.  You use an Olympus digital dictation recorder – it’s got exceptional sound capture and it’s easy to use.

You pop out to visit a client at home – oops, forgot the dictation recorder.  Oh well, I’ll just do that dictation when I get back into the office.

At least I didn’t leave the dictation recorder at the hospital, like last time.

If only I could dictate onto my Smartphone – I have that with me most of the time… but how would I get the dictation to my transcriptionist?

Especially when I need that file ASAP?

The answer is with the Olympus Dictation Delivery Service (ODDS).  Olympus has closed the circle with a complete dictation solution.   Save time, improve your work efficiency and use your digital products more effectively with the Olympus Dictation Delivery Service.

Olympus Dictation Delivery Service is a complete dictation solution for professionals

So, what is Olympus Dictation Delivery Service and how does it work?

The Olympus Dictation Delivery Service, affectionately known as “ODDS”, closes the circle on the myriad of dictation devices and processes available in the digital world today; and what’s more, it is EASY to use.

When you record a dictation using your SmartPhone and the Olympus Dictation app (it’s free), you can securely send the dictation to your transcriptionist via the dictation delivery service.    Your transcriptionist, using their Olympus transcription software, can receive the dictations and start typing.

Olympus Dictation Delivery Service

How does ODDS help me?

This option is a GREAT backup option for when you are out and about, and not in the office with your DS-7000 dictation recorder.  You don’t need to remember to take your DS-7000 with you; just leave it in the office where it is not going to be lost or misplaced.

You have great flexibility when you use your SmartPhone with the Olympus Dictation app, an ODDS subscription and have access to an internet connection – you can dictate wherever you are!

ODDS - From SmartPhone To Transcriptionist's Computer

What are some of the benefits of ODDS?

One of the most important concerns facing today’s professionals is ensuring data security.  With the Olympus Dictation app files can first be encrypted then either emailed or sent directly into your organisation’s Olympus Dictation Management System workflow (the software your transcriptionist uses).  For the security conscious this is one of the safest methods available to professionals.

For those who appreciate the finer details of a system, you can’t go past the exceptional configurability of the ODDS.  Via the ODDS administrators can pre-define settings for the users of the App, such as security settings, recording format and available worktypes.  This means that all the dictator has to do is dictate, click send finished dictations, and the ODDS does all the rest!

If you want to optimise the functionality of your existing dictation products, save time and improve your work efficiency contact the Pacific Products Team today to discuss the Olympus Dictation Delivery Service.     There couldn’t be a better time.

Posted in Better Audio, Dictation, Mobile Dictating, Transcription | Tagged , , , , , , | Leave a comment

Three Top Dictating Tips for Medical Professionals who Outsource their Transcription

Did you know that there are a number of top tips for professional dictating which are specific to the type of transcription service you use?

This article explores three important professional dictating tips which are successfully applied by medical professionals who outsource dictations to a transcription company.

Many medical professionals find that they receive the best possible transcripts of their dictations from their chosen transcription company, by applying the following top tips for professional dictating.

Read on to find out how you too can get the best quality transcripts from your transcription company.

What Dictating Looked Like in the Olden Days

Medical professionals know that professional dictating is a skill that is learned and developed over time.  Professionals who dictate daily employ a number of practices which ensure their dictations are clear, concise, and recorded well.  Some of these practices include:

  • Being familiar with the recording equipment,
  • Using a good quality recorder or microphone, correctly positioned,
  • Optimising the recording environment,
  • Collecting thoughts and planning the dictations,
  • Providing critical information in each dictation,
  • Identifying the template to use,
  • Standardising dictations,
  • Dictating punctuation,
  • Speaking with clarity,
  • Spelling technical terms or jargon, and
  • Remembering to say “End of Dictation”.

These are all great practices to employ when dictating.  However, there are a few key dictation practices which are specific to professional dictators who outsource their transcription needs to professional transcription companies, such as Pacific Transcription.

Medical-specific Words

Top Tip #1: You don’t need to spell medical terminology, sector-specific or technical words

If you are using a transcription company such as Pacific Transcription, which employs transcriptionists who are highly experienced in all areas of medical dictation, there is no need to spell out medical terminology, sector-specific or technical words.

However, there are some types of words which do benefit from being spelled out letter-by-letter.  These include spelling out the names of unfamiliar landmarks, small townships or remote areas, particularly those which are referred to by their Indigenous name/s.

Top Tip #2: Know when to spell patient names

On this point, does the transcription company have access to your patient database?  If so, there is no need to spell out patient names.  The transcriptionist can cross-reference the patient name with their patient file in your medical practice database.

If the transcription company does not have access to your patient database it is sometimes beneficial to spell out patient names which may have an unusual or uncommon spelling.  To the transcriber Rose Ann, Rosanne, and Roseanne will all sound the same.

Slow Down!

Top Tip #3: Speak more slowly

Many reputable transcription companies, including Pacific Transcription, who transcribe medical dictations do so at a per line charge, not per minute charge.  This is not only financially beneficial to you, but means you can take regular moments to compose your thoughts and slow down your dictations.  Pause before and after dictating to avoid clipping information.  A well-ordered thought most often translates into a well-ordered, concise and considered dictation.

By applying these three top tips for professional dictating, specific to medical professionals who outsource dictations, you will reap the financial and time benefits, facilitate a more efficient service delivery from your chosen transcription company, and ultimately, receive consistently high quality, accurate and timely medical transcripts.

For further information on medical dictation and medical transcription please contact Pacific Transcription.

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