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Call-in Dictation and Reporting

Quikscribe Phone Dictation module is a Windows based program that allows users to call in and leave dictation or audio reports. The system can be used by transcription agencies, health clinics and medical offices, police departments, law offices or for any centralized audio reporting requirements.

With Quikscribe Phone Dictation you spend less time writing or typing reports. Instead, just call a central recording system that records your audio reports into a standard digital file. The audio reports are then transcribed by administration personnel. Use of the system provides better resource allocation, and saves time and money.

The system is easy to use, easy to configure, and easy to administer.


Central Console
One of the nice features of QS Phone Dictation is the central console that shows
- each phone line,
- it’s current status,
- who is connected, and
- the call duration. 

You can quickly check line usage and performance:

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QS Phone Dictation works with all supported versions of Microsoft Windows, including Windows 7.

Purchase Options for QS Phone Dictation

1-line system (supports 1 incoming phone line)
- $849 includes external USB voice modem box with management software to support one incoming phone line;  box is expandable to 2 ports with software upgrade)

2-line system (supports 2 phone lines)
- $1149 includes external USB voice modem box with management software to support two incoming phone lines


4-line system (supports 4 phone lines)
- $1849 includes external USB voice modem box with management software to support four incoming phone lines

QS Phone Dictation Features and Usage

Quikscribe Phone Dictation allows users to call in dictation or any other type of report, using a standard telephone.

When a user calls into the system, they are prompted for an ID number and a numeric password. Both of these items are entered using the telephone keypad. The system then prompts the user to create a new recording or replay or update an existing recording.

QS Phone Dictation eliminates problems associated with written reports, such as managing stacks of paperwork, and the reading of almost illegible hand-writing. It can also lead the way in a migration from the reliance on tape recording devices towards new digital audio technologies. Because QS Phone Dictation records to standard PC files, these files can be moved and managed, just as any other standard file is moved and managed.

Audio recordings or portions of recordings can be sent almost immediately to your desired destinations. Installations can leverage the use of its communications facilities to assign the appropriate staff to generate timely and accurate transcripts of the recordings. QS Phone Dictationis a first step for many organizations in making better use of their existing technology infrastructures.

QS Phone Dictation Setup Overview

Phone-In Buddy is a standard Windows program that runs on a regular PC.

Regardless of the type of telephone interface used (modem or voice card) or the level of Windows operating system, the installation must provide one or more telephone lines to connect to the system. In most cases, these will be standard phone lines. Installations with a digital telephone switch or PBX can also connect to the system with the digital line configured to an analog signal. Installations should obtain the number of telephone lines that are appropriate for the number of users who will leave reports or dictation. The number of telephone lines should also match the number of telephone interfaces that are installed on the PC. Finally, administrators should keep in mind that, using QS Phone Dictation’s default configuration, one hour of dictation will fit into about 14 mb of disk space. One Gig of hard drive space should hold more than 60 hours of recording, at the default levels. An appropriate amount of disk space should be provided for the application.

The end user who calls in dictation and reports, uses a regular touch-tone telephone and does not need any specialized equipment.

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Instructions for the QS Phone Dictation User

Although configurations may vary, in most instances, the person calling into QS Phone Dictation to leave an audio recording will follow four simple steps:

1. Call the system using a standard touch-tone telephone.
2. Provide identification by specifying a numeric ID and password on their telephone keypad.
3. Using the telephone’s keypad, the user will select a button to create a new recording and then proceed with the recording by talking into the phone.
4. Once the recording is complete, pressing the pound key (#) on the telephone keypad will save the file to the desired location.

In more detail, the system administrator will have previously defined a numeric ID and associated password for each user. This information must be provided to the user, prior to their use of the system. Once they have this information and are ready to create a new recording, they will call the telephone number associated with the voice modem.  QS Phone Dictation will answer the call and, using audio prompts, will ask the user for their ID and password. These will then be entered by the user on the keypad of their telephone.

Once the user has been identified, they will be prompted as to whether they want to create a new recording, or listen to and possibly update a previous recording. The user indicates their selection, by using the keypad on their telephone. Recordings for each user are saved in separate Windows folders. The file names may be assigned by the user or they may be generated automatically by the system.

Wallet Reference Card
A wallet-size reference card provides easy documentation for the novice user to beome accustome to the default telephone keypad settings:

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Administrative Features and Options

QS Phone Dictation has a rich set of features to customize settings for your environment.  The menus provide numerous options to meet a variety of requirements.  However, the system is pre-configured to meet the needs of most businesses without much effort.

In general, the administrator will define Global parameters, define user IDs, and manage the telephone recording devices on the PC, using various Windows in the QS Phone Dictation program. Phone Dictation is started (like other applications) from the Start => Programs menu. Windows may also be configured to start QS Phone Dictation automatically, when the system starts.

By selecting the Options pull down menu, the administrator can select to define and update user ID entries, Configuration settings or telephone recording device definitions. Windows for these definitions are shown below.

Within the Global Configuration settings, the administrator can set:

- the type of compression to be used on the audio files,
- the base folder into which all of the recordings will be saved (user recordings may be directed into individual sub folders of this base folder),
- event logging options,
- user identification options, and
- alerts that may be issued, whenever a new recording is created.

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Within the user settings, the administrator can assign:

- the ID and password to be used by a user,
- the folder into which this user’s recording will be saved,
- limits on the size of recordings that this user can create,
- the format of the file names to be associated with this user, and
- alerts that may be issued, whenever this user creates a new recording.

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Intelligent Audio File (IAF) is an advanced digital dictation file format, specifically designed by Quikscribe, to provide advanced RICH audio dictation and transcription capabilities.
Quikscribe: Making document production... faster and smarter