emon_user_guide_v10.

Transcription

EMon User Guide
Version 10
Copyright and trademark information
Copyright © 2016 Nuance Communications, Inc. All rights reserved.
EMon® is a registered trademark of Nuance Communications, Inc.
EditScript™, IntelliScript™, AutoScript™, NetScript™, and PrintScript™ are trademarks of
Nuance Communications, Inc.
All other trademarks are the property of their respective owners.
U.S. Patent Number: 7,274,775.
Content has been removed from some graphics to maintain patient and institution privacy.
Document Version: v10.32 rev1.0 04252016
Contact information:
Nuance Communications, Inc.
1 Wayside Road
Burlington, MA 01803
Tel 781-565-5000
Fax 781-565-5001
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
About EMon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chapter 1
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
What’s New in Version 10? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Installing EMon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Installation instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Starting EMon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Exiting the program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Activating New Features for Use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Application Features dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Chapter 2
Learning the EMon Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Basic EMon Interface Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Menu bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Tab windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
EMon shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Chapter 3
Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Managing Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Establishing a password policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Setting a password expiration date by user . . . . . . . . . . . . . . . . . . . . . . . . . 64
Changing your password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
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Locking users out after failed attempts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Security group types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
MTSO security group types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Setting Up Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Adding permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Restricting permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Managing members of a security group . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Managing Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
MTSO Administrators - managing security groups . . . . . . . . . . . . . . . . . . . . 91
Security Group Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Viewing the audit trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Filtering Patient Visit Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Managing visit data filter rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Chapter 4
Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Managing eScriptionists (MTs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Adding an eScriptionist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Changing an eScriptionist’s password . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Changing an eScriptionist’s profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Defining dictation assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Viewing the work queue of an eScriptionist . . . . . . . . . . . . . . . . . . . . . . . . 118
Make administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Deleting an eScriptionist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Managing Clinicians . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Adding a new clinician . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Modifying clinician information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Changing a clinician’s password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Viewing the work queue of a clinician . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Viewing the signing queue of a clinician . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Deleting a clinician . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Managing Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Adding a new administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Modifying administrator properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Deleting an administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
User Audit Trails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Chapter 5
Managing Business Entities & Work Types. . . . . . . . . . . . . . . . . . . . . . . . . 143
Managing Business Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Adding a business entity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Changing business entity properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Viewing the work queue of a business entity . . . . . . . . . . . . . . . . . . . . . . . 146
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Optional business entity data fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Managing Work Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Getting Started with the Work Type tab . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Adding a work type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Changing work type properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Editing an alternate or combo code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Chapter 6
Managing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Searching for a Dictation or Transcription . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Searching by document status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Searching for archived dictations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Multiple Properties Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Multiple Identifier Dictation Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Advanced dictation search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Cerner HotSpot dictations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Managing Dictations and Transcriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Viewing and editing dictation properties . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Editing patient information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Changing the CC list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Editing a dictation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Viewing a dictation draft . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Listening to a dictation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Distributing a dictation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Viewing MT Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Cancelling a dictation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Restoring a cancelled dictation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Viewing document history (Audit Trail) . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Printing the dictation audit trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Viewing and comparing document versions . . . . . . . . . . . . . . . . . . . . . . . . 181
Changing priority level for a single dictation . . . . . . . . . . . . . . . . . . . . . . . 185
Configuring Dictation Priority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Priority rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Turnaround Time Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Turnaround time display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Audit trail changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Working with Amendments and Addenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
About amendments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
About addenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Detaching linked documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Unsigning a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
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Chapter 7
Distributing Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Configuring Distribution Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Creating a distribution rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Specify Recipient Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Example: Creating a distribution rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Enhanced Distribution Rule Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Getting started with Distribution Rule Management . . . . . . . . . . . . . . . . . . 227
Viewing rule descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Filtering rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Distribution rule usage analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Modifying a distribution rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Copying a distribution rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Deleting a distribution rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Distributing pended documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Duplicate Copy Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Configuring ‘Duplicate Copy Options’ for a distribution rule . . . . . . . . . . . . . 239
Manual Distribution Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Manual printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Distribution Tab Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Searching for a distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Re-distributing a failed distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Repeating a distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Creating a new distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Assigning a high priority to a fax distribution. . . . . . . . . . . . . . . . . . . . . . . 253
Cancelling a distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Resolving/Unresolving a distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Viewing History Information of a Distributed Document . . . . . . . . . . . . . . . . . . 255
Printer and Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Continuous vs. Batch distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Print Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Print targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Fax Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Fax targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Single cover page for multiple faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Monitoring your Distributed Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Managing Distribution Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Tips for using templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Creating a distribution template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Using merge fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Using control fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Testing a distribution template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
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Assigning rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Editing a distribution template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Deleting a distribution template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Copying a distribution template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Viewing distribution template properties . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Importing a distribution template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Viewing the history of a distribution template . . . . . . . . . . . . . . . . . . . . . . 298
Testing EDT/Text Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Creating a document for testing EDT/Text templates . . . . . . . . . . . . . . . . . 302
Chapter 8
Managing Pended Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Configuring Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Creating a validation rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Modifying a validation rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Copying a validation rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Deleting a validation rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Validation snippets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Working with Pended Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Resolving pended documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Enhanced Pending List Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Overview of Enhanced Pending List Management components . . . . . . . . . . . 322
Enabling Enhanced Pending List Management . . . . . . . . . . . . . . . . . . . . . . 324
Granting permission to manage pending criteria and pending document tasks 326
Overall recommended order for configuring the components . . . . . . . . . . . . 327
Types of pending criteria/reasons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Creating custom pending criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Pending document tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Creating pending document tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Security groups - defining PDT restrictions . . . . . . . . . . . . . . . . . . . . . . . . 337
More about security groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Routing scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Resolving Pending Reasons in EMon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Adding, editing, and resolving pending reasons . . . . . . . . . . . . . . . . . . . . . 348
Pending reason history . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Routing via eScriptionist Aggregation Security Groups . . . . . . . . . . . . . . . . . . . 353
Chapter 9
Managing Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
About EDT Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
eScription Data Transfer interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Audio conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
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Configuring Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Adding an application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Viewing/changing application properties . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Configuring Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Viewing an EDT’s Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Connectivity Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Creating a new rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Editing an existing rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Deleting a rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Restarting an EDT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Socket Management for EDT Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
HL7 parsing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Chapter 10
EMon Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
About the Tools Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Tools Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Change Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Distribution Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Patient Visit Filter Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
eAlert Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Turnaround Time Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Enhanced Pending List Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Distribution Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Application Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Configuring How Pending List Management Users are Credited for Their Work. . . 420
Expedite Stats Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Prefill Signer Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Getting started with Prefill Signer Rules . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Managing Prefill Signer Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
MT Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Getting started with MT Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Setting up MT Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Choosing Dictations for MT Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Distribution templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Outbound Interface Testing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Managing normals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Institution Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Advanced settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
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Managing template classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Managing patient classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Managing patient types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Managing patient locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Managing patient facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Managing distribution targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Print targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Fax targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Text targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Status targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496
HotSpot targets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Adding targets to an EDT application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
Choosing targets in EMon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
IntelliScript Audio Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Auditing audio files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506
Resolving unresolved dictations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
Alerts for missing dictations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
Server Configuration Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Managing your servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Soft shutdown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514
MT Review Grading Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
Setting up grading criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
NetScript Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
Getting started with NetScript Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
Configuring general NetScript properties. . . . . . . . . . . . . . . . . . . . . . . . . . 525
Configuring NetScript Listings page properties. . . . . . . . . . . . . . . . . . . . . . 527
Configuring NetScript Details page properties . . . . . . . . . . . . . . . . . . . . . . 530
Configuring Spell Check properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532
Document Selector for Group Signature . . . . . . . . . . . . . . . . . . . . . . . . . . 533
Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536
Chapter 11
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539
About Billing and Productivity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Accessing your reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Saving the report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
Setting the macros security level in Excel . . . . . . . . . . . . . . . . . . . . . . . . . 542
Available Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Productivity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Productivity Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Feature-Usage Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
QA (optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
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Table of Contents
MTSO (optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Pended Analysis (optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Payroll (optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
Using Excel PivotTables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Displaying the PivotTable toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Adding content to your report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549
Choosing what items to display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Changing grouped data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553
Drilling-down to the base data of your report . . . . . . . . . . . . . . . . . . . . . . 554
Chapter 12
eAlerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557
About eAlerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558
Configurable eAlert Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 559
Managing eAlerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 560
Configurable eAlerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Complete daily summary eAlert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Monitor transcription backlog alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573
Inform additional MTs to start/stop working alert. . . . . . . . . . . . . . . . . . . . 575
Monitor Pending Utterances Backlog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576
Inform additional MTs by extrapolating work completion rate alert. . . . . . . . 579
Fax distribution daily summary alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580
Turnaround Time alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Turnaround Time (TAT) Snapshot eAlert . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Standard eAlerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Subscribing to an eAlert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Immediate Fax Status alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
IntelliScript Status alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586
IntelliScript Digital Voice Recorder alerts . . . . . . . . . . . . . . . . . . . . . . . . . 587
PrintScript alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 588
AutoScript Summary alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
Downtime alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
Appendix A: Changing Expired Passwords. . . . . . . . . . . . . . . . . . . . . . . . . 591
Changing your Password in EMon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592
Changing your Password in EditScript Online. . . . . . . . . . . . . . . . . . . . . . . . . . 593
Changing your Password in EditScript MT . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Appendix B: Internet Bandwidth Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
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EMon User Guide V10
Introduction
The Dragon Medical 360 | eScription (formerly eScription) product line is designed to increase
the productivity of medical transcriptionists, and is based on the simple premise that it is faster
to edit than to type. Physicians dictate as usual, but rather than having their dictations typed
from scratch, EditScript creates accurate and fully formatted first drafts that medical
transcriptionists can quickly review and edit. As a result of using EditScript, health care
organizations have doubled the productivity of medical transcriptionists, saved costs, and
decreased turnaround time — without interfering with clinicians' workflow.
Using unique, patent-pending features, four major components work together to deliver
productivity results unequaled by any other technology vendor:
Voice Capture
Records, digitizes, and optimizes medical dictations for speech processing.
Speech Processing
Converts dictation to text while producing fully formatted draft documents.
Transcription Tools
Enables fast editing of draft documents.
Document Management & Distribution
Supports transcription management, document distribution, reporting, electronic signature,
and more.
About EMon
EMon, a component of Dragon Medical 360 | eScription, is an administrative program that allows
you to monitor and maintain the entire Dragon Medical 360 | eScription data flow process. Using
EMon, you can assign dictation types and clinicians to transcriptionists; configure rules for
pending, document priority, and distribution; search for dictations; view a comprehensive audit
11
Introduction
history for a dictation or user; and configure security groups to fine-tune the level of access
your users will have on the system. You can also configure and manage multiple electronic
signature workflows, configure user properties, and monitor applications, in addition to other
useful features. Through EMon, you configure how the various Dragon Medical 360 | eScription
components in use by your institution communicate with one another. It is the central
component to the entire system.
Typical workflow for recognized data
Dictation audio is uploaded in IntelliScript (by telephone), IntelliScript Digital Voice Recorder (by
handheld device), or a supported 3rd party system.
Audio is delivered by EDT/Audio or IntelliScript Digital Voice Recorder data transfer applications,
and is ready for recognition.
AutoScript fetches the audio and creates a draft known as a Word Alignment file. That draft is then
marked Ready for editing.
EditScript MT fetches the audio and Word Alignment file and creates a transcription file. The
transcription is checked out for editing and transcribed by an eScriptionist (MT).
The uploaded document is distributed based on institution-specified distribution rules, and eventually
routed back to the dictating clinician.
The clinician fetches the transcription and creates a signed document file using NetScript.
The signed document is distributed based on institution-specified distribution rules, and sent to the
Electronic Medical Records (EMR) system at your institution.
How to use this guide
This user guide describes the features and capabilities of EMon and discusses the important
concepts that are associated with it. In addition, the guide will explain how EMon works with
other Dragon Medical 360 | eScription system components to create a powerful and intuitive
transcription workflow.
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EMon User Guide V10
1
2
3
4
5
6
7
Getting Started
The information in this chapter will help you
install and configure your copy of EMon. This
chapter also contains descriptions of all new
features in version 10. For information on the
look and feel of the application, see Learning
the EMon Interface in Chapter 2 on page 43.
Topics discussed in this chapter:


What’s New in Version 10.26?



Installing EMon

Starting EMon

Activating New Features for Use
What’s New in Version 10?









1
13
Chapter 1: Getting Started
What’s New in Version 10?
EMon version 10 contains several new features and enhancements designed to improve your
institution’s workflow and troubleshooting. Pended documents can now be automatically routed
to specific reviewers or groups of reviewers, streamlining the work queues of both MTSOs and
in-house MTs.
Improvements to the distribution system allow you to see what specific criteria caused a
dictation to be distributed, and the Dictation tab now supports searching for multiple Dictation
IDs, MRNs, Account Numbers, and Confirmation IDs, and updating multiple dictations
simultaneously.
Using the Application Features dialog (located on the Tools menu), you can select which new
features will be globally available to system users. All new features will be turned off by default.
Once a feature has been enabled, restart EMon to complete the activation. See Activating New
Features for Use on page 34 for more information.
Enhanced Pending List Management
Version 10 introduces functionality that allows the routing of pended documents to
reviewers based on the reason(s) the document is pended. This routing is controlled by
three components:
•
•
•
Pending criteria—institution-wide conditions that can cause a document to be pended.
Once a user selects a pre-defined pending criteria and attaches it to a document, that
unique instance of the pending criteria is known as a pending reason.
Pending document tasks (PDTs)—a collection of pending criteria that control the routing
of pended documents to MTs, based on the criteria that caused them to be pended.
Security groups—permission-specific groups used to control access to certain
functionality. Administrators can now create security groups whose work queue is
restricted to documents tagged with a specific PDT.
Enhanced Pending List Management has been implemented as two separately selectable
options in the Application Features dialog (Tools menu> Application Features):

Configure Enhanced Pending List Management: This option enables EMon
administrators, through a new security permission, to define and manage pending
criteria and pending document tasks.

Use Enhanced Pending List Management: When this option is enabled, EMon
and EditScript MT provide support for managing pended dictations through the use
of pending reasons. If the institution does not enable this mode, MTs can continue
to enter free-form text as they did in v9.
It is recommended that you first enable the ‘Configure’ feature so that you can fully
configure the pending criteria and routing before the feature is used to pend dictations.
After enabling these two options, the Tools menu will include an ‘Enhanced Pending List
Management’ option with two sub-items: ‘Pending Criteria’ and ‘Pending Document Tasks’.
See Enhanced Pending List Management in Chapter 8 on page 321.
IMPORTANT! To enable this option, you must also have the Enhanced MT Review
Feature enabled and the Assign Pended Dictation Owner option disabled.
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EMon User Guide V10
Resolving Pending Reasons
Pending reasons associate pending criteria with a specific dictation, and sometimes with a
specific location in the dictation’s document.
EMon administrators can display and resolve pending reasons through EMon’s Dictation
Properties dialog box; they can also use that dialog box to pend previously unpended
dictations. See Resolving pended documents in Chapter 8 on page 318.
Searching for Multiple Dictation Identifiers
The new Multiple Identifier Dictation Search option (Tools> Application Features) allows
EMon administrators to search for multiple identifiers in the Dictation ID, MRN, Account
Number, and Confirmation ID fields (on the Dictation tab). For example, if you want to
search for three dictations by Dictation ID, you can enter all three IDs in the Dictation ID
field, separated by commas or a space. EMon will return all three dictations (provided no
other search parameters exclude one of the dictations). See Multiple Identifier Dictation
Search in Chapter 6 on page 163.
Updating Multiple Dictations (priority, work status)
With the Multiple Properties Update option enabled (Tools> Application Features),
administrators can select multiple dictations from a resulting dictation search and change
the priority and/or work status for all dictations at once. If one or more of the updates
cannot be completed, such as an invalid status change, a message will appear identifying
which dictations could not be changed. See Multiple Properties Update in Chapter 6 on
page 160.
Improved Document Distribution
The new Duplicate Copy Options feature (Tools> Application Features) allows
administrators to control the number of copies a distribution recipient may receive of the
same document. This is useful when a clinician fulfills multiple roles for a dictation, such as
when the clinician is both the speaker and the signer. With this feature enabled, there will be
a new panel added to the Distribution Rules wizard. See Duplicate Copy Options in Chapter
7 on page 238.
Improved Transmission Management
The Dictation History dialog in version 10 provides additional information about
transmissions, allowing administrators to more easily track down and troubleshoot a
problem. New types of information include the transmission ID, the date/time that a
transmission was queued, the date/time of the latest status update, the template that was
used, and the criteria that matched the template rule and the distribution rule. In addition,
EMon administrators can search for all transmission status types at once. These features are
available via the Transmission Management Improvements option (Tools> Application
Features). See Viewing History Information of a Distributed Document in Chapter 7 on
page 255.
Specifying an eScriptionist’s Employee ID
EMon administrators can now specify an employee ID when adding a new eScriptionist or
modifying the properties of an existing eScriptionist. The employee ID can be used to
identify the employee across multiple institutions. The ID will appear in various systemgenerated reports, and can link employee information to internal third-party payroll
systems. See Employee ID in Chapter 4 on page 104.
EMon User Guide V10
15
Configuring How Pending List Management Users Are Credited for Work
EMon administrators can now use the Pending Queue Reimbursement Credit dialog box
(available from the Tools menu) to choose from one of several methods available for
crediting users who work on pended documents.
•
•
•
•
The system compares the number of lines in the document that the reviewer
downloaded with the number of lines in the document that the reviewer uploaded,
crediting the reviewer with the difference between the two numbers.
crediting the reviewer with the greater number of lines.
After the reviewer uploads the document, the system compares it to all previous
versions, crediting the reviewer for the highest line count.
The system credits the reviewer with the number of lines in the document at the time
that the reviewer uploads it.
See Configuring How Pending List Management Users are Credited for Their Work in Chapter
10 on page 420.
The following features have been added to version 10.2.
Filtering Distribution Targets
In version 10.2, administrators can associate specific business entities with distribution
targets to prevent the distribution of documents to unrelated or unauthorized targets. If the
new Filter Distribution Targets option is enabled (Tools> Options), EMon will present
users with a filtered Distribution Targets list during an ad-hoc distribution request or while
configuring Distribution Rules based on business entity. The list will show only targets
associated with the dictation’s business entity. This option is enabled by default.
If this option is not enabled, the drop-down lists of targets will show all existing targets. If a
user chooses a target that has been associated with a business entity different from the one
in the dictation, a message will appear indicating that the user cannot use that target.
See Managing distribution targets in Chapter 10 on page 482 and Filter Distribution Targets
in Chapter 10 on page 538 to set up distribution target filtering.
The following feature has been added to version 10.4.
Cerner Integration
The Dragon Medical 360 | eScription system now supports integration with Cerner HotSpot.
With Cerner’s HotSpot dictation functionality, clinicians can choose to dictate portions of a
note rather than enter text into a set of fields. Cerner sends the audio files for a note to
Dragon Medical 360 | eScription as an ordered set, rather than as a series of individual
dictations, and the Dragon Medical 360 | eScription system treats and processes the audio
files as independent dictations that are logically related to each other by a common ID. The
dictations pass through speech recognition, transcription, validation, and distribution. When
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the entire set of documents has been edited or transcribed, the distribution system then
transmits the bundle back to Cerner (in an ordered set). See Cerner HotSpot dictations in
Chapter 6 on page 166 for more information.
Expansion of Business Entity Length
To accommodate institutions requiring business entity codes greater than four digits, the
length of the business entity field code has been expanded to 50 characters. This is the code
that clinicians enter before beginning a dictation in order to identify the business entity
associated with the dictation. See Add Business Entity dialog in Chapter 5 on page 145.
EMR Speaker Specialty field
The ‘EMR Specialty’ field allows administrators to associate speakers with a specialty that
will primarily be used for interfacing with third party systems outside of eScription. Some
medical record systems require the specialty in a certain format that is not in-line with how
internal specialties are implemented in eScription. This additional specialty has no effect on
the existing eScription 'specialty', and has no impact on speech recognition. This feature is
enabled in EMon (Tools> Application Features> EMR Speaker Specialty). It is disabled by
default. See EMR Speaker Specialty in Chapter 4 on page 125.
New NetScript option - Prevent Signature When Blanks Are Present
Clinicians working in NetScript can now be required to resolve document blanks when
attempting to sign a document. To enable this feature, in EMon go to Tools menu> NetScript
Options. On the General tab, check the Prevent Signature When Blanks Are Present
option. See Prevent Signature When Blanks Are Present in Chapter 10 on page 527.
Expansion of Speaker Code Length
The length of the Speaker code field has been expanded to allow up to 24 characters. This
change will accommodate institutions whose Speaker codes exceed the previous 8 character
limitation. See Speaker Code in Chapter 4 on page 125.
New Option to Specify Custom Delimiter for Multiple Identifier Dictation Search
A new option in the EMon> Tools> Options dialog allows institutions to configure a custom
delimiter (a character that indicates the beginning or end of a character string) for searching
that applies to the four fields supported by the ‘Multiple Identifier Dictation Search’ feature:
Dictation ID, Medical Record, Account Number and Confirmation Number (on the Dictation
tab). See Delimiter Char in Chapter 10 on page 537.
New Option to Limit the Type of Statuses MTs can Search on
A new NetScript Search functionality option has been added that limits the statuses that MTs
can search on to Unsigned, Partially signed, Signed, and Transcribed. In EMon go to the
Tools menu> NetScript Options. On the General tab, check the Limit eScriptionists to signed
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and unsigned documents option. See Limit eScriptionists to signed and unsigned documents
in Chapter 10 on page 527.
Failed Password Lockout
Administrators can now choose to block users from logging into the system after a
configurable number of failed attempts. Once set up, the system keeps track of failed login
attempts and blocks users who fail to provide the correct password and/or user name within
the allowed number of times, and with less than 1 minute in between each attempt. The
user is then blocked from logging in for a configurable duration of time. See Locking users
out after failed attempts in Chapter 3 on page 66.
New Business Entity data fields
A new optional tab screen can be added to the Business Entity Properties dialog (Business
Entity tab> Add Entity or Properties button). This tab, called Additional Properties,
consists of three separate free-form data fields that can be used to capture additional
information for an institution. Each field is restricted to 25 characters.
This tab screen must be enabled on the Application Features console (it is disabled by
default). Go to Tools menu> Application Features. Select the Additional Business Entity Data
Fields option, then restart EMon. Please contact your CDE if you are interested in using
these fields. See Optional business entity data fields in Chapter 5 on page 147.
eAlerts Improvements
eAlerts (Tools> eAlert Rules) are notifications that are emailed to appropriate administrators
and support teams at your institution to communicate daily status information for various
products. Several improvements have been made in version 10.18 that include:
18

ability to enable and disable each alert

unique names for each alert

configurable email subjects

more scheduling options - each alert can be configured to run on multiple days, at
multiple times

different eAlert recipients based on work schedule - day vs. night, weekday vs.
weekend
EMon User Guide V10
Additional changes have been made to some of the individual alerts as well. See eAlerts
in Chapter 12 on page 557 for complete details.
Two new eAlerts and additional improvements
eAlerts (Tools> eAlert Rules) are notifications that are emailed to appropriate administrators
and support teams at your institution to communicate daily status information for various
products.
Note:Institutions must also update to the V10.20 Servlet for the new eAlert functionality.
This version includes two new eAlerts:
•
•
Monitor Pending Utterances Backlog - provides information about dictations in the
pending backlog. Users can configure an alert to be sent based on the number of jobs in
the pending backlog or the duration of dictation audio.
Turnaround Time Snapshot - provides a ‘snapshot’ at the time the report is run of
how many documents are due in the next ‘X’ hours. The report is sent when the number
of jobs due in a configured timeframe (1 hr to 24 hrs or more) reaches the set
threshold. The threshold can be configured based on dictation count or duration of
dictation audio.
Additional improvements:
•
users can manually trigger an eAlert, rather than waiting for its scheduled time
•
the name and type of the eAlert are displayed in the title bar of the eAlert wizard
•
a default email subject is created when adding an eAlert
•
•
•
on the main eAlert page, the description of each eAlert is displayed as a tooltip when
users hover over the alert with the mouse
the Work Status Filter screen includes additional work statuses
the Business Entity filter is now optional for the Complete Daily Summary eAlert; also
added an optional Work Type filter
See eAlerts in Chapter 12 on page 557.
TAT Start Time/Due Date Calculations Enhancements
To enhance Due Date calculations, the TAT start time in EMon (‘Upon upload’ or ‘When
Ready for Editing/Ready for Transcription’) will now be determined by the following two
parameters:
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19

the dictation's MT billing group (such as an MTSO, the customer, eScription)
and

audio source (such as IntelliScript, IS-DVR, DMMR, Desktop Recorder)
Note: Please contact your CDE if you are interested in making changes to TAT using
this billing group/audio source configuration.
Enhancements to the dictation aging process
Enhancements have also been made to the dictation aging process to ensure that all
dictations are properly aged, including newly added audio sources and ‘unknown’ audio
sources. Aging refers to the process that a dictation’s priority undergoes as time passes.
Priority increases as a dictation ages, in order to achieve the desired turnaround time.
Previously, the start time aging method for all audio sources was the same (with one
exception). Now, each audio source can be specifically mapped to a start time that ensures
a more accurate aging process: ‘Upon Upload’ or ‘Dictation Finish Date’ (when the clinician
finishes dictating). For more information about aging, see Aging in Chapter 6 on page 186.
New TAT-related columns in EMon
Two new TAT-related columns are available in EMon:

TAT Start Method (see Turnaround time display in Chapter 6 on page 196)

Uploaded (see Aging in Chapter 6 on page 186)
Added Priority filter to Monitor Pending Utterances Backlog eAlert
The Priority filter has been enabled in the ‘Monitor Pending Utterances Backlog’ eAlert. This
will help administrators in the management of TAT compliance, such as the ability to track
pended STAT dictations. See Chapter 12: eAlerts on page 557.
Minutes of dictation audio shown for Complete Summary Daily report
The Work Queue Summary section of the Complete Daily Summary report now includes a
column for the minutes of dictation audio. The number of minutes corresponds to the sum of
the audio lengths of the dictations in each status. The total number of minutes for all
dictations in the report is also included. See Chapter 12: eAlerts on page 557.
Auto-upgrade per billing group
The auto-upgrade process can now be configured per billing group. This new option allows
more flexibility and convenience, particularly for MTSOs wishing to upgrade. See Automatic
install on page 28.
Enhancements to MT Instructions
Several changes have been made to the MT Instructions in EMon, including the ability to
enable/disable instructions, two new filters, and the ability to view the instructions from the
Dictation Properties screen. See MT Instructions in Chapter 10 on page 428.
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EMon User Guide V10
Summary of Search Results
The Dictation tab now displays a summary of the total number of Dictations, Edited
dictations, and Transcribed dictations returned in the search results. See Dictation tab in
Chapter 2 on page 54.
Middle Initial/Name column added to the Change CC: dialog
A Middle Initial column has been added to the Change CC: dialog (Dictation tab>
Properties> CC: field> Change button). This new column makes it easier for users to
visually identify duplicate names. See Changing the CC list in Chapter 6 on page 173.
NetScript Options - Signature result checkbox default appearance
The dictation list in the Signature Queue may now be configured to have all its rows either
“checked” or “unchecked” by default for all providers at the institution. By default, all rows
are checked. See Configuring NetScript Listings page properties in Chapter 10 on page 527.
NetScript Options - Do not auto-check non-reviewed documents in the signature
queue
The dictation list in the Signature Queue can now be configured so that documents that have
not yet been reviewed by the reviewer are not checked by default. This is only valid for cosignature parallel workflows. By default, the documents are checked. See Configuring
NetScript Listings page properties in Chapter 10 on page 527.
NetScript Options - The ‘Birth Date’ field is now available for display in NetScript
A patient’s date of birth has been added as an optional field that can be displayed as part of
the list of dictations in the Signature Queue or search results page, as well as the details
page. By default, this field is unchecked. See Configuring NetScript Listings page properties
in Chapter 10 on page 527 and Configuring NetScript Details page properties in Chapter
10 on page 530.
Visit Status Field
In EMon version 10.30, a new field called Visit Status appears on various screens to indicate
the status of the patient's visit. This field can help a user identify whether a visit has been
cancelled and thus, not suitable to be selected and associated with the dictation. This field
includes values such as Cancelled, Discharge, Discontinue Appointment, Preadmit, Register.
It appears on the following EMon screens if your institution has an EditScript MT header that
is configured to display it:

Dictation tab> Properties

Dictation tab> Properties> Change button> Patient Search

Dictation tab> Properties> Advanced button> Reassign a Visit or an Order
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The Visit Status field will always be displayed on the following screen, regardless of your
header setup:

Dictation tab> Properties> Edit Data button> EDT Data
Note:This field is not editable. To add it to your headers, please contact your Nuance
representative.
New ‘Hide the work queue’ eScriptionist Profile option
A new eScriptionist Profile option called Hide the work queue has been added in EMon
(eScriptionist tab> Profile> Login tab). If this option is selected, users will not be allowed to
view the work queue in EditScript MT in any mode, with the exception of RDR mode. See
also Login Privileges in Chapter 4 on page 109.
Prevent Dictation Skipping
For administrators, a new option has been added that prevents MTs from repeatedly
skipping documents that they do not want to work on (either by pressing Alt+F4, Alt+N, or
clicking X). EMon administrators can access this new option on the Transcription tab
(eScriptionist tab> Profile button) for the selected MT. Administrators can also access it in
EditScript MT on the Transcription tab (Alt+O). This option is off by default. See Prevent
dictation skipping in Chapter 4 on page 116.
Enhanced Process for Customizing Output Filenames
Requests for customized output filenames and extensions for EDT/Text and EDT/Status
transmissions can now be carried out by installation programmers and Support, ensuring a
much quicker turnaround time. Additionally, these custom formats can be configured on a
per EDT basis, and can include merge fields rather than static text. Previously, such
requests required coding by development, followed by a new release of the software. Once
configured, the new custom formats are available for selection in EMon. A new drop-down
menu called Filename Format appears on the Application tab for EDT/Text and EDT/Status
EDTs. See Filename Format in Chapter 9 on page 363 and Filename Format in Chapter 9 on
page 372.
If your institution wishes to customize the formats of these output files, please contact your
Client Development Executive (CDE).
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Installing EMon
EMon is available for download from the online Customer Center for your institution. In order to
download and install EMon, you will need to know the institution name assigned to your
institution, as well as your Dragon Medical 360 | eScription user name and password. Follow
the instructions in this section to install EMon.
Note: Attempting to uninstall EMon from a non-Administrator account, or from an account
other than the one that was used to install EMon, will result in a Windows error that reads,
“You cannot remove a program that isn’t installed.” This error can be disregarded.
Hardware /Software Requirements
IMPORTANT! Before installing EMon, verify that your computer meets the hardware and
software requirements listed in the Component Installations Requirements found on the
EditScript Online Support Center.
Installation instructions
Installation of EMon is generally performed by the Information Services personnel or
Transcription and Practice managers at your institution.
IMPORTANT! Close any applications using Microsoft Word before beginning installation.
EMon cannot be installed if Word is open.
Steps:
1
Enter your institution’s shortname in the Customer Login field on www.escription.com,
then click Log In.
The Connect dialog appears.
2
Enter your user name and password, then click OK.
EMon User Guide V10
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The EditScript Online home page appears.
3
Click Administrators, then click Software Downloads.
The Dragon Medical 360 | eScription programs available to your institution are
displayed.
4
Click on the EMon link.
The available installers are displayed.
5
24
Click on the EMon link for the Windows platform to launch the installation.
EMon User Guide V10
The File Download - Security Warning dialog appears.
6
Select Run to run the installer immediately, or Save to save the executable locally and
run it from the save location.
Note: A security warning may appear when you attempt to run the executable
directly from the File Download dialog. It is safe to click RUN from this dialog.
7
Run the executable. (If you selected Run in Step 6, this will start automatically.)
The EMon installation dialog window appears.
8
Click Next to continue.
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25
The Destination Folder screen appears.
9
To install to the default folder, click Next. To browse for a folder, click Change.
Note: We recommend that you keep the default installation folder.
The Ready to Install the Program screen appears.
10
26
Click Install.
EMon User Guide V10
The Installing EMon screen appears. If at any time you need to stop the installation,
click Cancel.
The Install Complete screen appears.
11
Click Finish to complete the installation process.
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27
Automatic install
EMon can be configured to update automatically on an institution-wide, per MT, or per billing
group basis when updates are available. Depending on how auto-update has been configured
for your institution, you may be allowed to skip the installation process a certain number of
times. This is known as a grace period, and is configurable on a per MT basis by your Dragon
Medical 360 | eScription Support representative. If the update is not installed within your grace
period, you will be locked out of EMon. It is important to install program updates when you are
first prompted to do so.
Steps:
1
Log in to EMon.
2
When an upgrade is available, the Upgrade Immediately dialog appears. Click OK.
Note: The upgrade will start even if you close this dialog box without clicking OK.
The upgrade complete confirmation screen appears.
3
Click OK.
The Login dialog appears. Note that the login dialog does not include a full version
number. This means that the upgrade is not yet complete.
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EMon User Guide V10
4
Log in to EMon again, and click OK.
5
The upgrade is not yet complete and will now continue.
6
A confirmation dialog appears asking if you wish to continue with the upgrade. Click
Yes.
Note: You will not be able to log in to EMon unless you click Yes. Clicking No will
exit you from the program.
The InstallShield Wizard appears.
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7
Click Next to resume the installation.
The Installing EMon screen appears. Allow this to run.
The completion screen appears.
8
Click Finish to exit the wizard.
The upgrade is complete. You can now log back into EMon and proceed as usual.
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What is eRTF?
The eRTF (Rich Text Format) component is installed simultaneously with EMon, and enables
you to view and/or edit documents that contain font and other formatting information. This is
the editing component that is utilized when you view dictation properties or view/edit a
document through the Dictation Properties feature in EMon. For more information, see Editing a
dictation in Chapter 6 on page 174.
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Starting EMon
Once EMon has been installed successfully, you can start the program by following the steps
below.
Steps:
1
Double-click on the EMon program icon on your desktop, or on the EMon entry under
Start> Programs> eScription.
The Login dialog appears.
2
Enter your Login, Password, Institution (short name, assigned by
Dragon Medical 360 | eScription) and System. Select Production (default) from the
drop-down menu. If you have been granted access to a training or test system, a Test
option will be available from this drop-down. Be sure to select the appropriate system
depending on your purpose in EMon.
Note: User names are unique between the Production and Test systems. You do
not automatically have access to both.
3
Click OK to launch EMon.
If certificates are required for EMon access at your institution, all users will be
prompted to request a certificate the first time they start EMon. For more information,
see Exiting the program on page 33.
Configuring a proxy
A proxy is a service through which other computers gain access to the Internet. To configure a
proxy, follow the steps below.
Note: You should only follow these steps if your site uses a proxy. Proxy information
should be provided by your IT/IS administrator.
Steps:
1
32
Click on the Advanced button from the EMon Login dialog.
EMon User Guide V10
The Advanced Options dialog appears.
2
Enter the IP Address for the proxy computer here, and specify the Port. If the
address or port is not known, consult your IT staff.
3
Click OK to return to the EMon Login dialog.
Exiting the program
Follow the steps below to exit EMon.
Steps:
1
Click on the X at the top right-hand side of the Windows screen.
The following prompt appears.
2
Click Yes to exit EMon. To return to the program, click No.
To avoid being prompted the next time you attempt to exit EMon, click on the Do not
ask me this again setting.
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Activating New Features for Use
Most of the new features in this version of EMon are disabled by default. To make them globally
available to your system users, you must manually enable them through the Application
Features dialog on the Tools menu. This dialog lets you control what new features will be active
across the system.
Note: Some new features, such as Turnaround Time Rules, will change the way the EMon
interface looks. For more information, see Chapter 2: Learning the EMon Interface on
page 43.
Only users who belong to a security group with the Manage Application Features permission
can enable or disable features through the Application Features dialog. See Setting Up Security
Groups in Chapter 3 on page 70 for detailed information.
Turning on new features:
1
From the Tools menu, select Application Features.
The Application Features dialog appears.
2
Select the feature(s) you want to activate. See Application Features dialog box on
page 35 for information on these options.
3
Click OK.
IMPORTANT! You must restart EMon whenever you activate a feature from the
Application Features dialog.
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Application Features dialog box
The Application Features dialog box provides a list of check boxes for activating and
deactivating new features in EMon. Features are organized into three categories: EMon,
EditScript, and NetScript. The following screen shows the start of the EMon features list.
EMon
Printable Audit Trail
Check this box if you would like to enable the Printable Audit Trail functionality. This
feature allows you to copy audit trail tables to the clipboard and paste them into other
applications (e.g., Microsoft Excel) from where they can be printed. Once this feature is
activated, a Copy button will appear in all Audit Trail dialogs.
Restart Interface from EMon
Check this box to make the Restart button visible in the Application tab. In the event an
EDT interface stops running, you can manually restart it directly from EMon using this
button.
Work Type Tab
Check this box to make the Work Type tab available. From the Work Type tab, you can
create and manage your own work types.
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Interface to Normals Administration
Check this box if you would like to use the Normals Administration interface in EMon to
manage your normals. When this option is turned on, the Normals Administration
interface is displayed when you select Templates > Normals from the Tools menu in
EMon. See Using the Normals Administration method in Chapter 10 on page 446.
Advanced Dictation Search
Check this box to enable the advanced dictation search options in the Dictation tab.
Checking this box will change the appearance of the Dictation tab. See Dictation tab in
Connectivity Rules
Check this box to make the Connectivity Rules button visible in the Application tab.
Connectivity rules allow you to define condition triggers for determining when alerts for
various EDT interface behaviors should be sent. Through the connectivity rules
functionality in EMon, you can view, create, edit, and delete triggers for several
condition types, such as when no incoming ADT transmissions are received for one
hour. See Connectivity Rules in Chapter 9 on page 392.
Institution Specific Values
Check this box to make the Institution Settings option available from the Tools menu.
Using the Institution Settings feature, you can create and edit a variety of settings
specific to your institution, including: Advanced, system-wide settings, Printer
Descriptions, Fax Targets, Patient Location, Patient Class, Patient Type, and Patient
Facilities. See Institution Settings in Chapter 10 on page 455.
eAlert Rules
Check this box to make the eAlert Rules option available in the Tools menu. Previously
known as eReports, eAlerts have been renamed to emphasize that they are different
from Management Reports. You can now customize rules to determine when and to
whom eAlerts are sent. See Chapter 11: Reports on page 539 for more information on
eAlerts.
Show Line Count Column
Check this box to make the Line Count column visible in the results returned from a
document search (on the Dictation tab). This column displays the basic line count, used
by Dragon Medical 360 | eScription to bill your institution.
Show Net Line Count Column
Check this box to make the Net Line Count column visible in the results returned from a
document search (on the Dictation tab). This column displays the net line count, used
by your institution to reimburse the MT who edited or transcribed the document.
Show Customer Line Count Column
Check this box to make the Customer Line count column visible in the results returned
from a document search (on the Dictation tab). This column displays the customer line
count, used by an MTSO to reimburse the MT who edited or transcribed the document.
Distribution Tab
Check this box to make the Distribution tab available. Use the new Distribution tab to
manage print, fax, email, text, and status distributions.
Extended Application Properties Management
Check this box to make the Watchdog Configuration pane visible in an EDT application’s
Properties dialog (available through the Application tab). This pane allows you to enable
or disable the interface. See Adding an application in Chapter 9 on page 361 for more
information. In addition, checking this box gives you more control over many of the
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EMon User Guide V10
EDT/Fax options (e.g., Max pages per batch) by making them visible in the Properties
dialog.
Fax Cover Page Management
Check this box to activate the single cover page for batch faxing feature. This feature
allows you to send faxes bound for the same clinician under a single cover page. See
Single cover page for multiple faxes in Chapter 7 on page 268 for more information.
In addition, checking this box allows you to use a simpler method of managing your
print and fax templates. When this feature is enabled, you will see two new fields when
working with distribution templates: the Has Cover Page check box is available in the
template Properties dialog, and the Fax Cover Page option is available in the template
Rule Properties dialog. See Sharing print and fax templates in Chapter 7 on page 277
for more information.
IntelliScript Audio Auditing
Check this box to make the IntelliScript Audio Auditing option available from the Tools
menu. This feature allows administrators to:

search for information on dictations that do not show up in the general work queue

view a daily audit report of dictations that were recorded in IntelliScript, but did
not appear in EMon
See IntelliScript Audio Auditing in Chapter 10 on page 506 for more information.
Listen Line Restrictions
Checking this box adds the Restricted from Listen Line check box to the Add Business
Entity and Add Work Type dialogs. When selected, this option prevents users from
accessing dictations associated with that particular business entity or work type over
the listen line. See Adding a business entity in Chapter 5 on page 144 or Adding a work
type in Chapter 5 on page 148.
NetScript Options and Headers Management
Check this box to enable the NetScript Options menu item on the Tools menu. The
NetScript Options dialog allows you to configure the appearance and functionality of
your NetScript pages. The dialog contains three tabs through which you can define
these properties: General tab, Listings Page tab, and Details Page tab. See NetScript
Options in Chapter 10 on page 525.
Turnaround Time Wizard
Check this box to enable the TAT Wizard option on the Tools menu. Enabling this option
removes the Priority Rule tab from EMon. This option is intended to simplify the process
of creating priority rules. EMon will automatically generate priority rules for you based
on the TAT rules you define. Defining a TAT rules involves identifying which dictations
the rule applies to and defining how the dictation will age (based on elapsed time and
new priority). See Turnaround Time Rules in Chapter 6 on page 189.
Compare Document Versions
Check this box to turn on the Document Versions area of the Dictation History screen.
This area lists all versions of the currently selected dictation, from the initial speech
recognized draft to the latest saved revision. You can select a single, older version to
review, or two versions to compare. See Viewing and comparing document versions in
Archived Dictation Search
Check this box to allow searching for documents that were transcribed between six
months and two years ago (excluding pended documents). You can view, edit, and
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37
distribute the document, just as you would a standard dictation. See Searching for
archived dictations in Chapter 6 on page 158.
MTSO Security Groups
Check this box to enable MTSO security group types. This feature restricts certain rights
of MTSO administrators, allowing them to only manage documents and MTs that are
part of the same billing group. The MTSO administrator can manage group
membership, but will not be able to add, edit, copy, or delete security groups. See
MTSO security group types in Chapter 3 on page 68.
Security Groups Audit Trail
Check this box to view the history of all changes made to security groups over a
specified time period. This includes changes to the membership of a group, changes to
the permissions assigned to a security group, and the addition or deletion of any
security groups. See Security Group Audit Trail in Chapter 3 on page 94.
Multi-Site Config for Distribution Preferences
Check this box to configure multiple distribution preferences for a single clinician or
contact based on combinations of business entity and/or work type. Now clinicians who
work in multiple office sites can have reports sent to a preferred target as designated in
their properties settings. See Multiple distribution preferences in Chapter 4 on
page 130.
Enhanced Distribution Rule Management
Check this box to enable new ways to manage and analyze large numbers of
distribution rules. You can view a detailed description of each rule, filter the rules by
business entity, distribution type, and/or target, and view distribution rule usage
statistics for a specified time period. See Enhanced Distribution Rule Management in
Signature Note Enhancements
Check this box to allow administrators and/or clinicians using e-signature to attach a
signature note to a dictation during distribution. This note can be used to alert a signing
clinician or multiple reviewing/signing clinicians of a problem in the document.
Disabling this feature will disable it in both EMon and NetScript. See Distributing a
dictation with a signature note in Chapter 7 on page 246.
Server Configuration Manager
Check this box to enable the Server Configuration Manager, which provides a simple
interface through which you can configure PrintScript, IntelliScript, and EDT server
properties, such as names and email addresses for any necessary notifications of
events related to the server. See Server Configuration Manager in Chapter 10 on
page 508.
Show RadVantage Configuration in Tools Menu
Check this box to enable the RadVantage Configuration option on the Tools menu. This
option allows you to view the RadVantage Configuration dialog if you use RadVantage.
See MT Instructions in Chapter 10 on page 428.
Prefill Signer
Check this box to enable the Prefill Signer option on the Tools menu. You can use prefill
rules to fill in the signing clinician field prior to transcription. See Prefill Signer Rules in
Expedite Stats
Check this box to enable the Expedite Stats option on the Tools menu. You can use
expedite stat rules to define which high priority dictations should skip speech
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EMon User Guide V10
recognition, and go straight to an MT for transcription. See Expedite Stats Rules in
Turnaround Time Display
Check this box to enable two new fields on the Dictation tab in EMon—Target TAT and
Due Date. These fields show a dictation’s target turnaround time and the time/date at
which the dictation is due. These fields will also be shown on the Message tab screen
and the dictation’s Properties dialog. See Turnaround time display in Chapter 6 on
page 196.
Duplicate Copy Options
Check this box to enable the Duplicate Copy Options feature. This feature allows an
administrator to configure individual distribution rules so that duplicate copies of the
same transmission are not sent to the same recipient. For example, if a clinician is both
the speaker and the signer for the same dictation, and a distribution rule is configured
to send a copy of the dictation to both the speaker and the signer, that rule can be
configured to only send one copy of the dictation to that clinician.
For existing customers, the feature will be disabled by default. For new customers, the
feature will be enabled (checked).See Duplicate Copy Options in Chapter 7 on
page 238.
Help for New Dictating Clinicians
Select this check box to provide new dictating clinicians with training prompts that
guide them through the dictation process. The names of the new prompts, which are
available on the Prompt tab in the IntelliScript Configuration Manager, end with
"_train", as in "SA_birthdate_train". One of the new prompts is "SA_begin_train",
which can be played immediately before the speaker starts dictating. EMon
administrators use the Enable Training Prompts check box on the Dictating Clinician tab
to determine who hears the training prompts. See Dictating Clinician tab in Chapter
4 on page 124.
IntelliScript administrators configure this feature in the IntelliScript Configuration
Manager; see the IntelliScript Configuration Manager Guide for more information.
Multiple Properties Update
Check this box to enable the Multiple Properties Update feature. This feature allows you
to select multiple dictations from a resulting dictation search and change the priority
and/or work status for all dictations at once. If one or more of the updates fails, for
instance, due to an invalid status change, a message will appear identifying which
dictations could not be changed. See Multiple Properties Update in Chapter 6 on
page 160.
Multiple Identifier Dictation Search
Check this box to allow searching for multiple identifiers (values) for the following four
fields on the Dictation tab: Dictation ID, Medical Record (MRN), Account Number, and
Confirmation Number. For instance, if you want to search for three dictations by
Dictation ID, you can enter all three IDs in the Dictation ID field, separated by commas
or a space. EMon will return all three dictations (provided no other search parameters
exclude one of the dictations). See Multiple Identifier Dictation Search in Chapter 6 on
page 163.
Transmission Management Improvements
Check this option to enable the following transmission improvements related to
managing in-progress and historical transmissions:

Additional transmission information in the Dictation History dialog—Transmission
ID, Queue Start Time, and Status Update Time columns.
EMon User Guide V10
39

A new dialog provides information on why documents were distributed and
formatted the way they were.
This feature will be enabled by default for new and existing (on upgrade) customers.
See Additional columns in Chapter 7 on page 255 and Information about why the
document was distributed in Chapter 7 on page 257.
Demographic Confirmation
Check this box to provide clinicians with audio confirmation of demographic information
that they input via the telephone keypad during dictation in response to a prompt. The
text-to-speech (TTS) engine searches the database for a match to the input and then
plays the audio confirmation back to the clinician. If the answer appears to be incorrect,
the clinician can enter a new answer.
When this feature is enabled, the IntelliScript Configuration Manager includes a new
prompt: SA_demo_confirmation. “If this is correct, press #. To re-enter, press *.” See
the IntelliScript User Guide and IntelliScript Configuration Manager Guide for
more information.
Patient Information Download
This feature allows EDT/Audio to download patient information to the local IntelliScript
database. This feature should be enabled if an institution configures patient (MRN or
patient visit, or order item) validation or confirmation. You should also enable this
feature if you want to use EDT/Audio to download patient information, instead of using
other processes.
If enabled, two new options appear on EMon’s Server Properties dialog (Tools menu>
Server Configuration> Properties): Patient Download Days and Patient Inactivity
Days. See Patient Download Days in Chapter 10 on page 512 and Patient Inactivity
Days in Chapter 10 on page 512.
Utterance Group Information
Check this box to enable three new fields on the search results grid in EMon’s Dictation
tab—Dictation Group ID, Group Code, and Sequence Number. These fields show
information related to Cerner HotSpot dictations. See Cerner HotSpot dictations in
EMR Speaker Specialty
This feature allows administrators and MTs to associate speakers with a specialty that
will primarily be used for interfacing with third party systems outside of eScription. See
EMR Speaker Specialty in Chapter 4 on page 125.
EditScript Client
Use New Template Chooser Interface
Check this box to make the new normals interface available to users in EditScript MT.
This interface allows transcriptionists to search for normals.
MT Instructions
Check this box to enable the MT Instructions option on the Tools menu in EMon and to
enable the feature in EditScript MT. MT Instructions allow you to create instructions
that can be displayed while an MT is working on a dictation. The instructions specify any
special steps that an MT should take to complete the dictation. When creating MT
instructions, you can specify the work type, business entity, and speaker to which the
instructions pertain. See MT Instructions in Chapter 10 on page 428.
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EMon User Guide V10
More ways to Search CC List
Check this box to enable an enhanced CC List search. Once enabled, you can search for
clinicians in the contact list by any combination of last name, first name, specialty,
street address, city, state, or zip code. Enter search criteria for as many search fields as
you want (partial names are allowed). The more information you enter, the narrower
and more accurate the results. See the EditScript User Guide for more information.
QA Review Modes (V9 clients only)
Check this box to enable QA Review mode for version 9. Version 9 offers a QA Review
header, grading criteria (definable in EMon), and a login mode for MTs and
administrators called Reviewed Dictation Retrieval. Users can log in to Reviewed
Dictation Retrieval mode to download and review the marked-up documents scored by
the QA reviewer. See the EditScript User Guide for more information.
This option only applies to v9 EditScript users. If enabled, EditScript MT v9 will use v9
QA Review instead of v8 QA Review. By default, v10 uses the v9 QA Review feature,
and, therefore, this option does not need to be checked for v10 users. V9 QA Review
can be enhanced in v10 by enabling the ‘Enhanced MT Review’ option (see below).
Configure Enhanced Pending List Management
Check this option to allow EMon administrators, through a new security permission, to
define and manage pending criteria and pending document tasks. It is used in
conjunction with ‘Use Enhanced Pending List Management’ (below).
Use Enhanced Pending List Management
When this option is enabled, EMon and EditScript MT provide support for managing
pended dictations through the use of pending reasons. If this feature is not enabled,
MTs can continue to enter free-form text as they did in v9.
It is recommended that you first enable the ‘Configure Enhanced Pending List
Management’ feature so that you can fully configure the pending criteria and routing
before the feature is used to pend dictations.
After enabling these two options, the Tools menu will include an ‘Enhanced Pending List
Management’ option with two sub-items: ‘Pending Criteria’ and ‘Pending Document
Tasks’. See Enhanced Pending List Management in Chapter 8 on page 321.
IMPORTANT! To enable this option, you must also have the Enhanced MT Review
Feature enabled and the Assign Pended Dictation Owner option disabled.
Enhanced MT Review Features
Check this box to enable Enhanced MT Review for version 10. Enhancements include
the ability to do a retrospective review of the latest unpended version of a document, to
let reviewers review the work of other reviewers, and to revise or correct already
assigned scores. Reviewers with MT Review privileges can also review and grade other
MTs while in Pending List Management mode. See the EditScript MT User Guide for
more information.
Custom Date Format
Check this box to use custom date formats in EditScript. If enabled, the custom date
format appears as MM/DD/YYYY hh:mm plus the time zone. Without this option
enabled, the normal date appears as YYYY/MM/DD hh:mm. This option is disabled by
default.
Enhanced In-Text MT Review Interface
Check this box to enable Enhanced In-Text MT Review in EditScript MT. This feature is
intended for users who are providing MT Review feedback in Pending List Management
mode. If enabled, a new dialog will open when adding an in-text error to a dictation.
EMon User Guide V10
41
This dialog prompts the user for the corrected text, the error criteria, and a comment.
After clicking ‘OK’, the corrected text will be inserted into the dictation, replacing the
original text. Both the incorrect and corrected text will be available for subsequent
reporting. See the EditScript MT User Guide V10 for more information.
NetScript
NetScript Column Sort
Check this box to activate the column sorting feature in NetScript. NetScript users can
now sort and reorder columns. To sort columns, click on the column header. To reorder
columns, click on the column header and then drag-and-drop to reposition the column
in the desired order.
NetScript Full-Text Search
Check this box to enable the full-text search feature in NetScript. The full-text search
feature allows you to further refine a search by searching dictations for a word or a
phrase. See the EditScript Online/NetScript User Guide.
NetScript Spell Check
Check this box to allow user to spell check documents while editing and/or signing in
NetScript.
Document Selector for Group Signature
Check this box to allow clinicians who are part of group signature to view only
documents for which they are the speaker or signing clinician.
With this feature enabled, a new drop-down menu appears on the Search results page
(in NetScript) for all clinicians. It contains two options:

View own documents - shows only the documents for which the logged in clinician
is the speaker or signing clinician (selected by default).

View All - shows all documents for all clinicians in the eSignature group.
See Document Selector for Group Signature in Chapter 10 on page 533.
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EMon User Guide V10
Learning the EMon
Interface
EMon’s easy-to-use interface consists of two
major components: the menu bar and tab
window. These components provide a
powerful toolkit for efficiently and securely
managing the
Dragon Medical 360 | eScription system.
2

Basic EMon Interface
Components

Menu bar

Tab windows
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Chapter 2: Learning the EMon Interface
Basic EMon Interface Components
The EMon interface consists of two major components: the menu bar and tab windows. These
components will be fully explained in this chapter.
Note: Certain tabs will need to be enabled through the Tools>Application Features dialog.
For more information, see Activating New Features for Use in Chapter 1 on page 34.
Menu Bar
Tabs
Menu bar
The options available from the menu bar in EMon allow you to access the tab windows, manage
security groups, configure distribution rules, create templates, view reports, access EMon
documentation, exit the program, and more.
Access Help information
View Reports
Manage your Dragon Medical 360 | eScription System
Go to a Tab Window
Exit the program
File
Select Exit from the File menu to close EMon. You can also use the ALT+X shortcut to close the
program.
Go
This menu contains a link to each tab window available in EMon: eScriptionist, Clinician,
Administrator, Work Type (must be enabled), Business Entity, Application, Dictation, Message,
Distribution (must be enabled), and Priority Rule. The graphic below shows the Go menu with
all tabs enabled:
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EMon User Guide V10
Note: If you have enabled Turnaround Time Rules in the Application Features dialog, the
Priority tab will no longer be displayed.
Tools
This menu allows you to manage security groups, configure distribution rules, set up validation
rules, create templates, set filter rules per patient visit date, configure general EMon Options,
and more.
In addition, the Application Features dialog allows you to activate certain new features in EMon,
EditScript MT, and NetScript. When EMon is first installed, all features are disabled by default.
See Activating New Features for Use in Chapter 1 on page 34 for more information.
EMon User Guide V10
45
The graphic below shows the Tools menu with all features enabled. See Chapter 10: EMon
Tools on page 415 for complete descriptions of all Tools menu options.
Reports
Click the View option from the Reports menu to log in to www.eScription.com and view the
Billing and Productivity Report page for your institution. For more information on reports, see
Chapter 11: Reports on page 539 or the Viewing and Modifying Reports User Guide.
Help
From the Help menu, you can access EMon’s online help (F1), go to www.eScription.com, select
About to view version information, access the latest versions of the Feature Notes and EMon
User Guide (pdf), and select Training to be directed to the Dragon Medical 360 | eScription
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EMon User Guide V10
Training website. The Training website offers web based training, student guides, FAQs, and
certification information.
Tab windows
The following tab windows are available in EMon: eScriptionist, Clinician, Administrator, Work
Type, Business Entity, Application, Dictation, Message, Distribution, and Priority Rule. They are
located directly beneath the menu bar. The following sections provide brief explanations of each
tab’s functionality, and offer definitions for certain fields and buttons.
Note: Work Type and Distribution tabs must be enabled through the Application Features
dialog. The Priority Rule tab only appears if Turnaround Time Rules has not been enabled
in the Application Features dialog.
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eScriptionist tab
The eScriptionist tab window (ALT+E) lets you add new eScriptionists (medical
transcriptionists) to the Dragon Medical 360 | eScription system. Once added, you can use this
tab to modify a transcriptionist’s properties and profile, view a history of actions the
transcriptionist has performed, check their work queue, and search for transcriptionists by first,
last, or partial name.
For complete information on configuring eScriptionists, see Managing eScriptionists (MTs) in
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EMon User Guide V10
Clinician tab
Use the Clinician tab (ALT+C) to add dictating clinicians and contacts (clinicians for whom
carbon copies are frequently requested) to the system. Once added, you can search for
clinicians, modify their properties, view a history of actions they have performed, remove them
from the system, and view their queues.
For complete information on configuring eScriptionists, see Managing Clinicians in Chapter 4 on
page 121.
Note: When searching for clinicians, you can search by first name, last name (partial names
are accepted), and/or speaker code. Speaker code is the number used by the clinician when
they dictate. The exact number must be entered.
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Administrator tab
The Administrator tab (ALT+I) lets you add and manage accounts for users who need access to
EMon. Through this window, you can create EMon administrators, add them to existing security
groups, assign login and password information, and view a history of their actions. Once added,
you can search for administrators by first, last, or partial name. For more information, see
Managing Administrators in Chapter 4 on page 138.
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EMon User Guide V10
Work Type tab
The Work Type tab window (ALT+W) lets you add new work types and manage existing work
types for your institution. Use the Enable button to make a newly created work type active and
available to your institution. See Managing Work Types in Chapter 5 on page 148 for more
information about work types and their properties.
Note: The Work Type tab must be activated through the Application Features dialog on the
Tools menu.
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Business Entity tab
The Business Entity tab (ALT+B) lets you add business entity, modify their properties, and view
an entity’s work queue. The necessity to configure business entities will depend on your
institution’s transcription system. For more information on creating business entities, see
Chapter 5: Managing Business Entities & Work Types on page 143.
IMPORTANT! Please contact your Dragon Medical 360 | eScription Client Development
Manager or submit a support ticket before adding a new business entity. Adding entities
without first notifying other system administrators may adversely affect workflow.
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EMon User Guide V10
Application tab
The Application tab (ALT+A) allows you to add and configure two types of applications:
eScription Data Transfer (EDT) interfaces and the Audio Conversion application (called
convertAudio). In addition, you can set up monitors for these applications, view application
queues, configure the servers on which applications run, and restart applications. See Chapter
9: Managing Applications on page 357 for detailed information.
Note: Certain buttons are only visible if activated through the Application Features dialog
(located on the Tools menu).
Note: The Queue, Connectivity Rules, Restart, and Restart History buttons are not available
for Audio Conversion applications.
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Dictation tab
Through the Dictation tab window (ALT+D) in EMon, you can easily search for one or more
dictations or transcriptions using extensive search parameters, such as document status,
dictation ID, eScriptionist name, dictation period, speaker code (the speaker number that is
keyed into IntelliScript by the clinician), and more.
Note: Certain functionality must be enabled through the Application Features dialog in the
Tools menu, such as Advanced Dictation Search, Compare Document Versions, Multiple
Identifier Dictation Search, Multiple Properties Update, and Printable Audit Trail.
To the left of the Search button is a summary of:

Dictations total - the total number of dictations and the total duration time of the
dictations in the search results

Edited dictations - the total number of speech recognized dictations and the total
duration time of these dictations in the search results

Transcribed dictations - the total number of non-speech recognized dictations
and the total duration time of these dictations in the search results
Search results are sorted by dictation date. Information about each dictation is displayed in
columns, and includes the dictation’s priority, a confirmation number, reason for pending (if
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EMon User Guide V10
applicable), review status, line counts, and more. There will be three different types of line
counts listed for each dictation.
•
•
•
Line count: the basic line count, used by Dragon Medical 360 | eScription to bill your
institution.
Net LC: the net line count, used by your institution to reimburse the MT who edited or
transcribed the dictation.
Customer LC: the customer line count, used by an MTSO to reimburse the MT who
edited or transcribed the document.
Tip: You can click and drag columns to rearrange their order. The column configuration is
automatically saved when you log out of EMon. To reset the column configuration, use the
Reset Tables button under Tools> Options.
Search results can be printed to your default printer or copied and pasted into other
applications, such as Microsoft Excel. To copy a single column or cell, right click on the single
result and select Copy Column or Copy Cell from the context-sensitive menu that appears. To
copy the entire results to Microsoft Excel, use CTRL+A to select the displayed results, CTRL+C
to copy and, once in Excel, CTRL+V to paste.
In addition to searching, you can:

View the properties of the selected dictation. See Viewing and editing dictation
properties in Chapter 6 on page 168 for more information.

View the history of the selected dictation, as well as view previous versions of the
document. See Viewing document history (Audit Trail) in Chapter 6 on page 179.

Print the selected dictation locally. The dictation will first be displayed in Microsoft
Word.
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
Assign a single job (with a status of Ready for Editing or Ready for Transcription)
to an eScriptionist. See Assigning a single dictation to an eScriptionist in Chapter
4 on page 117.

Distribute documents using existing distribution rules, without using existing
distribution rules, or via manual printing. See Manual Distribution Methods in
Message tab
The Message tab (ALT+M) allows you to manage the ‘pending’ list, the list of documents that
are currently marked as Pending. Some jobs are pended by the MT using the Pend Note feature
in EditScript MT. Others are auto-pended based on validation rules set up by the institution.
Any messages associated with a pended dictation will appear under the tab’s Problem Note
column. Click the Respond button to respond to these messages. The Properties dialog for the
selected dictation will open, allowing you to make any necessary changes. See Resolving
pended documents in Chapter 8 on page 318. Click Refresh to update the current view to
include any new messages.
Note: Use the business entity filter to view a specific group of dictations.
Additional options include the History and Print buttons. Select History to view the history for
the selected dictation. See Viewing document history (Audit Trail) in Chapter 6 on page 179.
Select Print to print the selected dictation locally. The dictation will first be displayed in
Microsoft Word.
If the new ‘Enhanced Pending List Management’ feature has been enabled, the current
Problem Note column will display pending reasons attached to the document and a new
Pending Document Task column displays which pending document task the pending reason
belongs to. See Enhanced Pending List Management in Chapter 8 on page 321 for more
information.
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EMon User Guide V10
Distribution tab
The Distribution tab (ALT+Z) allows you to monitor and manage the distribution process across
the print, fax, and email interfaces. You can search for documents based on a variety of
criteria, including distribution status, distribution period, recipient, and media type (print, fax,
text, etc.)
Once located, documents can be redistributed, or new distributions can be created based on
documents that had previously failed.
Note: The Distribution tab must be enabled through the Application Features dialog on the
Tools menu.
In this version of EMon, a new ‘All’ status has been added to the ‘Distribution Status’ dropdown. It allows you to search for all statuses at once.
In addition, use the Distribution tab to:

Repeat a distribution that already exists. See Repeating a distribution in Chapter
7 on page 252.

Create a new distribution. See Creating a new distribution in Chapter 7 on
page 253.

Set a high priority for a fax document, ensuring that it will be delivered as quickly
as possible. See Assigning a high priority to a fax distribution in Chapter 7 on
page 253.

Cancel the distribution of documents that have remained in the distribution
process for too long, or contain incorrect distribution information (e.g., incorrect
fax numbers). See Cancelling a distribution in Chapter 7 on page 253.

View the history of the selected dictation. See Viewing document history (Audit
Trail) in Chapter 6 on page 179.
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Priority Rule tab
Use the Priority tab (ALT+P) to create Priority Rules for dictations based on the length of time
the dictations are in the work queue. As a dictation ages, its priority changes. Dictations can be
defined by work type, speaker, specialty, business entity, or any combination of the four.
There are two methods for assigning priorities: creating Priority Rules in the Priority Rules tab,
or creating Turn Around Time Rules from the Turn Around Time Wizard. If Turnaround Time
Rules are enabled in the Application Features dialog, then the Priority tab will not be available.
See Configuring Dictation Priority in Chapter 6 on page 185 and Turnaround Time Rules in
EMon shortcuts
The following tables show keyboard shortcuts available in EMon’s tab screens:
eScriptionist tab
ALT+E
Add eScriptionist
ALT+1
Profile dialog
ALT+2
History
ALT+3
Properties dialog
ALT+4
Queue
ALT+5
Make Administrator
ALT+6
Delete
ALT+7
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EMon User Guide V10
Clinician tab
ALT+C
Add Clinician
ALT+1
History
ALT+2
Properties
ALT+3
Queue
ALT+4
Signature Queue
ALT+5
Delete
ALT+6
Administrator tab
ALT+I
Add Administrator
ALT+1
Properties dialog
ALT+2
History
ALT+3
Delete
ALT+4
Work Type tab
ALT+W
Add work type
ALT+1
Properties
ALT+2
Enable
ALT+3
Business Entity tab
ALT+B
Add Entity
ALT+1
Properties dialog
ALT+2
Queue
ALT+3
Application tab
ALT+A
Add Application
ALT+1
Properties dialog
ALT+2
Queue
ALT+3
Connectivity Rules
ALT+4
Restart
ALT+5
Restart History
ALT+6
Server Configuration
ALT+7
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Dictation tab
ALT+D
Properties dialog
ALT+1
History
ALT+2
Print
ALT+3
Assign
ALT+4
Distribute
ALT+5
Message tab
ALT+M
Properties dialog
(Respond)
ALT+1
History
ALT+2
Print
ALT+3
Refresh
ALT+4
Distribution tab
ALT+Z
Repeat Distribution
ALT+1
Create New Distribution
ALT+2
Set High Priority
ALT+3
Cancel Distribution
ALT+4
History
ALT+5
Priority Rule tab
ALT+P
Add Rule
ALT+1
Properties dialog
ALT+2
Delete Rule
ALT+3
Common shortcuts
The following are common shortcuts found in dialogs throughout EMon:
Common Shortcuts
Edit
ALT+E
Okay
ALT+O
Cancel
ALT+C
Delete
ALT+D
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EMon User Guide V10
Security Options
EMon provides a great amount of flexibility for
restricting access to the
Dragon Medical 360 | eScription system and
to patient information users can see when
they are logged into the various components.
You can apply a password policy that requires
users to update their passwords on a regular
basis, reducing the risk that passwords are
used for unauthorized access to the system
(see Managing Passwords on page 62).
3

Managing Passwords

Security Groups

Security Group Audit Trail

Filtering Patient Visit Data
With security groups, you can create
permission-specific groups whose members
can access, view, and modify certain data and
settings in EMon, EditScript MT, and
NetScript. You decide which permissions are
available to a group, and then add members
to it (see Security Groups on page 68).
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Chapter 3: Security Options
Managing Passwords
You can establish a password policy for all users through the Password Policy dialog, accessible
from the Tools menu. Using this dialog, you can specify minimum and maximum password
lengths, lifetime restrictions, and password expiration. When EMon is installed, there is no
system-wide password policy in place.
Note: The password policy defined through the Password Policy dialog applies to EMon,
EditScript MT, and EditScript Online/NetScript.
IMPORTANT! Any password policy you establish will also apply to clinicians when they log
in to NetScript.
Establishing a password policy
To better protect patient information, you should establish a password policy for your entire
institution. A secure password policy ensures that patient information is better protected.
For information on changing expired passwords in EMon, EditScript MT, and NetScript, see
Appendix A: Changing Expired Passwords on page 591.
Below are recommendations for a secure password policy.
Password Component
Recommendations
Length
Minimum of 8 characters, no maximum
Complexity
Contains at least 1 number, UPPERCASE letter, lowercase
letter, and symbol
Frequency
Require users to change passwords every 35 days
Reuse
Prevent the reuse of the previous 30 passwords
The following examples meet the above requirements: 4*Giraffe or Egz&Ham!.
To configure your password policy through EMon, follow the steps below.
Steps:
1
Select Password Policy from the Tools menu.
The Password Policy dialog appears.
2
Configure the available dialog settings, then click OK.
To establish the recommended password policy, enter the values shown below in the
corresponding fields of the Password Policy dialog.
62

Min Password Length: 8

Min Numeric Chars: 1

Min Lower Case Chars: 1

Min Upper Case Chars: 1

Min Other Chars (symbols): 1
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
Max Password Lifetime Days: 35

Password History Count: 30
Password Policy dialog
Use the Password Policy dialog to establish an institution-wide password policy, to require users
to request certificates, and to configure password expiration settings.
Min Password Length
Specify the minimum number of characters for all passwords on the system. For
example, if this field were set to 8, no passwords under 8 characters would be allowed.
Max Password Length
Specify the maximum number of characters for all passwords on the system. When this
is set to 0, no maximum restriction applies (recommended).
Min Numeric Characters
Specify the minimum number of numeric characters (e.g., 1, 2, 3, 4) that will be
required for all passwords on the system.
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Min Upper Case Characters
Specify the minimum number of UPPER CASE characters that will be required for all
passwords on the system.
Min Lower Case Characters
Specify the minimum number of lower case characters that will be required for all
passwords on the system.
Min Other Characters
Specify the minimum number of special characters (e.g., $, #, *, &) that will be
required for all passwords in the system.
Min Password Lifetime Days
Specify the minimum lifetime duration, in days, for all passwords on the system. When
this is set to 0, no restrictions applies (recommended).
Max Password Lifetime Days
Specify the maximum lifetime duration, in days, for all passwords on the system. For
instance, a value of 35 would force all passwords to be active for at least 35 days
before being changed.
Any password that was not given a shorter lifetime through a user properties page (see
Setting a password expiration date by user on page 64) would expire on the 35th day,
and the user would be forced to create a new password.
IMPORTANT! The expiration lifetime specified here will be overridden by whatever
expiration date is set through a user’s profile, if that date occurs before the
expiration date set in the password policy.
Password History Count
Specify the number of new passwords that must be used before a previous password
can be reused.
Setting a password expiration date by user
In addition to establishing an expiration date for passwords through the Password Policy dialog,
you can also set expiration dates for passwords on a per-user basis through a user’s Properties
page.
Note: The password expiration date specified through the following procedures will
override the expiration date set under Tools> Password Policy, if it occurs before the
expiration date set in the Password Policy dialog.
To set an expiration date for a transcriptionist:
1
From the eScriptionist tab, search for and select the transcriptionist whose password
expiration date you want to set or change.
2
With the user’s name highlighted, click Properties.
The user’s Properties page appears.
3
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From the Name tab, click on the arrow to the right of the Password Expiration Date
field. Then select a year, month, and day from the calendar that appears. To close the
calendar without selecting a date, press ESC.
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You can also type the month/day/year directly into the Password Exp Date field.
4
Once the expiration date has been set, click OK to save the change.
To set an expiration date for a clinician:
1
From the Clinician tab, search for and select the clinician whose password expiration
date you want to set or change.
2
3
From the Security tab, click on the arrow to the right of the Password Expiration Date
field. Then select a year, month, and day from the calendar that appears. To close the
calendar without selecting a date, press ESC.
4
To set an expiration date for an administrator:
1
From the Administrator tab, search for and select the administrator whose password
expiration date you want to set or change.
2
3
Click on the arrow to the right of the Password Expiration Date field. Then select a year,
month, and day from the calendar that appears. To close the calendar without selecting
a date, press ESC.
4
Changing your password
You can quickly change your password through the Tools menu.
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Note: If an administrator’s password expires, she will be prompted to enter a new password
the next time she logs into EMon. For information on changing expired passwords in EMon,
EditScript MT, and NetScript, see Appendix A: Changing Expired Passwords on page 591.
Changing your password through EMon:
1
From the Tools menu, select Change Your Password.
The Change Password dialog appears.
2
Enter a new password in the New Password field and again in the Confirm Password
field.
3
Click OK or press ALT+O.
Locking users out after failed attempts
Administrators can also choose to block users from logging into the system after a configurable
number of failed attempts. Once set up, the system keeps track of failed login attempts and
blocks users who fail to provide the correct password and/or user name within the allowed
number of times, and with less than 1 minute in between each attempt.)
The user is then blocked from logging in for a configurable duration of time, and receives the
following message: “Your account has been locked out. It will be unlocked in a few minutes
according to your security policy. Please try again later.” After the lockout period has passed,
the user can log back in to the system with his/her existing username and password. If a
blocked user cannot provide the correct username and/or password, please contact
Dragon Medical 360 | eScription Support to unblock that user.
To successfully enable the feature, you must:
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
Configure two new options in EMon

Contact Support so they can make additional changes

Wait for Support to confirm that the feature is enabled
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To configure the new EMon options, go to Tools menu> Password Policy> Advanced Password
Policy tab.
Set the two options on this screen:

Lockout Incident Count - the number of failed login attempts allowed before a
user is locked out

Lockout Duration Minutes - the amount of time a user must wait before trying
to log in again after being locked out
Audit Reports for failed and blocked logins are available through the Reporting interface. EMon
does not display a list of the failed and blocked logins.
Note: This enhanced security feature applies to users logging into EMon, EditScript MT,
and NetScript.
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Security Groups
EMon allows you to create permission-specific groups whose members can access, view, and
modify certain data and settings in EMon, EditScript MT, and NetScript. There are different
types of groups for administrators, transcriptionists, and clinicians, each type with its own set
of permissions. You can select which permissions are available to a group, and then add
members to it.
Security groups are an effective tool for maintaining control over your system and workflow. To
define or manage security groups, select Security Groups from the Tools menu in EMon.
Security group types
There are seven security group types. Each one is based on one of the following user types:
administrator, clinician, eScriptionist. Security group types exist for every appropriate
combination of user type and product (e.g., EMon administrator group type, NetScript clinician
group type, NetScript administrator group type, etc.). There are also types that let you define
groups of users for a specific purpose (e.g., a group of eScriptionists that can be used as
validation rule criteria).
In addition, there are four MTSO security group types. See MTSO security group types on
page 68.
Following are descriptions of the security group types:
•
•
•
•
•
•
•
Administrator EMon permissions controls who can manage permissions, dictations,
distribution rules, applications, and other features in EMon.
Administrator NetScript permissions controls who can manage dictations and
documents through NetScript.
Clinician (other) identifies clinicians who can sign documents and/or defines groups
for validation rule configuration.
Clinician NetScript permission controls which clinicians can use NetScript to search
for and view documents, and/or electronically sign documents in the
Dragon Medical 360 | eScription system.
eScriptionist EditScript MT permissions controls who can transcribe and QA
documents and manage pended documents in EditScript MT.
eScriptionist NetScript permissions controls who can use NetScript to search for
documents, and/or to amend documents that were previously created.
eScriptionist aggregation identifies eScriptionists for the purpose of defining groups
for validation rule and security group configuration.
MTSO security group types
There are four MTSO security group types: one for administrators and three for
transcriptionists. Together, they function to limit MTSO administrators’ access to documents,
data, and users outside of their organization. Through these security group types, MTSO
administrators are associated with a particular billing group, and their rights to manage people
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and dictations are automatically filtered according to which billing group they are associated
with.
These security groups are created by the institution administrator. Once created, the MTSO
administrator can manage group membership, but will not be able to add, edit, copy, or delete
security groups.
In order to define which transcriptionists MTSO administrators can manage, MTSO
transcriptionist group types will also be associated with a billing group. This ensures that MTSO
administrators will only see security groups containing MTs belonging to the same organization.
Note: The set of rights available to MTSO transcriptionists will not be limited in any way.
They will remain the same as those of non-MTSO eScriptionist security group types.
MTSO security group types
•
•
•
•
MTSO Administrator EMon permissions controls the permissions for MTSO
administrators. This group type consists of a subset of the general Administrator EMon
permissions, with rights to manage people and dictations filtered by an associated billing
group.
MTSO eScriptionist EditScript MT permissions controls permissions for MTs who
have the ability to transcribe and QA documents. This group type must be assigned a
billing group.
MTSO eScriptionist NetScript permissions controls permissions for the
eScriptionists who need NetScript to search for documents, or to amend documents that
were previously created. Permissions associated with this group determine which
reports are visible to them. This group type must be assigned a billing group.
MTSO eScriptionist aggregation (a group of eScriptionists) - identifies
eScriptionists for the purpose of defining groups for validation rule and security group
configuration. This group must be created by an institution administrator. Once created,
MTSO Administrator EMon users can add and remove transcriptionists belonging to their
billing groups.
Getting started with MTSO Security Groups
In order to use MTSO Security Groups, you must:
•
Enable MTSO Security Groups in the Application Features dialog (see Activating New
Features for Use in Chapter 1 on page 34).
IMPORTANT! Once you enable this feature, you must log out and log back in to
EMon.
•
Belong to an Administrator EMon permissions security group that has the Manage
Security Groups permission (see Setting Up Security Groups on page 70).
After you restart EMon, MTSO Security Groups will be available when you select Security
Groups from the Tools menu. If, for any reason, you wish to disable this feature, you must first
delete the MTSO security groups you have created.
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Setting Up Security Groups
In EMon, setting up security groups allows you to effectively maintain control over your system
and workflow. You can create groups for different types of users (administrators,
transcriptionists, and clinicians), and choose which permissions will be available to each group’s
members.
Note: To set up MTSO Security Groups, you must be an institution administrator. For
information on MTSO administrators, see MTSO Administrators - managing security
groups on page 91.
Groups
The group name and type are listed under Groups. For information on changing the
group name, see Managing Security Groups on page 90.
Add
Select to open the Security Groups Wizard and add a new security group. For more
information, see Creating a security group on page 71.
Edit
Select to edit an existing security group using the Security Groups Wizard. For more
information, see Managing Security Groups on page 90.
Copy
Select to create a copy of an existing security group. The copy can then be edited. For
more information, see Creating copies of a group on page 90.
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Delete
Select to delete the selected security group. For more information, see Deleting a
group on page 90.
Members
Select to modify group membership by adding or removing members. See Managing
members of a security group on page 87 for more information.
History
Select to view the audit trail for the selected security group. For more information, see
Security Group Audit Trail on page 94.
Creating a security group
EMon provides a variety of security group types, each with its own set of permissions. We
recommend that you determine how many of each type you will need before beginning. This
will ensure that you only create as many groups as you need.
Steps:
1
Select Security Groups from the Tools menu.
The Security Groups dialog appears.
2
Click Add.
The Security Groups Wizard appears.
3
Enter a name for the Security Group.
Tip: Give the group a descriptive name so that it is easily identifiable.
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4
Select a group type from the Security Group Type list and click Next.
Note: When creating an MTSO security group, you must also select a Billing Group.
Select a billing
group for MTSOs
The Control Permissions screen appears.
5
Select the desired permissions. The available permissions depend on the security group
type selected. See Adding permissions on page 72 for more details. Click Next.
6
Depending on what permissions you selected, you will see either confirmation screens,
notifying you that a particular permission has been added, or permission restriction
screens (see Restricting permissions on page 85). Click through the confirmation
screens and make sure that all of your permissions have been added. Configure any
restrictions. Once you have configured all of your permissions, click Finish.
The Manage Members dialog appears.
7
Add members to the group and click OK or press ALT+O. See Managing members of a
security group on page 87.
The new security group now appears in the list of groups.
Adding permissions
Through the Control Permissions screen, you can define what permissions the group’s members
will have. As permissions are added, they appear in the left pane of the screen. When you have
finished adding permissions, click Next to see confirmation screens or restriction options (see
Restricting permissions on page 85 for more information).
IMPORTANT! If a user is both an administrator and an MT, they will have access to both
sets of assigned permissions, whether they are logged in as an administrator or as an MT.
Following are the Control Permissions screens for each security group type.
Administrator EMon Permissions
For Administrator EMon permissions security groups, the control permissions screen includes
the options listed below. This security group type determines who can manage dictations and
documents, manage users and patients, and manage other features.
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Note: If administrators have permission to manage patients, they also need the right to
manage dictations/documents.
Login to EMon
Select to allow the members of the group to log in to EMon.
Manage People
Select which types of users the members of the security group can manage:
 eScriptionists
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 Clinicians
73
 Administrators
 Patients
Manage Dictations/Documents
Select which dictation/document management permissions will be available to
members:
 Search
 Modify
 Delete
 Unpend
 Pend
 Priority Rules
 Unsign (if enabled)
 Resolve Missing
 Save to local disk
Note: The Save to local disk permission will allow members to use the
Save/Save As option in MS Word to save dictations on the local PC. This
is not recommended, as in most cases it is a violation of HIPAA regulations to keep files on a user’s local PC.
Note: The name of the Priority Rules permission will change to Turnaround Time Rules if that feature is enabled.
Other
Choose any additional options the members of the group will be allowed to manage.
The selections available in this section depend on how your institution is configured.
 Manage Business Entities
 Manage Distribution Rules
 Manage eScriptionist Security Groups
 Manage Clinician Security Groups
 Manage Administrator Security Groups
 Manage applications (print, fax,...)
 Manage Validation Rules
 Manage Released Templates
 Manage Unreleased Templates
 Manage Client Certificates
 Manage Patient Visit Filter Rules
 Manage Password Policy
 Manage Work Types
 Manage Application Features
 Manage Institution Specific Values
 Manage eAlert Rules
 Manage MT Instructions
 Manage Expedite Rules
 Manage QA grading criteria
 Manage Prefill Signer
 Manage Distribution Targets
 Search for patient information
 Manage NetScript Options
 Edit IntelliScript Configurations
 Manage Pending Document Tasks
Administrator NetScript permissions
For Administrator NetScript permissions security groups, the control permissions screen
includes the options listed below. This security group type determines who can manage
dictations and documents in EditScript Online/NetScript.
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Note: By default, administrators have permission to search in NetScript. You must create a
security group if you would like to restrict this permission.
members using NetScript:
 Search
 Modify
 Unpend
 Pend
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Clinician (Other)
For Clinician (other) security groups, the control permissions screen includes the options listed
below. Through this security group, you can identify clinicians who have the right to sign
documents and/or belong to a group used as a validation rule criteria.
Other Electronic Signature
When selected, members of the group are identified as having the right to sign
documents. This permission is used by the validation snippet, Neither signing nor
dictating clinician have permission to sign to make sure that the document has an
associated signing clinician. For more information on validation rules, see Chapter 8:
Managing Pended Documents on page 305 and the EditScript Online/NetScript User
Guide.
Note: The Signing Clinician field in the EditScript MT header is populated with
clinicians who have either the Other electronic signature permission or the
Electronically sign in NetScript permission (from the Clinician NetScript Permission
security group type).
Belong to a group used as criteria for a validation rule
When selected, the security group can be used as a criteria or filter for a validation rule.
All validation rules that use this criteria will check documents associated with the
members of this security group. For more information on validation rules, see Chapter
8: Managing Pended Documents on page 305.
Clinician NetScript permissions
For Clinician NetScript permissions security groups, the control permissions screen includes the
options listed below. This security group type determines who can manage dictations and
documents in NetScript and electronically sign documents in the
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Dragon Medical 360 | eScription system. For more information on clinician access to NetScript,
see the EditScript Online/NetScript User Guide.
members:
 Search
 Modify
 Unpend
 Pend
 Electronically sign in NetScript
Note: The Signing Clinician field in the EditScript MT header is populated
with clinicians who have either the Other electronic signature permission
(from the Clinician (Other) security group type) or the Electronically sign
in NetScript permission.
eScriptionist EditScript MT permissions
For eScriptionist EditScript MT permissions security groups, the control permissions screen
includes the options listed below. This security group determines which MTs have the ability to
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transcribe documents, manage pended documents, review transcribed documents (MT review),
and see reviewed documents for other transcriptionists.
Use EditScript to transcribe documents (Edit & Type)
Select to allow members to transcribe (edit and type) documents in EditScript MT.
Use EditScript to manage your pending list (Pending List Management mode)
Select to allow members to use EditScript MT Pending List Management mode to review
and resolve pended documents.
Use EditScript to review transcribed documents (MT review)
Select to allow members to use EditScript MT Review Mode. MT Review mode allows
you to review and score documents.
Use EditScript to see reviewed documents for other transcriptionists
When selected, group members will be allowed to use Reviewed Dictation Retrieval
mode to see reviewed documents for other transcriptionists. (See Enable for RDR mode
in Chapter 4 on page 111.)
Search for patient information
Select to allow members to search for patient information through EditScript MT.
eScriptionist NetScript permissions
For eScriptionist NetScript permissions security groups, the control permissions screen includes
the options listed below. This security group determines which eScriptionists can search for,
amend, and pend/unpend dictations in NetScript.
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Note: By default, transcriptionists have permission to search in NetScript. To restrict
transcriptionists from searching, you must add them to a security group that has the
Search permission disabled.
members:
 Search
 Modify
 Unpend
 Pend
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eScriptionist aggregation
For eScriptionist aggregation security groups, the control permissions screen includes the
option listed below. This security group type lets you create a group of eScriptionists that can
be used as a validation rule.
Select to configure a validation rule to pend all documents associated with members of
this group. The security group can be used as a criteria or filter for a validation rule. All
validation rules that use this criteria will check documents associated with the members
of this security group. For more information on validation rules, see Chapter 8:
Managing Pended Documents on page 305.
This group can also be used as a restriction for other security groups. See Restricting
permissions on page 85 for more information.
MTSO Administrator EMon permissions
For MTSO Administrator EMon permissions security groups, the control permissions screen
includes the options listed below. This group type consists of a subset of the general
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Administrator EMon permissions, with rights to manage people and dictations filtered by an
associated billing group.
Login to EMon
Select to allow the members of the group to log in to EMon.
Manage People
Select which types of users the members of the security group can manage. The users
and members (eScriptionists and Administrators) must all belong to the same billing
group:
 eScriptionists
 Administrators
 Patients
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members:
 Search
 Unpend
 Modify
 Resolve Missing
Other
Choose any additional options the members of the group will be allowed to manage.
The selections available in this section depend on how your institution is configured.
 Manage Released Templates
 Manage Unreleased Templates
 Manage Client Certificates
 Manage Patient Visit Filter Rules
 Manage eAlert Rules
 Manage MT Instructions
 Search for patient information
MTSO eScriptionist EditScript MT permissions
For MTSO eScriptionist EditScript MT permissions security groups, the control permissions
screen includes the options listed below. This group type controls permissions for MTs who have
the ability to transcribe and QA documents. This group type must be assigned a billing group.
Use EditScript to transcribe documents (Edit & Type)
Select to allow members to transcribe (edit and type) documents in EditScript MT.
Use EditScript to manage your pending list (Pending List Management mode)
Select to allow members to use EditScript MT Pending List Management mode to review
and resolve pended documents.
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Use EditScript to review transcribed documents (QA review)
Select to allow members to use EditScript MT QA Mode. QA mode is a mode of
EditScript MT that allows you to review and score documents.
Use EditScript to see reviewed documents for other transcriptionists
When selected, group members will be allowed to use Reviewed Dictation Retrieval
mode to see reviewed documents for other transcriptionists. (See Enable for RDR mode
in Chapter 4 on page 111.)
Search for patient information
Select to allow members to search for patient information through EditScript MT.
MTSO eScriptionist NetScript permissions
For MTSO eScriptionist NetScript permissions security groups, the control permissions screen
includes the options listed below. This group type controls permissions for the eScriptionists
who use NetScript to search for documents, or to amend documents that were previously
created. This group type must be assigned a billing group.
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members:
 Search
 Modify
 Unpend
 Pend
MTSO eScriptionist aggregation (a group of eScriptionists)
For eScriptionist aggregation security groups, the control permissions screen includes the
option listed below. This security group type lets you create a group of eScriptionists that can
be used as a validation rule. This group must be created by an institution administrator. Once
created, MTSO Administrator EMon users can add and remove transcriptionists belonging to
their billing groups.
Select to configure a validation rule to pend all documents associated with members of
this group. The security group can be used as a criteria or filter for a validation rule. All
validation rules that use this criteria will check documents associated with the members
of this security group. For more information on validation rules, see Chapter 8:
Managing Pended Documents on page 305.
This group can also be used as a restriction for other security groups. See Restricting
permissions on page 85 for more information.
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Restricting permissions
Depending on security group type and permission, you can limit access to documents based on
certain restrictions. These restrictions will apply to group members when searching for
dictations. For example, you can create a security group with the ability to search for dictations,
but restrict the search to documents of work type radiology.
Types of restrictions:

Speaker

Work type

Business Entity

Specialty
Additional restrictions for NetScript security groups:

Transcribed by user - an MT can only search for documents that she transcribed.

Transcribed by member of user’s billing group - security group members can only
search for documents that were transcribed by members of the same billing group.

Dictated by User - a clinician can only search for documents that she dictated.
Restrictions for the Search for patient information permission:

Patient Location

Patient Facility

Patient Class

Patient Type
Setting up restrictions
You define restrictions when you set up a security group. If you have selected a permission that
allows for restrictions, a restrictions screen will appear. Creating a restriction involves two
steps:
•
•
Select the type of restriction(s) you want to create for the permission (e.g., speaker,
work type, business entity, etc.).
Define the restriction. For example, if you select a restriction type of speaker, you then
need to define which speakers are accessible (or not accessible) to the group.
Example: Restricting dictation search permissions
In the example below, a permission to search for dictations is restricted to the discharge
summary work type. Members of the security group will only be allowed to search for
discharge summary dictations.
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Steps:
Note: Restriction screens appear in the Security Groups Wizard after you select
permissions for your security group.
86
1
Choose the Selected Restrictions radio button. Note that the permission appears at
the top of the right pane and in bold in the left pane so that you know which permission
you are working on.
2
Select Work Type. Click Next.
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3
Choose the Dictations whose Work Type matches a value in the list radio button.
Select Discharge Summary from the drop-down list.
4
Click Add to add it to the list.
Note: If you want to give members access to a small number of work types, select
the Dictations whose work type matches a value in the list option. If you want to
give members access to all but a few work types, select Dictations whose work type
is not in the list.
Managing members of a security group
Managing group membership allows you to define exactly who is given the permissions
associated with a particular security group. This is a required step when creating a security
group.
After defining permissions and restrictions, the Manage Members dialog appears. You can
search for and add members to the security group you are creating. When you are finished,
click OK or press ALT+O.
You can also change the membership of an existing group at any time through the Manage
Members dialog.
To access the Manage Members dialog:
1
2
Select the security group whose members you wish to change, and click Members.
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3
Use the Add button to add members to the group, or use the Remove button to
remove members from the security group.
To search for non-members to add, enter the last name, and click the Search button.
To display all non-members, leave the search field blank before clicking Search.
4
Click OK.
IMPORTANT! When adding members to an MTSO administrator security group, be
sure that they are not also members of a non-MTSO administrator security group.
See below.
Adding members to MTSO security groups
When adding members to an MTSO administrator security group, be sure that they are not also
members of a non-MTSO administrator security group. If this situation occurs, a warning
appears showing which members are in non-MTSO groups and which groups they are members
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of. They should be removed from the non-MTSO groups. Otherwise, MTSO restrictions may be
ineffective.
Also, note that a transcriptionist can only be added as a member of an MTSO security group if
his or her billing group matches the one assigned to the security group. A transcriptionist’s
billing group is set in the Properties dialog via the eScriptionist tab in EMon.
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Managing Security Groups
You can edit, copy, and delete security groups as necessary.
Note: MTSO administrators are limited to modifying MTSO group membership and viewing
group audit history. See MTSO Administrators - managing security groups on page 91.
Changing group properties
Follow the steps below to modify the name or permissions of an existing security group.
Steps:
1
From the Tools menu, select Security Groups.
2
Select the security group whose properties you want to edit.
3
Click Edit.
The Security Groups Wizard dialog appears.
4
Navigate the wizard using the Next and Back buttons. Once you have finished making
your changes, click Finish. For complete descriptions of the options available from the
Security Groups Wizard dialog, see Setting Up Security Groups on page 70.
Note: Security Group Type cannot be changed.
Creating copies of a group
To copy an existing security group, follow the steps below.
Steps:
1
2
Select the security group you wish to copy. Click Copy.
The Security Groups Wizard dialog appears.
3
Enter a descriptive name for the group copy. You can then change any permissions that
had been set for the original security group. Navigate the wizard using the Next and
Back buttons. Once you have finished making your changes, click Finish. For complete
descriptions of the options available from the Security Groups Wizard dialog, see
Setting Up Security Groups on page 70.
4
You can then add members to the new group. See Managing members of a security
group on page 87.
Deleting a group
To delete an existing security group, follow the steps below.
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Steps:
1
2
Select the security group you wish to delete. Click Delete.
A confirmation dialog appears.
3
To continue and delete the selected security group, click Yes. To cancel the operation,
click No.
MTSO Administrators - managing security groups
If you are an MTSO administrator, you have limited ability to manage dictations, security
groups, transcriptionists, and other administrators. When you select Security Groups from the
Tools menu, you will only see a list of security groups that are associated with your billing
group. At the bottom Security Groups dialog, only the Members, History (if the Security Group
Audit Trail feature is enabled), and Done buttons will appear. The Add, Edit, Copy, and Delete
buttons will be grayed out.
You will be able to change group membership for your associated MTSO security groups and
allowed to view the history of security groups.
Managing MTs
As an MTSO administrator, you will also have a limited ability to view and manage MTs. For
instance, when you search for transcriptionists from the eScriptionist tab, EMon will filter the
results by billing group. Only transcriptionists belonging to the same billing group as your
security group will be listed.
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If you then select one of the search results and click the Properties button, the Billing Group
field on the Name tab will only contain the billing group matching that of your security group.
On the Groups tab, the list of available security groups includes only MTSO-type groups whose
associated billing group matches that of your security group.
Managing other administrators
Similarly, when you search for administrators from the Administrators tab, EMon will filter the
results by billing group. Only administrators who belong to a security group with the same
associated billing group as yours, will be listed.
If you then select one of the search results and click the Properties button, the list of available
security groups includes only MTSO-type groups whose associated billing group matches that of
your security group.
MTSO Security Groups backward compatibility
If your institution has upgraded to V9 servlet, but you are still running EMon V8 and earlier:
•
•
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As an institution administrator, you will be able to see the new MTSO security group
types, but will not be able to create them. However, you will be able to see and even
edit MTSO-type groups created by an EMon V9 user.
As an MTSO administrator running EMon V8 and earlier, you will also be able to see
MTSO-type groups created by an EMon V9 user. The groups will be limited to the ones
associated with your organization. Also, all the buttons on the Security Groups dialog
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will be available to you, however, an error will appear if you try to add, edit, copy, or
delete a group.
Note: These discrepancies will not compromise any of the enhanced security
provided by these features.
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Security Group Audit Trail
EMon allows you to view a history of all changes to the membership or to the permissions
assigned to a security group.
Getting started with Security Groups Audit Trail
In order to use Security Group Audit Trail, you must:
•
Enable Security Groups Audit Trail in the Application Features dialog (see Activating
New Features for Use in Chapter 1 on page 34).
Viewing the audit trail
To view the audit trail for a security group, follow the steps below.
Steps:
1
2
Select a security group from the Groups area on the left side of the dialog.
3
Click the History button.
The Security Group Audit Trail dialog appears. The Start and End Date fields will contain
data for a default date range. The default end date is today’s date. The default start
date is today minus Days History, a value specified in EMon under Tools > Options.
4
To enter a new date range, click the arrow next to each date field. A calendar will open,
allowing you to select a month, date, and year. To close the calendar without selecting
a date, press ESC.
You can also type the month/date/year directly into the Start Date and End Date fields.
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5
Click Search.
The Audit Trail area of the screen populates with the security group’s history. It
includes information for the following fields:
Event Date
The date and time of the group modification.
Login
The login name of the person performing the modification.
Name
The actual name of the person performing the modification.
Action
The action will be one of the following:

Added Member

Remove Member

Modify Description

Add Right

Remove Right

Add Restriction

Remove Restriction

Modify Restriction List

Create Group
Member
The name of the member added or removed.
Description
The name of a newly created group or the modified description of an existing group.
Right
The name of the right or restriction added, removed, or modified, e.g., Use EditScript to
transcribe documents (Edit & Type), Use EditScript to manage pending list, Manage
dictations/documents:Modify.
Restriction
The type of restriction (filter) added, removed, or modified, e.g., Work Type, Business
Entity, Specialty.
Restriction List Mode
The type of restriction mode: either Inclusive or Exclusive. For example,

Inclusive mode: Dictations whose Specialty matches a value in this list.

Exclusive mode: Dictations whose specialty is not in this list.
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Added To List
The specific name of the restriction added in Restriction List Mode, e.g., for Work Type:
Consultation, History and Physical, Operative Note, etc.
Removed From List
The specific name of the restriction removed in Restriction List Mode, e.g., for Work
Type: Consultation, History and Physical, Operative Note, etc.
Printing the security audit trail
Security audit trail information can be copied directly from the Security Group Audit Trail dialog
and pasted into other programs that support the spreadsheet data (e.g., Microsoft Excel), and
then printed from those programs.
Steps:
1
Select a security group.
2
Click History.
The Security Group Audit Trail dialog appears.
3
Click Copy.
All data currently in the dialog will be copied to the clipboard.
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4
To paste the audit trail data for printing, open any application that can import and print
this data (e.g., Excel). Press CTRL+V to paste the data into the application. Format the
data as needed.
5
To print the audit trail data, use the application’s printing feature.
6
To exit the audit trail dialog in EMon, click Close.
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Filtering Patient Visit Data
Using Patient Visit Filter Rules, you can restrict the patient visit information that is visible to
users when they perform a patient visit search in EditScript MT, EMon, and NetScript. This is
most useful for a transcription group that edits/transcribes documents for a particular business
entity and does not need to see patient data from other entities. Configuring a patient visit data
filter in this scenario would greatly reduce the patient information the transcription group would
be able to see, thus saving them time when looking for a specific visit.
Note: In order to set up Patient Visit Filter Rules you must belong to an Administrator EMon
permissions security group that has the Manage patient visit filter rules permission. See
Security Groups on page 68.
When a user performs a search for patient visit information from a dictation, the system first
determines whether any Patient Visit Filter Rules exist for the business entity associated with
the dictation. If any exist, the rule(s) act as the first filter for the patient information that is
returned from the search. The search restrictions from any security group(s) to which the user
is assigned act as the second filter.
The example below assumes that the following Patient Visit Filter Rule has been defined for the
user’s institution: for business entity A, display only patient visits from the Heart Clinic.
1
2
3
A user searches for patient visit information from a dictation associated with business entity A.
The system filters the search results so that only patient visits from the Heart Clinic are included.
The system then filters those results based on the Search for patient information permission of the
user’s security group(s), and displays the completely filtered results to the user.
Managing visit data filter rules
Use the options from the Patient Visit Filter Rules dialog to add, edit, copy, and delete Patient
Visit Filter Rules.
Adding a new filter rule
Follow the steps below to define a new patient visit filter rule.
Steps:
1
From the Tools menu, select Patient Visit Filter Rules.
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The Patient Visit Filter Rules dialog appears.
2
Click Add.
The Patient Visit Filter Rules-Add dialog appears.
3
Enter a name for the new filter rule in the Description field.
Note: It is important to make this name as descriptive as possible, especially if you
plan to create multiple filter rules for a single business entity.
4
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Select one or more business entities from the list. The rule will pertain to these
business entities, and will be used when a user searches for patient visit information
from a dictation associated with one of the selected entities.
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Select a criterion. The choices are: Patient Class, Patient Type, Patient Location, and
Patient Facility.
6
Select one or more values for the criterion type. The values that you select here will
determine which patient visits are returned when a user performs a search from a
dictation associated with the selected business entities.
Note: Values for each of the four criteria are configured by your institution through
Tools> Institution Settings.
7
Click Save.
Editing a filter rule
Once a filter rule has been created, it can be easily modified. To edit an existing filter rule,
follow the steps below.
Steps:
1
2
Select the rule you want to edit, then click Edit. Follow the steps described above in
Adding a new filter rule on page 97 to change any information.
Deleting a filter rule
To delete a rule, follow the steps below.
Steps:
1
2
Select the rule you want to delete, then click Delete.
3
Click Yes to continue and delete the selected rule, or No to cancel.
Copying a filter rule
When you need to create a filter rule that is similar to an existing rule, you can save time by
creating a copy of the existing rule and making modifications as necessary. Follow the steps
below to copy a filter rule.
Steps:
1
2
Select the rule you want to copy, then click Copy.
A new rule is created that includes the words Copy of in the rule name. Edit as
necessary.
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Managing Users
Through EMon you can add users to the
system, manage their properties, and view
their actions in the system. The term ‘user’
refers to eScriptionists (MTs), clinicians
(speakers, signers, and contacts), and
administrators (those who work in EMon and
manage the system workflow).
In this chapter, you will learn how to manage
eScriptionists, clinicians, and administrators
through EMon.
4

Managing eScriptionists (MTs)

Managing Clinicians

Managing Administrators

User Audit Trails
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Managing eScriptionists (MTs)
Use the eScriptionist tab to add, modify, assign work to, monitor the actions of and delete
eScriptionists in the system.
Adding an eScriptionist
Follow the steps below to add an eScriptionist to the system.
Steps:
1
Click on the eScriptionist tab.
2
Click the Add button.
The Add eScriptionist dialog appears. It contains two tabs: Name and Groups.
3
Configure the necessary profile settings under the Name tab. Under the Groups tab,
you can assign security group membership to the eScriptionist. See below for more
information.
Note: Although you can configure an MT’s dictation assignment from the Name
tab, it is recommended that you use security groups to do so.
4
Click OK.
The eScriptionist is added to the system.
Add eScriptionist dialog
The Add eScriptionist dialog contains two tabs: Name and Groups.
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Name tab
Use the Name tab to add eScriptionists to the system, assign them to a billing group, set up
login information, and restrict which dictations they can work on.
eScriptionist ID
The ID assigned to the eScriptionist is displayed here, but not until after the new
eScriptionist has been created.
Prefix
Specify a prefix (Mr., Mrs., etc.) from the drop-down menu for the eScriptionist.
First Name (required), Middle Initial, Last Name (required), Suffix
Enter the name of the eScriptionist.
Alternate Code
Specify an alternate code. This field is optional, and is only used if the Electronic
Medical Records system at your site requires transcriptionists to use a special code. The
alternate code may or may not be different from the eScriptionist ID.
Billing Group (required)
Select a billing group from the drop-down menu to assign to the eScriptionist. This field
is used for reporting purposes.
Note: If you belong to an MTSO security group, this menu will only contain the
billing group that matches the billing group in your security group. For more
information on MTSO security groups, see MTSO security group types in Chapter
3 on page 68.
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Login (required)
Enter a login name for the eScriptionist. The login cannot exceed 30 characters.
Password (required)
Enter a password for the eScriptionist. If your institution has a password policy, the
password must meet the policy requirements (see Managing Passwords in Chapter 3 on
page 62).
Password Expiration Date
Specify an expiration date for the eScriptionist’s current password. When the
eScriptionist logs in on the date specified here, they will be prompted to change their
password. This date will override any expiration lifetime set through your global
Password Policy, if it occurs before the global expiration date (see Managing Passwords
in Chapter 3 on page 62).
Note: When no expiration date is specified, an expiration date will be created by the
system. This date is determined by adding the Max Password Lifetime Days setting
(specified in the Password Policy) to the date on which the password was created.
Employee ID
Specify an employee ID for the eScriptionist. This employee ID field can identify an
employee across multiple institutions.
For instance, MTSOs commonly have employees working across multiple hospitals.
These employees often have multiple logins. This field allows administrators to create
reports that tie these eScriptionists with multiple logins together.
The ID will appear in various system-generated reports, and can link employee
information to internal third-party payroll systems. The field is not used by EditScript
MT. It is solely for reporting purposes.
The ID can include both numbers and letters, and can be up to 32 characters in length.
Work Type/Clinician/Specialty/Business Entity
Define what dictations are assigned to a transcriptionist by selecting one or more of the
options under Work Type, Clinicians, Specialties, Business Entity. Use CTRL+click to
select multiple entries within a window.
IMPORTANT! It is strongly recommended that you use security group restrictions,
rather than filters from the Properties dialog, to assign work to a transcriptionist.
IMPORTANT! If the MT also belongs to a security group with restrictions on
dictations assigned to her, both those restrictions and any filters created in the
Properties dialog apply.
Note: You can determine whether OR or AND logic is used when assigning work to
a transcriptionist. See Transcriptionist Properties Logic in Chapter 10 on page 463. By
default, OR logic is used (i.e., a dictation only needs to match one of these selected
options in order for it to be assigned to the transcriptionist).
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Groups tab
Use this tab to assign an eScriptionist to an existing security group. All eScriptionist groups
are listed. For more information on security groups, see Security Groups in Chapter 3 on
page 68.
Changing an eScriptionist’s password
To change an eScriptionist’s password, follow the steps below.
Note: Passwords are case-sensitive.
Steps:
1
From the eScriptionist tab, select the eScriptionist (MT) whose password you would like
to change.
2
Click Properties.
The Properties dialog appears.
3
Delete the entry in the Password field and enter a new password. Each character in
the password will appear as a black circle.
Note: Passwords longer than five characters will appear as five black circles.
4
Click OK to save the changes.
Changing an eScriptionist’s profile
The eScriptionist Profile dialog contains settings that affect workflow in EditScript MT. To
change an eScriptionist’s profile, follow the steps below:
Steps:
1
From the eScriptionist tab, select the eScriptionist (MT) whose profile you would like to
change.
2
Click Profile.
The EditScript Profile dialog appears, containing several tabs: Admin, Security, Files,
Login, QA, Transcription and Foot Pedal. See below for complete descriptions of the
settings on these tabs.
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3
Once you have made the necessary changes to the profile, click OK to save the
changes.
EditScript Profile dialog
When the Profile button is selected from the eScriptionist tab, the following dialog appears. The
Profile dialog contains seven tabs.
Admin tab
The Admin tab contains various system-wide settings. Do not change any of these settings
without first consulting support@escription.com.
Depending on the configuration of your institution, not all of the settings described below
will appear in the Admin tab for your profile.
Trap Deletes
Check to correct the delete/backspace key bug in Microsoft Word. If you are using a
shortcut expander, such as ShortCut or SmarType, uncheck this setting.
Display Long Contact Info
Check to display complete contact information in the CC List. When unchecked, only the
contacts first and last name are displayed.
Allow System Wide Setting
When checked, you can use the Apply System Wide setting (below) to apply an
eScriptionist’s profile settings to all institutions for which she has a login.
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Apply System Wide
When checked, the eScriptionist’s profile settings are used whenever she logs into any
institution that she can access.
Note: The Allow System Setting option (above) must be enabled for this setting to
be active.
Comm Timeout Minutes
Specify a number, in minutes, for Internet response timeout. If a response from the
Internet is not received within the number of minutes specified here, a communication
warning will appear, and the request will restart. Failure to connect may indicate a
network problem, firewall interference or problems with your ISP.
Tip: If you connect to the Internet using a Dial-Up connection, increase this
number to allow for the slower connection speed.
Cache Size Warning
Cache size represents the number of documents that should be kept downloaded on the
computer at all times (including the one being transcribed). If the number of
downloaded documents falls below the number specified in this setting, a warning will
appear to the user.
Seconds Between Retries
Specify a number, in seconds, to determine the wait between Internet retries during
communication lapses. This setting is seldom modified.
High Priority Level
Specify a number to determine the high priority level. Once set, any priority that is less
than or equal to this number will be considered a high priority dictation capable of
interrupting the current editing session with a “Higher Priority” prompt.
Hours Before Unlock
Specify a number, in hours, to determine the time before an untouched dictation is
released back into the general work queue while EditScript MT is open. When the
specified duration expires, any dictations that have yet to be worked on by an MT are
released back into the work queue from where they can be pulled by another MT.
Security tab
The Security tab contains settings that allow you to protect the confidentiality of patient
information.
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Note: The settings on this tab are enabled by default to comply with HIPAA (Health
Insurance Portability Accountability Act) guidelines.
Prevent SaveAs
Check to disable the File> SaveAs, File> Send To, and File> SaveAs Web Page options
when an EditScript MT document is loaded.
Prevent Printing
Check to prevent the MT from printing EditScript MT documents locally.
Prevent Paste
Check to prevent the MT from pasting text from the clipboard to a document outside of
EditScript MT.
Files tab
The Files tab contains settings that pertain to downloaded documents that have not been
worked on, or that have been edited, but not uploaded, when the user logs off. There is also
a setting for saving uploaded documents to a local machine (not recommended).
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Save Word Docs
Check to save uploaded documents to the WordDocSave subdirectory on the
transcriptionist’s local machine.
IMPORTANT! Enabling this setting is not recommended. Keeping files on a user’s
PC is a violation of HIPAA regulations, in most circumstances.
Remove Untouched Downloads
Check to remove downloaded dictations that were not edited during a session when the
session ends.
Release Edited Downloads
Check to erase and unlock downloaded dictations that have been edited but not
uploaded when the user logs off. When this occurs, any changes made will be lost when
the MT exits.
Login tab
Use the Login tab to determine an eScriptionist’s login permissions and access to profile
settings.
Login Privileges
These settings determine whether an MT will have the ability to view or edit her queue.

Hide the work queue - The MT is not allowed to view the work queue in EditScript
MT in any mode, with the exception of RDR mode. If the MT tries to open the work
queue, a message is displayed stating: ‘You are not allowed to view the work
queue. If you need access to the work queue, please contact your manager and
ask them to change your permissions’.

View the work queue - The MT can simply view her work queue, but cannot select
dictations to work on. (EditScript places dictations in the queue based on the MT’s
security group permissions and filters in the Properties dialog.)

View and edit the work queue - In addition to viewing her work queue, the MT can
manually add dictations to or release dictations from her queue.
Note: This setting is generally enabled only for senior MTs and supervisors.
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Admin Privileges
Check to grant the eScriptionist full access to her profile settings in EditScript MT. When
enabled, all of the tabs and settings available from the Profile dialog in EMon (except
the Login tab) are available from the Profile Settings dialog in EditScript MT (Utilities>
EditScript MT Option).
Note: This setting should only be enabled for users who are permitted to edit their
work queues.
QA tab
The QA tab allows you to grant permission to work in one or more modes of EditScript MT.
Work Queue mode
Select the work queue mode that will load when the user starts EditScript MT.
Enabled for Pending List Review
Select to allow the user to work in Pending List Management mode of EditScript MT.
This mode allows the user to manage the current list of documents that are marked as
Pending.
Enabled for MT Review Original
Select to allow the user to work in MT Review mode of EditScript MT. This mode allows
the user to review and score the original version of a completed document. The original
version represents the work of the MT who first edited and uploaded the document.
Prompt for Work Queue Mode
Check to always prompt the user to select the work queue they wish to work in when
they log in to EditScript MT. In order to be prompted, more than one work mode must
be enabled for the user through this dialog.
Tip: We recommend that you select this box for any MT or manager who will be
working in more than one mode.
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Enable for RDR mode
Check to allow the user to work in Reviewed Dictation Retrieval (RDR) mode of
EditScript MT. This mode allows the user to download and review the marked-up
documents scored by the MT reviewer. Users with additional security permissions can
also see the reviewed documents of other transcriptionists.
Enabled for MT Review Current
Select to allow the user to work in MT Review mode of EditScript MT. This mode allows
the user to review and score the current version of a completed document. The current
version of the document is the latest unpended version, which may have been modified
in EMon, in Pending List Management mode, or by a signing clinician.
Transcription tab
The Transcription tab contains settings that affect an MTs workflow while editing/
transcribing in EditScript MT.
Note: We recommend that you contact your project manager before changing the
status of the settings on this tab.
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Pend New Contacts
Check to automatically pend a document when a new contact is added to the CC list.
Note there is also a Pend Dictations with New Contacts option in EMon (Tools>
Institution Settings> Advanced Settings). The Institution setting governs how the
server handles a pending note sent by EditScript MT. If the pending note only contains
a note about the contact, then it will ignore it and unpend the dictation if the Institution
setting is set to ‘No’.
If the Profile setting is set to pend for new contacts, but the institution setting is set to
‘No’, then it WILL NOT pend. If the Profile setting is set to NOT pend for new contacts,
but the institution setting is set to pend or ‘Yes’, then it WILL NOT pend.
Note: When you create a new contact in EditScript MT, the ONLY way that it gets
fully added to the list of contacts for reuse is by editing the properties of the pended
document in EMon.
Hide buttons that have shortcuts
Check to remove all buttons in EditScript MT that have shortcuts keys associated with
them, encouraging MTs to use the shortcuts.
Split Dictation Has Shortcut
Check to allow the use of the Alt+Shift+6 shortcut to split a dictation.
Create Dictation Has Shortcut
Check to allow the use of the Alt+Shift+7 shortcut to create a new dictation without an
audio file, and the use of Alt+Shift+8 to upload and create another.
Load Dragon Medical 360 | eScription Medical Dictionaries
Check to load and use the Dragon Medical 360 | eScription AutoCorrect dictionaries
that are packaged with EditScript MT.
Always Display Audio Dialog
Check to make the audio control dialog visible every time the MT downloads a dictation.
Hide Name Change Error
Check to prevent a warning from being displayed when a document is pended following
a change to the patient name in the header. When unchecked, a warning will be
displayed in such an instance.
Manual Queue Refresh
Check to force the MT to manually refresh the work queue by pressing the Refresh
button. When un-checked, the display is refreshed automatically.
Prompt on Upload
When checked, the MT receives a prompt to confirm every upload.
Prompt on Unpend
When checked, users will receive a prompt asking if they want to unpend the document
before uploading it. The document must have no unresolved pending reasons in order
for the transcriptionist to receive this prompt. If this option is not checked, the
document will upload normally. (Pending reasons are part of Enhanced Pending List
Management in version 10.)
Prompt Before Exiting
When checked, the MT receives a prompt before exiting EditScript MT.
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Allow Automatic Bulleted Lists
When checked, the Automatic Bulleted Lists option in Word will be set to on. When
unchecked, this option will be turned off.
Allow Automatic Numbered Lists
When checked, the Automatic Numbered Lists option in Word will be set to on. When
unchecked, this option will be turned off.
High Priority Prompt
When checked, the MT is prompted when a high-priority dictation is downloaded
(recommended).
Show Red Rectangle
When checked, a red rectangle appears as the audio cursor.
IMPORTANT! Unchecking this setting will turn off the voice cursor in EditScript
MT. This is not recommended.
AutoSave
Check to automatically save documents at intervals specified in the Minutes Between
AutoSaves option (see below). This will ensure that there is a recently saved version of
the document in the event of a system crash or unexpected shutdown.
Cache Size
Specify a value for the number of dictations to keep downloaded on the local computer.
For instance, if 3 were specified (default), 3 dictations in addition to the current
dictation being transcribed would be downloaded on the local computer at all times.
EditScript uses this parameter to load the next report more quickly.
Note: This number should not be higher than 10. We recommend that this number
be set to 1 or 2 for Radiology.
Required Seconds
Specify an amount of time, in seconds, for which a dictation must be downloaded
before it can be uploaded without a warning. For instance, if 10 were specified
(default), a warning would be issued if the MT were to upload a dictation that had been
downloaded for LESS THAN 10 seconds.
Seconds to Wait for Split
Specify the number of seconds to wait before the Dictation ID of the next segment of a
split dictation is downloaded.
Minutes Between AutoSaves
Specify a value, in minutes, for the interval at which an AutoSave will occur. Note that
this setting will only apply when the AutoSave option is checked.
Note: By default, EditScript MT will autosave your open document(s) every 1
minute. If you experience performance delays, set this option to save on a less
frequent basis.
Unlock dictations closed by ALT-N
If checked, when an MT presses ALT+N, the dictation will return to the general work
queue, and no changes made to the document are saved.
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Always Display Instructions
When checked, the MT Instructions Control is automatically displayed when an MT
downloads a dictation with associated instructions. If unchecked, the MT simply
receives notification that there are instructions associated with the dictation. By
default, this option is off. For more information on MT Instructions, see MT Instructions
Note: This option should not be enabled often, but is useful for new
transcriptionists.
Days Instruction defined as new
Specify the number of days (this number must be between 0 and 99) that MT
Instructions are defined as new for the MT. The default is 3 days. When an instruction
qualifies as new, the notification for the instruction indicates that. The MT then knows
to view the instruction in order to see the new information. For more information on MT
Instructions, see MT Instructions in Chapter 10 on page 428.
Note: Any time an instruction is changed in EMon, it qualifies as a new instruction.
Tip: If you know that an MT will be gone for an extended period of time (e.g., on
vacation), adjust this option accordingly.
Maximum WorkQueue Size
Specify a value for the maximum number of dictations that will be displayed in the MT’s
work queue. The size will be adjusted the next time the queue is refreshed. If no value
is entered, it will default to 1500.
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Always spell check before upload
When checked, as an MT attempts to upload a document in transcription or pending list
management mode, EditScript MT will automatically launch the Microsoft Word spell
check dialog. When the MT finishes the spell check and closes the dialog, the document
will continue to upload. If there are no spelling errors, the dialog will not appear.
Note: To prevent unintentional uploads, for example, if an MT cancels the spell
check to change a section of text, it is strongly recommended that the “Prompt on
Upload” option (also on the Transcription tab) always be checked in conjunction
with “Always spell check before upload”.
If you change this option from within EditScript MT, the change takes effect
immediately. If you make the change from within EMon, the change will be applied the
next time you log in to EditScript MT.
Force “Check spelling as you type”
When checked, the next time EditScript MT is started, it will turn on the Microsoft Word
“Check spelling as you type” option (if it is not already turned on). This setting will take
effect once per session. On logging out, EditScript MT will set MS Word's “Check
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spelling as you type” option back to the value it had prior to logging in to EditScript MT
(if necessary). This option is visible in the Word options dialog in ESMT (Word Tools
>Options).
Note: This setting could still be overridden if an MT changes this value in the Word
options dialog while EditScript MT is running.
Changes to this option take effect when EditScript MT is restarted.
Prompt to view header in PLM mode
Specify the type of prompt shown if the demographics header has not been viewed for
a dictation in PLM mode. The choices are: No prompt – you are not prompted to view
the demographics header; User Chooses – you are prompted with a message asking if
you want to view the demographic header; User Forced – you are prompted with a
message stating that you must view the demographic header (press ALT+E) before
uploading the dictation.
Validate Dates on Upload
When checked, EditScript prompts you with a warning if the dates in the header are not
in the proper sequence. This option is only available in version 11 and higher.
Prevent dictation skipping
When checked, prevents MTs from repeatedly skipping documents that they do not
want to work on (either by pressing Alt+F4, Alt+N, or clicking X). This option is off by
default.
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Foot Pedal tab
Use this tab to define pedal bounce-back (rewinding the voice cursor a specified distance).
Pedal Bounce-Back
Specify the interval, in seconds, at which audio will rewind when the center foot pedal is
pressed. Fractions of a second can be specified using a decimal point.
Defining dictation assignment
Use the eScriptionist EditScript MT permissions security group type to define which dictations
are assigned to an MT. This security group type contains the Use EditScript to transcribe
documents permission, which allows group members to edit and type documents in EditScript
MT. Once you grant this permission, you can create restrictions based on speaker, work type,
business entity, and specialty, thus defining the dictations that will be assigned to the members
of the group. For more information on security groups, see Security Groups in Chapter 3 on
page 68.
Note: There are two additional eScriptionist EditScript MT permissions that grant access
to dictations and for which you can restrict which dictations are seen: Use EditScript to
manage your pending list and Use EditScript to review transcribed documents.
Note: Create groups of MTs whose permissions and dictation assignment are identical.
Note: You can also define an MT’s dictation assignment through the filters available in the
Properties dialog, but we strongly recommend using security groups instead.
Assigning a single dictation to an eScriptionist
This option, available from the Dictation tab in EMon, allows you to assign a single dictation to
an eScriptionist. The dictation must have a status of Ready for Editing or Ready for
Transcription. This feature is useful when you have a dictation that must be turned around right
away.
Steps:
1
From the Dictation tab in EMon, search for and select the dictation(s) you wish to
assign.
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2
Right-click on the dictation(s) and select Assign to eScriptionist from the contextsensitive menu that appears, or click the Assign button.
The Assign dictation(s) to an eScriptionist dialog appears.
3
Enter the first few letters of the eScriptionist’s last name or select it from the dropdown list. This list shows a combination of both the transcriptionist’s name and login,
e.g., Smith, Mary (MSmith). If an MT has more than one login, such as for billing
purposes, her name will show up per login in the list.
Note: The names are ordered alphabetically by last name only. However, if two
people have the same last name, EMon then orders them according to when they
were added to the system, regardless of the first name. For example, if an
administrator added Amy Lewis as an MT after Stephanie Lewis, Amy’s name would
appear below Stephanie's in the drop-down, even though, alphabetically, Amy
comes before Stephanie. If you prefer to order them alphabetically by last name,
first name, there in an Institution-level option that allows you to do so. See Order MT
name by Lastname and Firstname in Chapter 10 on page 459.
4
Specify a priority level using the drop-down list under Assign this priority. If you
assign a stat priority level, all stat dictation rules will apply.
Note: Most stat dictations have a priority of 1 or 2.
5
Click OK to save the information.
EditScript will assign that document to the selected MT.
Viewing the work queue of an eScriptionist
By viewing the work queue of a transcriptionist on the system, you can easily monitor what
dictations she is currently transcribing, what dictations are currently in her backlog, and what
dictations she has recently completed.
Steps:
1
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From the eScriptionist tab, search for the MT whose work queue you want to view.
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Double-click on the MT, or click the Queue button.
The MT’s work queue appears.
Note: The eScriptionist queue only displays editing and transcription jobs. QA and
Pending List jobs will not appear.
Make administrator
There may be instances in which a user needs both an eScriptionist account and an
administrator account. As it can be troublesome to keep two accounts up-to-date, EMon offers
a way to easily link an eScriptionist account with an administrator account. That means that
you only need to update login and password account information in one place. For example, if
you change an eScriptionist’s EditScript MT password, her EMon password is automatically
updated, and vice versa.
Tip: Use the Make Administrator button to link accounts for users who need to test both
EMon and EditScript MT.
From the eScriptionist tab, select the Make Administrator button to make the selected
eScriptionist an Administrator. When selected, a confirmation dialog appears asking whether
you would like to create a corresponding administrator role for the selected eScriptionist. To
create the role, select Yes. To cancel the operation, select No.
Note: Administrators created using this method will not be able to log in to EMon until they
have been assigned to an Administrator EMon permissions security group. See Security
Groups in Chapter 3 on page 68 for information on setting up a security group.
Deleting an eScriptionist
Follow the steps below to delete an eScriptionist from the system.
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Note: Once deleted, eScriptionists are no longer able to access the system, and will no
longer appear in billing/productivity reports. The dictations they transcribed will continue
to appear.
Steps:
1
From the eScriptionist tab, select the eScriptionist (MT) you would like to remove from
the system.
2
Click Delete.
3
To confirm the deletion click Yes. To cancel, click No.
If the MT is also an administrator, a dialog appears notifying you that deleting the
eScriptionist account does not delete the administrator account. Click Yes to delete the
eScriptionist account. To delete an administrator account, see Deleting an
administrator on page 139.
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Managing Clinicians
Follow the instructions in this section to add, modify, and monitor dictating and signing
clinicians on the system.
Adding a new clinician
To add clinicians to the system, follow the steps below.
Steps:
1
Select the Clinician tab.
2
Click Add Clinician.
The Add Clinician dialog box appears, through which you can specify the properties for
the new clinician. It contains four tabbed pages, as described in the following section.
3
After specifying the settings, click OK.
Add Clinician dialog
Note: If Multi-Site Config for Distribution Preferences is enabled in the Application
Features dialog box, the Distribution Preferences tab appears. You cannot access this fifth
tab from the Add Clinician dialog box. See Multiple distribution preferences on page 130 for
more information.
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Name and Address tab
Name and Address
Enter the required name and address information.
Physician Code
Specify a unique identifier in this field. This code should correspond with the code used
to identify the clinician in HL7 messages.
IMPORTANT! This code must be unique among physicians, particularly for
institutions with multiple EMRs where distribution is based on physician code.
Otherwise, distributions may be sent to the wrong location.
Insertion text
Use these fields to enter free-text that can be inserted into templates using an
Insertion Text merge field during document distribution.
Signature
Enter the signature text that you want to appear in the clinician’s dictations. A
signature commonly includes clinician name, clinician title, and hospital name, and can
be inserted into a document by a distribution template that contains the appropriate
merge field. For more information, see Chapter 7: Managing Distribution Templates on
page 276.
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Distribution Preference
If your institution uses Dragon Medical 360 | eScription for document distribution,
specify a distribution preference for the clinician. For instance, if the clinician prefers
distribution by fax, select Fax and enter the clinician’s fax number. If the clinician does
not prefer a specific distribution method, select No Distribution Preference. The
specified distribution preference will be the default for the new clinician. You can also
enter values for the other (non-default) distribution methods. All values will be
retained. To set up multiple distribution preferences for clinicians with multiple offices,
see Multiple distribution preferences on page 130.
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Dictating Clinician tab
Use this tab to configure settings for dictating clinicians.
Dictating Clinician
Select this check box if you are adding a dictating clinician and need to provide
dictation information. If the check box is not selected, the clinician is considered a
contact.
Note: The settings under Dictating Clinician Information are available only when
the Dictating Clinician check box is selected.
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Speaker ID
The internal system ID assigned to the clinician.
Note: This appears after the clinician is added to the system.
Speaker Code
The number used by the speaker when dictating. Enter the speaker code provided by
your institution. It can be up to 24 characters long.
Export Code
The number used if the EMR system at your institution requires a special code for file
import. Enter an export code.
UPIN Number
The clinician’s Unique Physician Identification Number (UPIN).
Speaker Profile
Any configuration rule that has been made available (using the IntelliScript
Configuration Manager) for use as a speaker profile appears in the list. To associate a
rule with the clinician, select it from the list. When the clinician calls into IntelliScript,
the rule is loaded and the rule’s settings are used during the call. For more information,
see the IntelliScript Configuration Manager User Guide.
Specialty
Helps the speech recognizer to improve drafts. Select a specialty from the list.
EMR Speaker Specialty
A specialty primarily used for interfacing with third party systems outside of eScription.
See EMR Speaker Specialty field on page 126 for more information.
Status
To include the clinician in clinician searches, set the status to Ready. For this change to
take effect, you must quit EMon and then and log back in to it.
Business Entity
The business entity to which the clinician is assigned. To assign the new clinician to a
business entity, select one that is available for your institution. The clinician’s dictations
are automatically assigned to this business entity, if your institution is configured this
way. Otherwise, the clinician enters business entity data during dictation.
Resident/Other Clinician Signing Role
Used to designate a clinician as requiring a signer, or as someone who has signing
rights. It is typically used in a resident/attending, or surrogate physician workflow. If
your institution is not using this workflow, select None. See More about Resident/Other
Clinician Signing Role workflow on page 126 for more information.
Enable Training Prompts
Provides dictating clinicians with training prompts that guide them through the dictation
process. The IntelliScript administrator specifies, via the Training Dictation Threshold
option on the Special tab in the IntelliScript Configuration Manager, the number of
dictations a clinician must complete before they no longer hear the training prompts. To
use this feature, the Help for New Dictating Clinicians option in the Application
Features dialog must be checked.
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Enable Multi-Section Dictation
Enables dictating clinicians to hear prompts during recording that guide them through
the sections of a recording. The product includes four default prompts, which are based
on the section number. The IntelliScript administrator specifies, via the Recording
Section Count option on the Special tab in the IntelliScript Configuration Manager, the
number of sections, up to 15, that the clinician uses during recording. See the
IntelliScript Configuration Manager guide for information about creating prompts
and configuring the number of sections.
Telephone keypad sensitivity while recording
This setting allows you to change the current keypad sensitivity from Normal, where
talk-off could be a potential problem, to High (talk-off reduced). The phrase “talk-off”
refers to the instance when the human voice is too similar to a button tone, tricking the
phone into assuming that a menu option has been selected. This can cause dictations to
be cut off prematurely. If talk-off becomes a problem, set to High.
EMR Speaker Specialty field
The ‘EMR Speaker Specialty’ field allows administrators to associate speakers with a
specialty that will primarily be used for interfacing with third party systems outside of
eScription. Some medical record systems require the specialty in a certain format that is not
in-line with how internal specialties are implemented in eScription. This additional specialty
has no effect on the existing eScription 'specialty', and has no impact on speech recognition.
To use the feature, EMon administrators assign a default EMR specialty on the Dictating
Clinician tab screen. A drop-down list containing specialties supplied by the customer
appears in the field.
In EditScript MT, the header can also be configured to display the specialty list. If the
clinician dictates a specialty other than the default, or if there is no default defined, the MT
can choose the correct specialty in the header. The specialty can then be sent to the
outbound interface and made visible via a new merge field called EMRSpecialty. Also, once
EMR specialty is configured as a header field for the headers, it will be available in the
Institution-specific-fields panel in the dictation properties dialog (in EMon). Administrators
will be able to update the value by selecting from the list.
A new validation rule called 'No EMR Specialty was selected' can be set up to detect when no
specialty has been assigned to a speaker (either in EMon or by the MT). If no specialty has
been associated with the speaker, the dictation will pend.
This feature is enabled in EMon (Tools> Application Features). It is disabled by default.
More about Resident/Other Clinician Signing Role workflow
This workflow allows an institution to require a non-signing (usually a resident) clinician to
identify a signing clinician (attending or surrogate) assigned to a dictation. After the nonsigning clinician enters his speaker code, IntelliScript prompts him/her to identify the
signing clinician by speaker code (default) or export code. This allows the Attending
Physician or Signer fields in the EditScript MT header to be automatically filled in, saving the
MT time, and improving overall accuracy.
In the IntelliScript Configuration Manager there are two additional options related to this
feature:
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Alternate Physician Type - this setting designates which field will be populated
in the EditScript MT header: Attending or Signing Physician.
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Match Alternate Physician Export Code - this setting allows you to require the
non-signing physician to enter the export code of the signing physician, rather
than the speaker code (default).
Also, on the Institution Advanced Settings> Audio Import Flags tab screen, the
Associate Attending Physician Export Code setting must be disabled, regardless of
whether or not the resident clinician enters in the export code. See Associate Attending
Physician Export Code in Chapter 10 on page 470.
Groups tab
Use this tab to add the clinician to an existing security group. All existing clinician security
groups configured by your institution appear in the list on this tab. For more information on
security groups, see Chapter 3: Security Options on page 61.
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Security tab
Use this tab to adjust a clinician’s security settings.
Login
Specify a Login ID for the clinician. This is not required if the clinician will not be using
NetScript or RadVantage.
Password
Create a password for the clinician. This is not required if the clinician will not be using
NetScript or RadVantage.
Specify an expiration date for the clinician’s current password. When the clinician logs
in on or after the date specified here, he will be prompted to change his password. This
date will override any expiration lifetime set through your global Password Policy if it
occurs before the global expiration date (see Managing Passwords in Chapter 3 on
page 62).
Note: When no expiration date is specified, a expiration date will be created by the
IntelliScript Login
The login name that the clinician uses to access IntelliScript. This defaults to the
clinician’s speaker code.
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IntelliScript Password (optional)
Specify the password the clinician will use when logging into IntelliScript. This is only
necessary if your site requires a password for dictation.
IntelliScript Login Status (optional)
Specify an IntelliScript login status for the clinician. There are three available status
types to select from: Enabled (clinician can log in to IntelliScript), Disabled (clinician
cannot log in to IntelliScript), and Enabled but Expired (clinician’s password must
change before they can access IntelliScript).
Note: If a login status is not specified, the status will default to Disabled. The
clinician will not be able to access IntelliScript until the status is changed to
Enabled.
Preferred Work Types tab
This tab appears only if your Client Development Manager has enabled dictation client
applications such as Dragon Medical 360 | Mobile Recorder, and if the Dictating Clinician
check box is selected on the Dictating Clinician tab in EMon.
Use this tab to add or remove work types from the clinician’s preferred list; the preferred list
reflects the work types that the clinician wants to have quickly available for selection in
dictation client applications. The selections specified on this tab do not prevent clinicians
from selecting other work types. For Dragon Medical 360 | Mobile Recorder, when users log
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in for the first time, they will see the list of work types selected in EMon. For subsequent
logins, changes to the work type list in EMon will have no effect on their work type list. For
information about your dictation client, refer to the documentation provided with it.
To add a work type, select it in the left pane and then click Add. To remove a work type,
select it in the right pane and then click Remove.
Modifying clinician information
To modify clinician properties, follow the steps below.
Steps:
1
From the Clinician tab, select the clinician whose information you want to change.
2
Click Properties.
The Properties dialog for that clinician appears.
3
Configure the settings, and click OK. For complete descriptions of the available dialog
settings, see Adding a new clinician on page 121.
Multiple distribution preferences
This feature allows you to configure multiple distribution preferences for a single clinician or
contact based on combinations of business entity and/or work type. Clinicians who work in
multiple office sites can have reports sent to a preferred target as designated in their properties
settings. For instance, all reports from business entity A can be sent to fax number 555-1234,
while all reports from business entity B can be sent to fax number 555-5678.
These preferences can be set in the Properties dialog of the Clinician tab. You can also use the
procedure below to set up multiple preferences while editing a contact in the CC: list (Dictation
tab> Properties dialog). See Changing the CC list in Chapter 6 on page 173.
Getting started with Multi-site Config for Distribution Preferences
Before you can use this feature, you must:
•
Activate the Multi-site Config for Distribution Preferences feature through the Application
Features dialog. See Activating New Features for Use in Chapter 2 on page 20 for more
information on this dialog and for instructions on activating features. Once you enable
this feature, the Distribution Preferences tab screen will be available from the Clinician
tab> Properties dialog.
IMPORTANT! Once you enable this feature through the Applications Feature
dialog, you must log out and log back into EMon before the feature is available.
Adding a new distribution preference
To add a distribution preference for a selected clinician, follow the steps below.
Note: This option is only available for existing clinicians. If you are adding a new clinician,
you must select a single preference, and then go back in and edit the properties to add
multiple preferences.
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Steps:
1
From the Clinician tab, search for and select a clinician.
2
Click Properties.
3
Select the Distribution Preferences tab.
4
Click Add Preference.
The Add New Preferences wizard opens, and will guide you through the following steps.
5
Enter a description for the preference in the Description field.
6
Select one of the following radio buttons:

Do not distribute - select to have no documents distributed to the clinician.

Printer - select a target printer from the drop-down list.

EMail - enter an email address in the text field.

Fax - enter a fax number in the text field.
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7
Click Next.
Note: If you click Next without entering a description or selecting a distribution
type, an error message will appear.
8
The next screen contains two panes listing all business entities and work types for your
institution. The business entities appear on the left. They are listed in a tree-type
structure, allowing you to select high-level business entities which will include all child
entities associated with it. You can also create more specific rules just for child entities.
Select a business entity and/or work type combination that will be added to this
preference. You can add:

multiple preferences that use the same work type but different business entities

multiple preferences that use the same business entity but different work types

preferences that pair all business entities with a single work type

preferences that pair all work types with a single business entity
Note: You will not be allowed to select All business entities and All work types (this
is reserved for the default).
9
Click Add to assign this combination to the current preference.
10
Click Finish to complete the wizard.
Note: If you create a duplicate combination, an error will appear.
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The following dialog shows the distribution preferences of the selected clinician. These
preferences will now be used for the clinician.
Distributing using clinician preferences
When distribution rules include clinician preferences as a distribution type, the contact
information that most closely matches the business entity and work type will be used. The
order of preference for choosing among multiple possible matching preferences will be:

Preferences matching both business entity and work type

Preferences matching only business entity; note that for this type of match to
work, the work type for these preferences must be set to All

Preferences matching only work type; note that for this type of match to work, the
business entity for these preferences must be set to All

If no matches, the default preference will be used
Editing distribution preferences
Follow the steps below to edit a clinician’s distribution preference.
Steps:
1
From the Clinician tab, select a clinician.
2
Click Properties.
3
4
Select the distribution preference you want to edit.
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5
Click Edit Preference.
The Edit Wizard appears.
When editing the default distribution preference, values for all distribution types will be
editable, not just the default method. See the graphic below.
If you are modifying a preference created using the multi-site config feature (a combo
preference), you will only be allowed to modify the value of the selected distribution
preference. See the graphic below.
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6
On the first screen of the wizard, modify the description, media type, and/or target as
desired.
Note: When editing the default preference, you cannot modify the description, or
add any business entity/work type combos.
7
Click Finish if you are done or click Next to go to the next screen to modify the
business entity/work type combos.
8
If you clicked Next, add or remove any business entity/work type combos.
9
Click Finish to save your changes.
Deleting distribution preferences
Follow the steps below to delete a clinician’s distribution preference.
Steps:
1
From the Clinician tab, select a clinician.
2
Click Properties.
3
4
Select the distribution preference to be deleted.
5
Click Delete Preference.
Note: You cannot delete the default distribution preference.
Changing a clinician’s password
To change the password for a clinician, follow the steps below.
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Steps:
1
From the Clinician tab, select the clinician whose password you wish to change.
2
Click Properties.
The Properties dialog for that clinician appears.
3
Click on the Security tab.
4
Delete the entry that appears in the Password field.
5
Enter a new password. Click OK to save the new password.
Viewing the work queue of a clinician
You can view a clinician’s work queue to monitor which of the clinician’s dictations are currently
being transcribed, which dictations are currently in the backlog, and which dictations have
recently been completed.
Steps:
1
Click on the Clinician tab.
2
Search for the clinician whose work queue you would like to view.
3
Double-click on the clinician’s name, or click the Queue button.
The work queue appears.
Viewing the signing queue of a clinician
You can view a list of the documents that are currently awaiting a clinician’s review or signature
through the Signature Queue button on the Clinician tab.
Steps:
1
From the Clinician tab, select the clinician whose signature queue you would like to
view.
2
Click Signature Queue.
The Signature Queue dialog appears, divided into two sections: Signature Queue and
Review Queue.
Note: These designations (Signature Queue and Review Queue) are based on the
various e-signature workflows. See the NetScript User Guide for more information.
Deleting a clinician
Follow the steps below to delete a clinician from the system.
IMPORTANT! Deleting a clinician will delete her speech-recognition profile (voice model).
You should only delete a clinician if you are certain she will never dictate on the system
again.
Steps:
1
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From the Clinician tab, select the clinician you want to delete.
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Click Delete.
3
Click Yes to delete the clinician. Select No to cancel the operation.
Deleting a clinician who uses e-signature
If you are removing a clinician who uses e-signature, you must make sure that there are no
unsigned documents remaining in his electronic signature queue. Follow these steps prior to
deleting the clinician.
Steps:
1
Remove the clinician from the e-signature distribution rule.
Note: Any remaining documents that are not in the signature queue when the rule
is removed will have to be signed another way.
2
Ensure that the clinician signs all remaining dictations in his signature queue.
Note: If there are dictations still in the clinician’s signature queue, and the clinician
cannot sign the remaining documents, contact your
Dragon Medical 360 | eScription Support representative to remove them from the
signature queue.
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Managing Administrators
An administrator manages and monitors various system components through EMon. Follow the
instructions in this section to add administrators to the system, modify their properties, and
monitor their actions.
Adding a new administrator
Use the Administrator tab to add new administrators to the system. Follow the steps below.
Steps:
1
Click Add at the bottom of the Administrator tab.
The Add Administrator dialog appears.
2
Specify the administrator’s full name, login, and password. You can also add the
administrator existing administrator security groups. For complete descriptions of the
options available from this dialog, see below.
3
Click OK.
Add Administrator dialog
Note: The list of security groups that can be assigned to an MTSO administrator
includes only MTSO-type groups whose billing group matches that of the
administrator’s security group. For more information, see MTSO security group types
First Name, Middle Initial, Last Name
Specify the name of the administrator.
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Login
Create a login for the administrator. The length of the login cannot exceed 30
characters. Logins are case-sensitive.
Password
Create a password for the new administrator. If a password policy has been set up at
your institution, this password must meet those requirements (see Chapter 3: Security
Options on page 61). If this person already has an eScriptionist account, you will be
prompted to link the two accounts, allowing the individual to use the same login and
password for each.
Set an expiration date for the administrator’s current password. This date will override
any expiration lifetime set through your global Password Policy, if it occurs before the
global expiration date (see Managing Passwords in Chapter 3 on page 62).
Note: When no expiration date is specified, an expiration date will be created by the
Modifying administrator properties
To change the properties for an administrator in the system, follow the steps below:
Steps:
1
From the Administrator tab, select the administrator whose information you want to
change.
2
Click Properties.
The Properties dialog for that administrator appears.
3
Configure the settings, and click OK. For complete descriptions of the available
settings, see Adding a new administrator on page 138.
Deleting an administrator
Follow the steps below to delete an administrator from the system.
Steps:
1
From the Administrator tab, select the administrator you would like to remove from the
system.
2
Click Delete.
3
To confirm the deletion click Yes. To cancel, click No.
Note: If the administrator is also an MT, a dialog appears notifying you that deleting
the administrator account does not delete the eScriptionist account. Click Yes to
delete the administrator account. To delete an eScriptionist account, see Deleting
an eScriptionist on page 119.
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User Audit Trails
You can view audit trail information for all three user types in EMon: eScriptionists, clinicians,
and administrators. The Audit Trail allows you to see a history of the documents a user has
worked on within a specific date range. You may view the Audit Trail for an eScriptionist, for
instance, to see if she had transcribed a certain report. The Audit Trail shows the dictation date,
number, and other data.
Note: Audit Trail information can be copied directly from the Audit Trail dialog, pasted into
other programs that support the spreadsheet data (e.g., Excel), and printed using the
printing features in those programs.
Viewing user audit history:
1
From the eScriptionist, Clinician, or Administrator tab, search for and select the user
whose history you want to view.
2
Click History at the bottom of the tab.
The User Audit Trail dialog appears.
3
Specify a start and end date, then click Search. The search will return all information
related to the user’s actions within the date range, including the date of the action, the
user’s login name, the action performed, and the status of the dictation at the time of
the action.
Some common types of actions performed by users are: retrieved audio, split dictation,
viewed document, and submitted transcription.
4
To exit the dialog, click Close.
Printing user audit history:
1
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Generate the Audit Trail for any user type (e.g., eScriptionist, clinician, or
administrator).
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At the bottom of the User Audit Trail dialog, click Copy.
This will copy all the data currently in the dialog to the clipboard.
3
To paste the User Audit Trail data for printing, open any application that can import and
print this data (e.g., Microsoft Excel). Press CTRL+V to paste the data into the
application. Format the data as needed.
4
Use the application’s printing feature to print the data.
5
Return to EMon, and click Close to exit the dialog.
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Managing Business
Entities & Work Types
In EMon you can configure and manage the
business entities and work types that are part
of your institution’s workflow. Business
entities can be configured for a hospital,
clinic, department, physician group, or some
other identifiable unit. Some institutions may
only need one business entity, while others
may require more, and perhaps multiple
levels. Work type refers to the type of report
that a doctor dictates, e.g., operative note.
5

Managing Business Entities

Managing Work Types
In this chapter, you will learn how to add and
modify business entities, view the work queue
for a business entity, add and modify work
types, and edit codes for your IntelliScript and
EDT/Text interfaces.
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Chapter 5: Managing Business Entities & Work Types
Managing Business Entities
A business entity may be assigned to a hospital, clinic, department, physician group, or some
other identifiable unit. The necessity to configure business entities depends on your institution’s
transcription system. Some institutions may only need one business entity, while others may
require more, and perhaps multiple levels (i.e., parent and child entities).
Business entities can be beneficial to your institution in the following ways:
•
•
•
•
•
•
Billing - easily identify and manage costs associated with transcription for dictations
associated with separate business entities.
Document Distribution - create different distribution rules to automatically distribute
documents based on business entity. For example, documents from the Heart Clinic
might always be batch printed to Printer X at 9:00 am and 1:00 pm, while all
departments at the Surgery Center could be set to continuous print to Printer Y.
Distribution Templates - create a single print template, rather than multiple
templates, that uses merge fields to pull business entity-specific information from the
database (e.g., name of business entity, address, phone number, etc.).
Auto Pending Rules/Priority Rules - create automated pending rules and/or priority
rules based on business entity, e.g., For business entity A, pend if there is no patient
visit selected. Or, you could assign a higher priority to dictations from business entity A,
and a lower priority to dictations from business entity B.
NetScript (Clinician view) - configure NetScript based on business entity. For
example, Geriatric Clinic uses NetScript for e-signature, while other clinics do not.
Security/Permission Control - efficiently control users’ permissions (eScriptionists,
clinicians and/or administrators) to system components using business entities. For
example, you may have MT's who only work on two departments within one hospital,
but other MTs who can work on any department within two particular clinics.
Adding a business entity
To add a new business entity using EMon, follow the steps below.
Note: Once a business entity is added, it cannot be manually deleted. Business entities can
only be deleted by a Dragon Medical 360 | eScription Support representative.
IMPORTANT! Please contact your Dragon Medical 360 | eScription Client Development
Manager before adding a new business entity. Adding entities without first notifying other
system administrators may adversely affect workflow.
Steps:
1
From the Business Entity tab, click on the entry you would like to be the parent of the
new entity you are creating. To view the hierarchy of an entity list, click on the plus (+)
sign next to the entity.
Note: Is it recommended that business entities have the same number of levels, i.e.,
if one business entity has subentities, they should all have subentities.
2
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The Add Business Entity dialog appears.
3
Configure the options as necessary.
4
Click OK to save the new entity information.
Add Business Entity dialog
Below are descriptions of the Add Business Entity dialog fields.
Parent Entity
Select a parent entity for the business entity being created. To view the hierarchy of an
entity, click the plus (+) sign. To collapse the hierarchy view, click the minus (-) sign.
Description (required)
Enter a description for the entity.
Short name (required)
The name of the business entity. This name will appear wherever the business entity is
referenced (e.g., this name appears in the list of business entities on the Business
Entity tab).
Entity Code
Specify a code for the entity. This is the code that clinicians will enter before beginning
a dictation in order to identify the business entity associated with the dictation.
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Alternate Code
Specify an alternate code for the business entity. The alternate code helps to store
information being sent to the medical records system at your institution, and should
differ from the entity code specified above.
Note: An Alternate Code is only needed if the Electronic Medical Records system at
your site requires a special code to import files.
Address
Specify the address of the business entity in the fields provided.
Restricted from Listen Line
Check this box to prevent users from accessing dictations associated with this business
entity over the listen line. This is useful for concealing reports that might contain
potentially sensitive information (e.g., Behavioral Health).
Note: This check box only appears if the Listen Line Restrictions option is activated
on the Application Features dialog (Tools> Application Features).
Changing business entity properties
To change the properties of a business entity, follow the steps below:
Steps:
1
From the Business Entity tab, select the business entity you want to modify.
2
Click Properties.
The Properties dialog for that business entity appears.
Note: This dialog is identical to the Add Business Entity dialog.
3
Configure the options. Click OK to save any changes.
Tip: To change the parent of a business entity, simply select a new entity in the
Parent Entity pane of the Properties dialog.
Viewing the work queue of a business entity
By viewing the work queue of a business entity on the system, you can easily monitor which
dictations are currently being transcribed, which dictations are currently in the backlog, and
which dictations have recently been completed for that business entity.
Steps:
1
Click on the Business Entity tab.
2
Double-click on the entity whose work queue you want to view, or select the entity and
click Queue.
The work queue appears.
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Optional business entity data fields
An optional tab screen can be added to the Business Entity Properties dialog (Business
Entity tab> Add Entity or Properties button). This tab, called Additional Properties, consists
of three separate free-form data fields that can be used to capture additional information for
an institution. Each field is restricted to 25 characters.
This tab screen must be enabled on the Application Features console (it is disabled by
default). Go to Tools menu> Application Features. Select the Additional Business Entity
Data Fields option, then restart EMon. Please contact your CDE if you are interested in
using these fields.
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Managing Work Types
Work type refers to the type of report that a doctor dictates, e.g., operative note. Work type is
a very important factor in determining the workflow of a dictation, e.g., its turnaround time.
From the Work Type tab, you can add new work types for your institution, change properties of
existing work types, and edit alternate and combo codes for IntelliScript or your EDT/Text
interfaces.
Note: In general, IntelliScript will recognize any updates to work types within 90 seconds.
Getting Started with the Work Type tab
The Work Type tab is an optional feature, and will not appear in the EMon interface until it has
been enabled.
Before using this feature, you must:
•
Activate the Work Type tab through the Application Features dialog. See Activating New
Features for Use in Chapter 1 on page 34 for more information.
IMPORTANT! Once you enable this feature through the Application Features dialog,
you must log out and log back into EMon before the feature is available.
•
Work Types permission enabled. See Security Groups in Chapter 3 on page 68.
After restarting EMon, the Work Type tab appears in EMon.
Adding a work type
Adding a new work type for your institution is a two-part process. You must first create the
work type through the Work Type tab. Once created, the work type is considered ‘inactive’. To
activate the work type, click the Enable button at the bottom of the Work Type tab window. For
tips on creating new work types, see Best Practices: New work types on page 152.
Note: Once a work type is added, it cannot be deleted in EMon.
Follow the steps below to add a new work type.
Steps:
1
Click on the Work Type tab.
2
Click Add at the bottom of the tab window.
The Add Work Type dialog appears.
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The Add Work Type confirmation dialog appears, displaying the properties of your new
work type. This dialog also features a list of the places that may need to be updated
with the new work type.
4
Click Copy to copy the list to the clipboard, or click Close to exit the dialog.
5
After returning to the Work Type tab, select the work type you just created.
The Enable button becomes active.
6
Click Enable to make your new work type active and available for your institution.
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Add Work Type dialog
Below are descriptions of the Add Work Type dialog fields.
Description
Enter a detailed description of your work type. Do not leave any extra spaces at the end
of the description.
Work Type Code
Enter the numeric code (4 digits max) that identifies this work type. Clinicians will enter
this code before beginning a dictation to identify this work type. This code must be
unique to this work type.
Alternate Code
Enter the numeric code [25 digits max] that your institution’s third party systems will
use to refer to your work type.
Short Name
Enter a practical short name [10 characters max] to refer to your work type. This short
name is used when setting up folders for IntelliScript-DVR so that the correct work
types are associated with dictations.
Category
If your work type is similar to one of the existing drop-down choices, select it from the
drop-down list. Otherwise, please contact Support or your Client Development Manager
if you need assistance with selecting a category.
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Prefill Procedure Date With
If you would like your new work type to automatically prefill the procedure date based
on a specific date type (e.g., Dictation, Admit, or Discharge), select it from the dropdown list. Otherwise, leave it on the default option Do not prefill.
Restricted from Listen Line
Check this box to prevent use of the listen line to access dictations associated with this
work type. This is useful for lines dedicated to departments, and for dictations
containing potentially sensitive information (e.g., Behavioral Health).
Note: This check box appears only if the Listen Line Restrictions option is activated
on the Application Features dialog (Tools> Application Features).
IntelliScript DVR Default
Check this box to identify a work type as the default. This works in conjunction with
IntelliScript DVR to make sure that dictations do not get assigned a work type of
“Unknown” (if the Unknown work type exists in your system). Any dictation that is
uploaded using IntelliScript DVR that is not associated with a work type (and would be
assigned the work type of Unknown) will use the work type with this check box
selected.
Note: You can only specify one work type in your system as the IntelliScript DVR
default.
Changing work type properties
To edit the properties of a work type, follow the steps below:
Steps:
1
From the Work Type tab, select the work type you want to change.
2
Click Properties at the bottom of the tab window.
The Edit Work Type dialog appears.
3
Change the options as necessary. Click OK to accept and update the work type
properties. For descriptions of the settings that are available from this dialog, see
Adding a work type on page 148.
Editing an alternate or combo code
Your IntelliScript or EDT/Text interface may require the use of combo codes or alternate codes.
These codes represent the combination of a work type and business entity. IntelliScript makes
use of the Combo Code, while EDT/Text makes use of the Alternate Code. To add or modify
these codes, follow the steps below.
Steps:
1
From the Add or Edit Work Type dialog, click Edit Alternate/Combo Code at the
bottom of the dialog.
The Edit Alternate/Combo Code dialog appears. It lists all of the business entities
associated with the work type.
2
Configure the available fields. To delete an existing code, simply clear the appropriate
code field.
3
Click Save to Database, or press ALT+S.
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Edit Alternate/Combo Code dialog
Below are descriptions of the Edit Alternate/Combo Code dialog fields.
Alternate Code
Enter a code that identifies both the work type and the business entity for your
institution’s EDT/Text interfaces to use.
Combo Code
Enter a code [80 digits max] that identifies both the work type and the business entity
for IntelliScript to use. You can enter a comma-delimited string of combo codes [each 8
characters max].
Best Practices: New work types
When you create a new work type, you need to be sure that you consider how it will affect your
system as it is currently configured. Before creating your new work type, consider the
following:
•
How the new work type will affect current users and workflows. Will new workflows need
to be configured for the new work type?
Note: Reuse existing workflows when possible.
•
•
How the new work type affects existing distribution, validation, and other rules. It may
be necessary to configure new rules for the work type, or you may need to add the work
type to existing rules.
Whether transcriptionists will be able to work on dictations that have the new work type,
given their existing security permissions. You may need to modify their security group
restrictions, or the work type assignments in their eScriptionist Properties dialog.
Note: We recommend using security groups to define the dictations that
transcriptionists can work on. If you use security groups, you only need to change
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this information in one place, and it will affect all of the transcriptionists that belong
to the group. If you use the eScriptionist Properties dialog, you will need to make
changes individually for each transcriptionist.
Once you have created your new work type, perform the following tests. (These should be done
in both Test and Production.)
•
•
•
•
Call IntelliScript and dictate on the new work type.
Download the test dictation in EditScript MT, and verify that headers for the new work
type are correct.
Verify that Business Entity codes are correct for the new work type.
Verify that a distribution rule is configured to send the test dictation for the new work
type to your Electronic Medical Records (EMR) system.
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Managing Documents
EMon provides powerful document
management capabilities that allow you to
modify a document’s properties, edit a
dictation, cancel a dictation, compare two
versions of a document, set dictation priority,
and more.
In addition, EMon offers extensive searching
through the Dictation tab. Documents can be
searched by document status, dictation ID,
eScriptionist name, dictation period, work
type, etc.
This chapter explains how to search for and
manage dictations, how to configure dictation
priority, and how to work with amendments
and addenda.
6

Searching for a Dictation or
Transcription

Managing Dictations and
Transcriptions

Configuring Dictation Priority

Working with Amendments and
Addenda

Unsigning a Document
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Searching for a Dictation or Transcription
EMon provides powerful search capabilities that allow you find one or more dictations or
transcriptions quickly. The more specific the criteria you enter, the fewer search results will be
returned. For example, if you enter a patient’s last name, the results would include all patients
with that last name. If you instead enter the patient account number, the search would show
only the patient associated with that number, a much smaller search result.
Partial criteria can also be entered in certain search fields. When this is used, EMon will return a
list of entries that match the characters or numbers in the beginning of the sequence.
Steps:
1
Click on the Dictation tab.
2
Specify the search parameters using the available data fields, e.g., dictation ID, status,
patient name, transcription period.
Tip: To empty out the search fields, click the Clear button.
3
Click Search.
The search results will appear in the bottom portion of the tab window.
4
To modify the search, simply modify the appropriate parameters and click Search
again.
To print the list of returned results, click Print Results. The results will print to your
default printer.
Note: This search is limited to 5000 results by default. To configure this setting,
open the Tools menu and select Institution Settings> Advanced Settings. From the
Institution Advanced Settings dialog, select the Search/Transcriptionist/HL7 tab.
See Search/Transcriptionist/HL7 tab in Chapter 10 on page 461 for more information.
Searching by document status
You can use document status as a search criteria when searching for dictations and
transcriptions through the Dictation tab. A document’s status tells you what ‘phase’ the
document is in, e.g., whether it is pending, transcribed, unsigned, or ready to be edited. The
table below lists statuses that can be used as search criteria on the Dictation tab.
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There are also additional statuses associated with different document types, e.g., documents in
QA Review mode (see Review statuses in Chapter 10 on page 440) and distributed documents
(Searching by distribution status in Chapter 7 on page 251). Learning and understanding each
status type will help you manage the life cycle of a dictation more efficiently.
STATUS TYPE
DESCRIPTION
Abandoned in IntelliScript
The dictation was abandoned by the speaker.
Cancelled
The dictation has been cancelled by a user in EMon.
Checked out for Editing
The document has been checked out to an MT for editing.
Checked out for QA
The document has been checked out in EditScript MT for Pending List
Management review.
Note: You will only see this status for pended documents.
Checked out for
Transcription
The document has been checked out to an MT for editing.
No Audio
The dictation was finished by a speaker in IntelliScript without
recording any audio.
Partially signed
The document has been signed by only one of the two required
signers (for example, an Attending Physician has signed but the
Resident has not). This status applies to parallel and sequential dual
signature workflows, which require that both clinicians sign the
document.
Pending
The document has been pended, either automatically (by a validation
rule) or manually (by the transcriptionist who edited the document).
Ready for Editing
The document is ready to be edited (in EditScript MT).
Ready for Recognition
The document has entered the system and is queued for speech
recognition.
Ready for Transcription
The document has entered the system and is ready to be transcribed
(in EditScript MT).
Recognizing
The document is being processed through speech recognition.
Recording
The dictation is currently being recorded in IntelliScript.
Signed
The document has been signed by the signing clinician.
Suspended
The dictation is currently suspended in IntelliScript.
Unsigned
The document is awaiting signature.
Transcribed
The document has been edited and uploaded.
Archived
The document is between six months and two years old (does not
include pending documents).
Note: The audio status types (Abandoned in IntelliScript, No Audio, Suspended, and
Recording) allow users to search for dictations based on their status in the IntelliScript
server. These statuses are not available unless audio auditing is enabled. See IntelliScript
Audio Auditing in Chapter 10 on page 506 for more information.
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Active status types
There are also three active status types. These statuses show which checked out dictation the
MT is currently working on in EditScript MT.
Note: To enable these statuses, contact your Dragon Medical 360 | eScription Support
representative.
STATUS TYPE
DESCRIPTION
Transcribing
The document is in the process of being transcribed by the MT.
Editing
The document is in the process of being edited by the MT.
QA
The document is in the process of being QA’d.
Aggregate status types
In addition to the status types described in the table above, EMon features several aggregate
status types. These types are a combination of two or more status types.
STATUS TYPE
DESCRIPTION
All available
All documents that are marked as either Ready for Editing or Ready
for Transcription.
All checked out
All documents that are marked as either Checked out for Editing or
Checked out for Transcription.
All pended
All documents that are marked as either Pending or Checked out for
QA.
All recognition
All documents that are marked as either Ready for Recognition or
Recognizing.
Complete backlog
All documents and status types in backlog.
Transcribed
Dictations completed by an MT, in a status of Unsigned, Partially
Signed, or Signed.
Searching for archived dictations
Normally, dictation search results do not contain archived documents. Enabling the Archived
Dictation Retrieval feature allows you to search for documents that were transcribed between
six months and two years ago. You can restrict your search using any of the criteria on the
Dictation tab, e.g., dictation ID, work type, business entity, patient name, etc. In the status
drop-down menu, however, the status must be set to Archived. The returned documents can
then be viewed, edited, and distributed, just like a standard dictation.
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Getting started with Archived Dictation Retrieval
•
Activate Archived Dictation Retrieval through the Application Features dialog. See
Activating New Features for Use in Chapter 2 on page 20 for more information on this
dialog and for instructions on activating features.
IMPORTANT! Once you enable this feature, you must log out and log back into
EMon.
To search for an archived dictation:
1
Click on the Dictation tab.
2
From the Status drop-down menu, select Archived.
Note: A document cannot be assigned a status of Archived. The Archived option is
only available from the Status drop-down menu when you are performing a search
(as a search parameter). It will not appear in the Status menu of the dictation’s
Properties dialog.
3
Specify any search parameters for the dictation, e.g., dictation ID, clinician name,
patient name, work type, transcription date. If you enter a transcription date period, it
must fall between six months (180 days) and two years.
4
Click Search.
Note: Pended documents will not be returned in an Archived search.
The retrieved dictation appears on the screen. You can view, edit, and distribute the
document just like a regular dictation.
IMPORTANT! Editing a dictation, either the text or header information, does not
change its status from Archived, unless the edit causes the dictation to be pended.
In that case, the dictation’s status will change from Archived to Pended.
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Multiple Properties Update
If the ‘Multiple Properties Update’ feature is enabled (Tools> Application Features), you can
select multiple dictations from a resulting dictation search and change the priority and/or work
status for all dictations at once. If one or more of the updates fails, for instance, due to an
invalid status change, a message will appear identifying which dictations could not be changed.
To change priority or work status for multiple dictations, follow the steps below.
Steps:
1
Search for a set of dictations on the Dictation tab.
2
Select the dictations for which you want to change the priority and/or work status.
To select the dictations, hold down the CTRL key and click the ones you want to
change.
3
Right-click with the mouse.
A pop-up menu appears.
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4
Select the Update dictation properties option.
The Change Dictation Properties dialog appears. It displays check boxes for priority and
work status. You can select one or both check boxes.
5
To change priority, select the Priority check box.
6
Select the desired priority (1-99) from the drop-down list.
7
To change work status for the dictations, check the WorkStatus check box.
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8
Select the desired work status from the drop-down list. This status will be applied to all
selected dictations.
If you select ‘Pending’ as the new work status, you can enter a common pending note in
the area below the check boxes.
If the ‘Use Enhanced Pending List Management’ feature is enabled (see Enhanced
Pending List Management in Chapter 8 on page 321), you must enter a pending reason
for the dictations and an optional comment. Select Add to add a description of the
pending reason and a comment, then click OK.
9
Click OK.
A confirmation message appears. If you want to prevent this message from appearing
each time you use this feature, check the Do not show this message again check
box.
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10
Click Yes.
The priority and work status will be changed for all selected dictations, and will be
instantly visible in EMon.
If the work status change is not a valid one, such as changing the status from ‘Checked
out for editing’ to ‘Pending’, a message will appear identifying which dictation(s) could
not be updated.
A history of the changes made will be visible in the Dictation History dialog in EMon.
Multiple Identifier Dictation Search
The ‘Multiple Identifier Dictation Search’ feature (Tools> Application Features) supports
searching for multiple identifiers (values) for the following four fields on the Dictation tab:
Dictation ID, Medical Record (MRN), Account Number, and Confirmation Number. For instance,
if you want to search for three dictations by Dictation ID, you can enter all three IDs in the
Dictation ID field, separated by commas or a space. EMon will return all three dictations
(provided no other search parameters exclude one of the dictations).
You can enter up to ten identifiers in each field. The size of these fields will be extended to
accommodate additional characters. The field names will also be re-labeled as plural: Dictation
IDs, Medical Records, Account Numbers, and Confirmation Numbers. To use this feature, follow
the steps below.
Steps:
1
Open the Dictation tab in EMon.
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2
Enter multiple identifiers for one or more of the four fields.
You can also enter other criteria as well. The search results will satisfy all of the criteria
entered. For example, if you enter three Dictation IDs and two Confirmation Numbers
matching two of the Dictation IDs, the search results will display only those two
dictations.
Advanced dictation search
If ‘Advanced Dictation Search’ is enabled for your institution (Tools> Application Features),
there are several additional search features available to you. You can:
•
Search for multiple work types. Use CTRL+click to select the work types.
•
Search for multiple business entities. Use CTRL+click to select the business entities.
•
•
Search for a specific dictation or transcription period. You can select a pre-defined time
period from the first drop-down menu, use the pop-up calendar to select a date in the
other drop-down menus, or type the “from” and “to” dates directly into the fields. (To
close the calendar, press ESC.)
Assign a name to a set of search criteria, and reuse it for future searches. See Saving
search criteria on page 164 below for more information.
Saving search criteria
If you often perform searches using the same search criteria, save the criteria and reuse it to
search for future dictations.
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To save a dictation search:
1
With criteria selected, right-click in the Search pane of the Dictation tab to open the
following menu:
2
Select Save Search Criteria.
The Save Search Criteria dialog appears. The dialog displays all the search criteria
defined at the time you saved the search.
3
After confirming the search criteria, enter a name for the search in the Search Name
field.
4
Click OK.
To retrieve a dictation search:
1
Right-click in the Search pane of the Dictation tab to open the following menu:
2
Select Retrieve a Search.
A list of existing saved searches appears.
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3
Select the name of the search that you would like to use. If the name you are looking
for is not displayed on the screen, select More. A dialog opens that contains all saved
searches.
4
Click OK.
The Search pane fields are populated with the criteria specified by the selected search.
Edit the criteria if you would like to customize the search.
5
Click Search.
To delete an existing dictation search:
1
Right-click in the Search pane of the Dictation tab to open the following menu:
2
Select Delete a Search.
A list of existing saved searches appears.
3
Select the name of the search that you would like to delete. If the name you are looking
for is not displayed on the screen, select More. A dialog opens that contains all saved
searches.
4
Click OK.
A Confirm dialog appears.
5
Click Yes to delete the search.
Cerner HotSpot dictations
The Dragon Medical 360 | eScription system now supports integration with Cerner HotSpot.
Cerner HotSpot allows a clinician using Cerner Millennium PowerNote to dictate a note or a
portion of a note rather than enter text into a set of fields. The audio for a note is recorded as a
set of multiple, smaller voice files, instead of one single audio file. Cerner sends the audio files
to Dragon Medical 360 | eScription as an ordered set of files, and the Dragon Medical 360 |
eScription system treats and processes the audio files as independent dictations that are
logically related to each other by a common ID. The dictations pass through speech recognition,
transcription, validation, and distribution. When the entire set of documents has been edited or
transcribed, the distribution system then transmits the bundle back to Cerner in an ordered set.
For institutions whose clinicians dictate HotSpot dictations, there is a new option available on
the Application Features dialog called Utterance Group Information. If this option is enabled
(Tools> Application Features), three new fields appear in the search results grid after searching
for a dictation:
•
•
166
Dictation Group ID: Dragon Medical 360 | eScription’s identifier for the utterance
group—a group of dictations tied in a common bundle.
Group Code: Cerner’s identifier for the utterance group.
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Sequence Number: indicates which dictation in the utterance group this particular
dictation represents, and how many are in the group as a whole. For clarity, sequence
number will be displayed in the form of '1 of 5', '2 of 5' etc.
The Group Code and Sequence Number fields will also appear in the Properties dialog for
HotSpot dictations. These fields cannot be modified.
A new EDT has also been created—called EDT/HotSpot. EDT/HotSpot handles the transfer of
tasks from the servlet to the Distribution Manager. See EDT/HotSpot in Chapter 9 on
page 386.
Note: For a successful integration, an institution’s Cerner system must meet certain
minimum requirements, and the institution must purchase EHR Direct for Cerner (from
Dragon Medical 360 | eScription). For more information, contact your Client
Development Manager.
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Managing Dictations and Transcriptions
EMon provides several helpful features that allow you to manage and process dictations and
transcriptions quickly and effectively. This section explains how to view and change document
properties, edit and listen to a dictation, cancel a document, and perform several other
document management functions.
Viewing and editing dictation properties
Use the Properties dialog to view and edit the information associated with a dictation, such as
work type, business entity, status, priority, associated clinicians, patient information, etc.
Steps:
1
From the Dictation tab in EMon, select the dictation whose properties you want to view
or change.
2
With the dictation highlighted, either right-click to select Properties from the contextsensitive menu, or click the Properties button.
The Properties dialog for the selected dictation appears.
Note: To display the patient's medical record number and/or account number in the
title bar of the Properties dialog, select Options from the Tools menu. In the EMon
Options dialog, check the MRN and/or Account Number check boxes. These
numbers will appear in addition to the Dictation ID, which appears in the title bar by
default.
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3
Configure the properties as necessary, then click Save.
The Properties dialog for the selected dictation is divided into three sections. At the top
of the screen, you can view and change general properties associated with the
dictation, such as status, work type, business entity, priority level, and more. (See
Viewing and editing dictation properties on page 168 above.)
The Patient Information section of the screen allows you to change information
pertaining to the patient, visit, and/or orders data associated with a dictation (see
Editing patient information on page 170).
At the bottom of the screen, you can review the CC list and make changes to any new
CCs that have been added by the MT (see Changing the CC list on page 173). You may
see additional fields here, such as service date, consulting physician, etc., depending on
your institution’s configuration.
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Editing patient information
From the Dictation tab> Properties dialog, you can change the patient, visit, or orders data
associated with a dictation, create new patients, visits, and orders, and edit patient
demographic data.
Changing the patient, visit, or order associated with a dictation
Using the Change button, you can change the patient, visit, or order associated with a
dictation. For example, if the wrong patient visit is associated with a dictation, use the Change
button to search for and select the correct visit. Once you make modifications and save your
changes, the dictation Properties dialog will update to display the new data.
Steps:
1
From the Dictation tab, select the dictation whose patient, visit, or order you want to
change.
2
Click Properties.
3
Click the Change button (in the Patient Information section).
The Patient Search dialog appears.
4
Specify search criteria, then click Search.
Note: The search fields that appear can be configured during initial program setup.
The results of the search appear.
5
Select the desired patient, visit, or order from the results list.
6
Click OK.
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Editing patient demographic information
Use the Edit Data button to edit the patient information that is associated with a dictation. For
instance, if the correct patient name was associated with a document, but the patient
information contained the wrong date of birth, you would use the Edit Data button to change
the date of birth. The change will be updated across all dictations associated with the patient.
You can also use the Edit Data button to edit the visit associated with the dictation. Any
changes to the visit will only affect the current dictation.
Note: Note that this button is different than the Change button, which allows you to select
a different visit or order to associate with the dictation.
Note: When a patient’s last name is changed through this button, all dictations that are
linked to the patient will display the new last name.
Steps:
1
From the Dictation tab, select the dictation whose patient information you want to
change.
2
Click Properties.
3
Click the Edit Data button (in the Patient Information section).
The Edit ADT Data dialog appears.
Note: When you make changes to the patient information in this dialog, you are
making changes to the current patient, not the current dictation, so the changes will
affect all dictations associated with that patient. When you make changes to the
visit information in this dialog, your changes will only affect the current dictation.
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4
Change the information as necessary, and click OK.
Note: If any dictations for the same patient are affected by the changes you have
made, a warning will appear. Click Yes to accept the changes and continue. Click
No to exit the dialog without saving changes.
Using the Advanced button
Use the Advanced button to access the Advanced ADT wizard. From the wizard you can perform
any combination of the following actions:

create a new patient, visit, or order

change the patient, visit, or order associated with a dictation
The wizard allows you to make multiple changes at once. For example, you can change the
patient associated with a dictation, and create a new visit to associate with the dictation.
The wizard contains either two or three screens (depending on whether there is an order
associated with the dictation), and each screen offers the same three options:
•
Keep the currently selected patient, visit, or order assigned to the dictation
Note: This option is used when you want to navigate to the next wizard screen, but
do not want to change anything on the current screen. For example, if you want to
create a new visit, but keep the same patient, you would select this option on the
Patient screen and navigate to the Reassign Visit screen to create a new visit.
•
Search for an existing patient, visit, or order to assign to the dictation
Note: You must save your selection in order for the change to take place.
•
Create a new patient, visit, or order to assign to the dictation
Note: You must save your new entry in order for it to be added to the system.
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Steps:
1
From the Dictation tab, select the appropriate dictation.
2
Click Properties.
3
Click the Advanced button (in the Patient Information section).
The Advanced ADT wizard appears.
4
Configure the information on each screen as necessary. Click Finish when you are
done.
Your changes will appear in the Dictation Properties dialog.
Creating a new patient
When you use the Advanced ADT wizard to create a new patient, you may not have
complete information on that patient. You must know either the patient’s full name or the
patient’s medical record number in order to create a new record, but you do not need to
know both.
•
If you know only the patient’s full name - enter a “T” in the MRN field. A patient record
is automatically generated containing a temporary MRN that consists of the letter “T”
and the Dictation ID.
Note: Your institution can request a different letter prefix for temporary numbers.
This may be necessary if MRNs at your institution already contain a “T”.
•
If you know only the MRN - the system generates a new patient record under the name
“Person, Unknown”.
Changing the CC list
Your system can be configured to pend documents when new contacts have been added to a
dictation (Tools> Institution Settings> Advanced Settings> Institution-Specific tab> Pend
Dictations with New Contacts). In ESMT, when an MT needs to add a contact to the CC list, and
the contact is not listed in the search results, the MT adds the new clinician using the New
Contact dialog. In this dialog, they must enter the first and last names. When the document
pends, an administrator can edit the contact in EMon, adding the complete contact info if
necessary, and deciding whether to make the clinician available for future dictations (so that it
will show up in the search list).
Follow the steps below to review new contact information.
Steps:
1
From the Dictation tab, select a dictation whose new CC information you would like to
edit or review.
2
Click Properties.
The Properties dialog appears. The name of the new contact will appear in the CC: field.
Note: You can also review new contacts from the Message tab. Select the pended
dictation and then click the Respond button. The dictation’s Properties dialog
appears. Follow the same steps as below.
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3
Click the Change button beside the CC field.
The Change CC: dialog appears. The name of the new contact is highlighted in the
Selections section on the right side of the screen.
4
Click Edit. Make any necessary changes or additions to the new contact. See also
Modifying clinician information in Chapter 4 on page 130.
Note: To permanently add the contact to the database CC list, check the ‘Add to
clinician list’ check box.
5
Click OK when done.
Editing a dictation
Dictations with a Pending or Transcribed status can be edited through the Dictation tab in EMon
by following the steps below.
Steps:
1
From the Dictation tab, select the dictation you would like to edit.
2
Click Properties.
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Click Edit document.
The Dictation dialog appears.
The document view that appears depends on whether or not eRTF is being used. The
eRTF component is installed with EMon and allows you to view and modify documents
that contain font and other formatting elements. When a formatted document is viewed
(eRTF), the audio toolbar will be available (Add-Ins menu in 2007), from which you can
control the dictation audio and save changes to the document. This toolbar is not visible
in a non-eRTF preview. Formatted text and eRTF are only used if your site was
configured for them during installation.
4
Edit the document as necessary.
To modify a document’s font settings, select the text you want to modify, then open the
Add-Ins menu and select the Font button.
Note: In Word 2003, this option is on the Command bar.
The Font dialog opens. Modify the font, then click OK.
This Font button is necessary in version 10 because documents are ‘protected’ to
prevent changes to any MT review codes or pending reasons that were added in
EditScript MT.
Note: You can also listen to the dictation audio.
5
Click Save Text or Save/Close (eRTF).
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Example of a formatted preview (eRTF):
Viewing a dictation draft
When you need to view a draft before it has been edited by an MT (i.e., a draft that has been
through AutoScript), follow the steps below.
Note: You can only view drafts of dictations with a status of Ready for Editing.
Steps:
1
From the Dictation tab, select the dictation whose draft you would like to view. The
dictation status must be Ready for Editing.
Tip: Use the Ready for Editing status in your search.
2
Click Properties.
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To view the dictation draft, click Draft.
Note: This button only appears if the dictation has a status of Ready for Editing.
The Draft of Dictation dialog appears. Through this window, you can view, print, and
hear the audio of the draft dictation.
Listening to a dictation
When viewing the properties of a dictation, you can also listen to the dictation audio. Follow the
steps below.
Steps:
1
From the dictation tab, select the appropriate dictation.
2
Click Properties.
3
Click the audio icon (at the bottom of the dialog).
Distributing a dictation
Use the Save/Distribute button to set up a distribution of the selected document. You can
repeat a distribution using the distribution rules in place for the document, or specify different
distribution settings. See Distributing from the Dictation tab in Chapter 7 on page 243.
Viewing MT Instructions
If there are MT Instructions associated with the document, click the MT Instructions button to
view them. For more information, see MT Instructions in Chapter 10 on page 428.
Cancelling a dictation
In version 9, cancelling a dictation replaced deleting a dictation which was available in previous
versions of EMon.
It is sometimes necessary to cancel a dictation to remove it from the normal transcription
workflow. For instance, a clinician might ask to have a dictation disregarded. Dictations can
now be searched for, cancelled, and restored if necessary. Dictations with the statuses of Ready
for Recognition, Ready for Editing, Ready for Transcription, Pending, Unsigned, Transcribed,
and Partially Signed can be cancelled.
Follow the steps below to cancel a dictation.
Note: Cancelled jobs are not billable, and MTs do not receive compensation for a cancelled
dictation.
Tip: If you accidentally cancel a dictation, you can restore it. The restored dictation is
billable. See Restoring a cancelled dictation on page 178 for details.
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Steps:
1
From the Dictation tab, select the dictation to cancel.
Note: Prior to cancelling a dictation, you must re-assign any associated orders, or
they will be cancelled as well.
2
With the dictation highlighted, click Properties at the bottom of the tab window.
3
Click Cancel Dictation. Or, change the Status in the drop-down menu to Cancelled,
and click Save.
Note: If the dictation you are cancelling has associated amendments or addenda, a
warning will appear notifying you that these will be cancelled as well.
Note: If you are cancelling a partially signed dictation, then you will receive a
message notifying you that all signatures will be removed from the dictation, and
the dictation will be removed from all e-signature queues.
Note: If you attempt to cancel a Cerner HotSpot dictation, a warning message will
appear. HotSpot dictations are transmitted back to Cerner in a bundle (group).
Cancelling one of the dictations in the bundle in EMon will prevent all of the
dictations in the group from being distributed. You may proceed to cancel the
dictation, but doing so will prevent the group from distributing.
A confirmation window appears. To cancel the selected dictation, click YES. To cancel
the operation, click NO.
Restoring a cancelled dictation
If necessary, you can restore a dictation’s status from Cancelled to one of the following
statuses: Ready for Recognition, Ready for Editing, Ready for Transcription, Pending,
Transcribed, or Unsigned.
Steps
1
From the Dictation tab, select the dictation.
2
Click Properties at the bottom of the tab window.
3
To restore the cancelled dictation to the system, select a new status from the Status
drop-down menu.
Note: If you select a status for which the dictation does not have the necessary
files, then you will receive an error message notifying you of the dictation statuses
available for the dictation. You will need to set the dictation status to an available
status.
Note: If a dictation needs to be distributed after restoring it from Cancelled, you will
need to manually distribute the dictation. See Distribution Tab Options in Chapter
7 on page 249 for more information.
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Viewing document history (Audit Trail)
The Dictation History dialog shows detailed information about the history of the dictation, such
as, who retrieved the audio, when the transcription was submitted, who viewed the document,
whether the document was pended, why it was pended, when it was distributed, how it was
distributed. You can even view and compare different versions of the document.
Steps:
1
From the Dictation tab, select a dictation.
2
Click History.
Note: The History button is also available from the Properties dialog and will
display the same results.
The Dictation History dialog appears.
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The dialog is divided into four sections:
Messages
Any pending notes or problem messages are displayed in this section.
Transmitted
The transmission or distribution history of the document appears in this section. This
data shows whether a document was printed, emailed or faxed successfully, what
signature notes were added (if enabled), and what distribution rules were used.
Audit Trail
A chronological listing of every action that a document has undergone appears in this
section, including when a document was reviewed through IntelliScript. By viewing this
information, you can track the entire history of a document and monitor any change in
status.
Note: When the User Name field under Audit Trail is blank, it usually indicates an
automated system action. You may also notice a special user name in this field,
such as AS Client (speech recognition) or EDT Transfer.
In the example below, you can see that the dictation audio was retrieved, and that the
dictation was transcribed and uploaded (submitted) on 5/10/2006. On 6/05/2006, the
document was viewed and linked to another document (see Working with Amendments
and Addenda on page 201).
If an EMon administrator manually assigns a dictation to an MT, the User Name column
will show the EMon administrator’s name, and the dictation’s status will change from
‘Ready for Editing’ or Ready for Transcription’ to ‘Checked out for Editing’ or ‘Checked
out for Transcription’. No action will be listed in the Action column.
Tip: Column headers can be re-ordered by dragging and dropping. To sort within a
column, click on the column header.
Document Versions
A listing of all versions of the dictation appear in this section. This includes the initial
speech recognized draft, the edited copy uploaded by a transcriptionist, as well as any
other edits to the document, such as clinician changes through NetScript or
administrator edits through EMon. You can view a single version, or select two versions
to compare. See Viewing and comparing document versions on page 181.
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Printing the dictation audit trail
You can print the history for any dictation in EMon by copying the data to the clipboard, pasting
it into an application that can import and print spreadsheet data, and printing the data using
the application’s printing feature.
Steps:
1
At the bottom of the Dictation History dialog, click Copy. This will copy all of the data
currently in the dialog to the clipboard.
2
To paste the Dictation Audit Trail data for printing, open any application that can import
and print this data (e.g., Microsoft Excel). Press CTRL+V to paste the data into the
application. Format the data as needed.
3
To print the data, use the application’s printing feature.
4
To exit the Dictation History dialog in EMon, click Done.
Viewing and comparing document versions
The Dictation History dialog contains a Document Versions section listing all versions of the
currently selected dictation. This includes the initial speech recognized draft, the edited copy
uploaded by a transcriptionist, as well as any other edits to the document, such as clinician
changes through NetScript or administrator edits through EMon.
Any of these versions can be viewed individually. Or, you can select two versions and compare
them. For example, if you want to see what changes a clinician made to a report before signing
it, you could use the compare function. When comparing documents, one version will appear
above the other with their differences highlighted. These are read-only, plaintext versions of
the document.
Note: MT reviewed documents are not available for viewing and comparing.
Getting started with Compare Document Versions
•
Activate Compare Document Versions through the Application Features dialog. See
Activating New Features for Use in Chapter 2 on page 20 for more information on this
dialog and for instructions on activating features.
IMPORTANT! Once you enable this feature, you must log out and log back into
EMon.
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Document versions
The Document Versions section of the Dictation History dialog appears below. When one
document version is selected, the View Document button becomes enabled. When two
documents are selected, the button changes to Compare Documents.
Version
A numbered list of all document versions, starting with the initial speech recognized
draft (if one exists). The initial draft version is given a value of 0.
Date Submitted
The date the version was submitted. Submitted could indicate a dictation being
uploaded by an MT or a dictation being saved after edits have been performed. For an
initial draft (submitted by the Speech Recognizer), the date will be the time the draft
was completed.
Login
The login for the user who submitted this version of the document.
Submitted By
The user name of the person who submitted this version. For initial drafts, Speech
Recognizer will be entered in this field.
Viewing a document
Follow the steps below to view a single, older version of a document.
Steps:
1
From the Dictation tab, search for the dictation you would like to view.
2
Highlight the dictation and select History at the bottom of the tab window.
3
From the Document Versions area of the screen, select the version of the document
you want to view.
4
Click View Document.
A plaintext version of the document appears in the View Document dialog.
Note: This is a read-only, unformatted version containing some header
information. It cannot be edited.
From this dialog, you can print the text in the dialog and listen to the draft’s associated
audio dictation.
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Note: Some patient and clinician information has been blocked out for privacy
purposes.
5
Click Close to return to the Dictation History dialog.
Comparing two documents
Follow the steps below to compare two versions of a document.
Steps:
1
From the Dictation tab, search for a dictation.
2
Highlight the dictation and select the History button at the bottom of the tab window.
3
From the Document Versions area of the screen, select the two versions you want to
compare. Click to select the first version, then press and hold CTRL to select the second
version.
Note: Be sure to only select two versions of the document. Selecting more than two
versions will disable the Compare Documents button.
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4
Click Compare Documents.
The Compare Documents dialog appears showing the older version above the newer
one, with their differences highlighted. The types of differences are distinguished by the
following colors:

Red - represents blocks of text that appear in the older version, but have been
deleted from the newer version.

Blue - indicates small changes between the versions, such as a corrected typo.

Green - represents text added to the newer version that does not appear in the
older version.
Note: These are read-only, unformatted versions containing some header
information. They cannot be edited.
From this dialog, you can print the two versions and listen to the associated audio
dictation. The older version will print first, followed by the newer one. The newer
version will always start printing on a new page.
Note: The highlights will not be printed.
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Click Close to return to the Dictation History dialog.
Changing priority level for a single dictation
Follow the steps below to change the priority for a single dictation before transcription begins.
For more information on priority rules, see Configuring Dictation Priority on page 185. Priority
levels from 1 to 99 can be assigned (1 being the highest). Important documents should be
assigned a higher priority.
Steps:
1
From the Dictation tab window, select the dictation you would like to change.
2
Click Properties.
The Properties dialog for the selected dictation appears.
3
Select a new priority from the Priority drop-down menu.
4
Click Save to save the change.
Configuring Dictation Priority
Not all dictations have the same importance or expected turnaround time; some are more
urgent than others and need to be turned around faster. For example, while a typical preoperative note may be expected within 12 hours, a typical discharge summary may not be
needed for 48 hours. (The previous example uses work type for determining turnaround time,
but your institution may use other criteria, e.g., business entity.) In order to ensure that
dictations are completed in the correct order and meet their expected turnaround time, they
are assigned priorities. A dictation’s priority defines its relative importance in the dictation
queue and determines when it will be assigned for transcription (as dictations with higher
priorities are at the top of the queue and therefore assigned before dictations with lower
priorities).
Note: The lower the number assigned to a dictation, the higher the priority of that dictation.
For example, a dictation with a priority of 2 is higher priority than a dictation with a priority
of 10.
The Dragon Medical 360 | eScription system uses priority rules to assign priorities to dictations.
EMon offers two methods for configuring priority rules: the Priority Rule tab and the Turnaround
Time Rules wizard. Use the Priority Rule tab to configure rules on your own, or the Turnaround
Time Rules wizard to create priority rules based on expected turnaround time (you enter the
desired turnaround time and the system generates priority rules for you). Both methods allow
you to use the following criteria: work type, speaker, specialty, business entity, or any
combination of the four. Typically, priority is based on work type.
Note: The Turnaround Time Rules wizard is a simpler method of generating priority rules,
as you can elect to have the system create all of the necessary rules for you based on
turnaround time.
Note: If you enable the Turnaround Time Rules feature, the Priority Rule tab is no longer
available.
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Priority rules
Priority rules allow you to assign priorities to types of dictations (using work type, speaker,
business entity, specialty, or any combination of the four) based on their age (time since
dictation). For example, you could create a priority rule for pre-operative notes that assigns a
priority of 40 after 12 hours. In that case, when a dictation with work type pre-operative note
has been in the queue for 12 hours, the system gives it a priority of 40.
When creating priority rules, you need to consider a dictation’s priority relative to other
dictations. Dictations with higher priorities are assigned for transcription before dictations with
lower priorities, so a dictation’s priority relative to others is important for meeting turnaround
time.
Note: The lower the number assigned to a dictation, the higher the priority of that dictation.
For example, a dictation with a priority of 2 is higher priority than a dictation with a priority
of 10.
Note: When a dictation first arrives in the system, it has a default priority of 99 (the lowest
possible priority). The system checks for a priority rule that applies to the dictation, and
when found, sets its new priority immediately.
Aging
Typically, a dictation’s priority is not a static value (i.e., it increases as a dictation ages in order
to achieve the desired turnaround time). As a dictation gets closer to its expected turnaround
time, it should have a higher priority (lower number) than most of the other dictations in the
queue so that it is assigned for transcription. Priority rules are used to assign priorities as a
dictation ages. This means that you usually need to define more than one priority rule for a
each type of dictation that you identify (e.g., for discharge summaries - after 0 hours, priority =
50, after 12 hours, priority = 30, etc.).
To ensure that all dictations are properly aged, including newly added audio sources and
‘unknown’ audio sources, each audio source can be specifically mapped (by eScription) to a
start time that ensures an accurate aging process - either ‘Upon Upload’ or ‘Dictation Finish
Date’ (when the clinician finishes dictating).
A priority rule contains the following two settings:
•
Elapsed time: the amount of time the dictation has been in the queue.
•
New priority: the increased priority to assign to the dictation after the elapsed time.
To view the date and time at which the dictation aging process is started, you can enable the
'Upload' column/field. This column appears on the Dictation tab’s search results screen, the
Message tab screen, and as a field the dictation's Properties dialog. To enable it, go to the EMon
Dictation Search Column Configuration field (Tools> Institution Settings> Advanced Settings>
Columns/Fields Configuration tab). Its column index number is 48. The value for the column/
field appears as either ‘Upon Upload’ or ‘Dictation Finish Date’, depending on how the audio
source is configured. The upload time is displayed according to the institution's defined format.
The default is MM/DD/YYYY HH:MM:SS AM/PM time zone (such as 02/21/2008 03:12:19 PM
PST).
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Ceiling priority
It is important to leave a margin between the highest priority level allowed (1), and the highest
level assigned to dictations via priority rules. You should determine a ceiling priority (we
recommend 10 or higher) for priority rules. This is the highest priority a dictation can reach
using priority rules. When creating rules, never define a priority higher than the ceiling priority.
Leaving space between the stat priority levels and the ceiling priority is useful for situations
such as when a clinician requests a quicker turnaround time for a specific document. In such an
instance, you can assign a priority between the highest priority and the ceiling priority to the
individual document to ensure that it is transcribed before any other document currently in the
work queue.
Best practices for creating priority rules
Following are best practices when creating priority rules:
•
1 and 2 should be reserved for stat priorities.
•
Define a ceiling priority for priority rules. See Ceiling priority on page 187.
•
•
•
A dictation with a shorter expected turnaround time should immediately be assigned a
higher priority (lower number) than a dictation with a longer expected turnaround time.
That is, the priority at 0 hours should be higher.
A dictation with a longer turnaround time should take longer to reach the ceiling priority
than a dictation with a shorter turnaround time.
Determine the level of importance of your different types of dictations. The more clearly
this is defined and understood, the easier it will be to develop a set of priority rules
suited to your institution.
Note: You need to determine how you will group types of dictations. Will you be
defining priority based on work type, business entity, some combination? (Usually
work type is used.)
Adding a priority rule
Follow the steps below to add a priority rule.
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Steps:
1
From the Priority Rule tab window, click Add Rule.
The Add Rule dialog appears.
2
Select the criteria for the rule. This determines when the rule will be used. The
following criteria is available: work type, clinician, specialty, business entity, or any
combination of the four.
Note: To uncheck a check box, use CTRL+click.
3
Add a note. The note should include the desired turnaround time, the number of hours
expired, the number of hours until overdue, and the new priority.
4
Specify the number of hours after dictation at which this rule applies, and indicate the
priority level that should be assigned at this time. For example, to change the dictation
priority to 40 immediately after dictation, you would enter “0” for the number of hours
and “40” for the priority. See Aging on page 186.
5
Click OK.
Editing a priority rule
Follow the steps below to change the properties for a priority rule.
Steps:
1
From the Priority Rule tab window, select the priority rule you would like to change.
2
With the rule highlighted, click Properties.
The Properties dialog for the selected rule appears.
3
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Edit the criteria as desired. To uncheck a check box, use CTRL+click.
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Click OK to save all changes.
Deleting a priority rule
Follow the steps below to delete a priority rule.
Steps:
1
From the Priority Rule tab window, select the priority rule you would like to delete.
2
With the rule highlighted, click Delete Rule.
3
To delete the rule, click Yes.
Turnaround Time Rules
Turnaround Time Rules (TAT Rules), created using the Turnaround Time Rules wizard, are a
quick, easy way to generate priority rules (see Priority rules on page 186). The Turnaround
Time Rules wizard allows you to enter an expected turnaround time and highest priority, and
from that information, the system generates aging data that is used to automatically create
priority rules for you.
In addition, you can edit the aging data that the system generates for you, or you can simply
use the wizard to create your own aging data (without entering a turnaround time). This allows
you to define the aging of the dictation in one place, and saves you the time of creating multiple
priority rules manually, as the system automatically creates them for you based on the data.
See Aging on page 186.
You can apply a Turnaround Time Rule to dictations of a specific type using the same criteria
that is available for priority rules: work type, business entity, dictating clinician, specialty, or
any combination of the four.
Getting started with Turnaround Time Rules
In order to use Turnaround Time Rules, you must:
•
•
Enable the Turnaround Time wizard in the Application Features dialog (see Activating
New Features for Use in Chapter 1 on page 34).
Belong to an Administrator EMon permissions security group that has the Turnaround
time rules permission (see Security Groups in Chapter 3 on page 68). Note that this is
the same permission as the Manage Priority Rules permission. If you have that
permission, you automatically have the Turnaround time rules permission. The name of
the permission changes to Turnaround time rules once the feature is enabled.
After you activate this feature, you will notice the following changes to the EMon interface.
Note: When this feature is enabled, the system creates Turnaround Time Rules from any
existing priority rules.
•
The Priority Rule tab disappears.
•
The Turnaround Time Rules option appears in the Tools menu.
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•
The “Manage Priority Rules” security permission is renamed “Turnaround time rules.”
Managing Turnaround Time Rules
You can manage Turnaround Time Rules through the Turnaround Time Rules dialog. This dialog
contains a list of all of the Turnaround Time Rules that exist for your institution and buttons
that allow you to add, edit, delete, and copy rules. Select Turnaround Time Rules from the
Tools menu to open the dialog.
Creating a Turnaround Time Rule
Once you determine the required turnaround time for a group of dictations (e.g., operative
notes from business entity A must be turned around in 48 hours), you can create a new
Turnaround Time Rule based on that turnaround time. Using the time you define, the
system creates all the priority rules necessary to accomplish the turnaround.
If you do not wish to use the system-generated data, you can use the TAT Rules wizard to
create a new rule and enter custom aging data. To prevent the system from generating
data, leave the Expected Turnaround Time field blank.
Follow the steps below to create a new rule.
Steps:
1
Select Turnaround Time Rules from the Tools menu.
The Turnaround Time Rules dialog appears.
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Click Add.
The Turnaround Time Rules Wizard appears.
3
Enter a name for the rule in the Description field.
4
Enter the desired turnaround time in the Expected Turnaround Time field. Select either
hours or minutes from the drop-down.
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5
Select a priority (from 1 to 99) from the Highest Priority drop-down menu. This number
defines the highest possible priority that a dictation can reach using this rule. If you
select 10 (the default), no dictation that falls under this rule will ever have a priority
above 10. We recommend 10 or lower (see Ceiling priority on page 187). Click Next.
Note: Description is a required field. Turnaround time is not required, but if you
wish to use system-generated aging data, you must enter a turnaround time.
Note: Leave the Expected Turnaround Time field empty if you want to manually
create aging data.
The Aging Data screen appears.
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If you entered a turnaround time on the previous screen, aging data is automatically
generated and displayed. If you would like to edit the system-generated data, or if you
did not enter a turnaround time and are creating custom data, use the Add, Edit, and
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Delete buttons (see Editing aging data on page 194 for more information) to create the
aging data. If you make changes to the aging data and wish to restore the systemgenerated values, click Default. Click Next.
Note: You cannot advance to the next screen if the table contains no data.
Note: If you make changes to system-generated aging data and navigate away from
this page, you will receive a warning if you attempt to return to the page. Click No if
you wish to keep your edited aging data, or Yes to return to the default systemgenerated data.
The Criteria Selection screen appears.
7
Use these criteria to define what type of dictations this rule applies to. Select none or
any of the available options: work type, business entity, dictating clinician, and
specialty. You will be able to define filters for whichever criteria you select. If you do
not select a particular criterion, the rule will apply to all available options in that group.
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A filter screen appears for any of the criteria you selected. Define the filters for all
criteria. Once you are done, click Finish.
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Editing aging data
When you use the Turnaround Time Rules wizard, you can either edit system-generated
aging data or create your own aging data from scratch through the Aging Data screen (see
Aging on page 186 for more information on how a dictation ages). Priority rules are created
based on the aging data from this screen. Whether you are editing system-generated aging
data or entering custom aging data, you can use the buttons explained below.
Note: Priorities must increase over time. If your data does not adhere to this standard,
you receive an error message and cannot continue until you have corrected the
problem.
Note: After making changes, you can restore the system-generated aging data by
clicking the Default button.
Add
Click to add a new row of data to the table. Enter a new elapsed time and/or priority in
the dialog that appears. The priority must be between 1 and 99. In addition, the
elapsed time or priority cannot be the same as a previous entry in the list.
Edit
Click to edit a row of data. Select the row in the table and click Edit. Enter a new
elapsed time and/or priority in the dialog that appears. The priority must be between 1
and 99. In addition, the elapsed time or priority cannot be the same as a previous entry
in the list.
Delete
Select one or more rows and click Delete. You will receive a confirmation dialog.
Copying a Turnaround Time Rule
When you wish to create a Turnaround Time Rule that is very similar to one that already
exists, you can create a copy of the existing rule and edit it. Follow the steps below to copy
a TAT Rule.
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Steps:
1
2
Select an existing rule from the list and click Copy.
The Turnaround Time Rules wizard appears.
3
The name of the rule in the Description field is prefixed with the words “Copy of.” Enter
a new name for the rule.
4
Edit any of the information for the rule using the wizard (see Creating a Turnaround
Time Rule on page 190 for more information on using the wizard).
Editing a Turnaround Time Rule
Follow the steps below to edit an existing TAT Rule.
Steps:
1
2
Select an existing rule from the list and click Edit.
The Turnaround Time Rules wizard appears.
3
Edit any of the information associated with the rule (see Creating a Turnaround Time
Rule on page 190 for more information on using the wizard).
Note: If you change the Expected Turnaround Time field, the system will delete the
current aging data and create new data based on the turnaround time you entered.
Deleting a Turnaround Time Rule
Follow the steps below to delete a TAT Rule.
Steps:
1
2
Select an existing rule from the list and click Delete.
3
Click OK.
Restoring Turnaround Time Rules
Any time you enable the Turnaround Time Rules feature (see Getting started with
Turnaround Time Rules on page 189) the system creates a backup copy of any priority rules
that currently exist in your system. If you want to restore your TAT Rules to an earlier
version, the system can use a copy of an earlier version of the priority rules to do so. Follow
the steps below to restore your TAT Rules to a previous version.
Note: The system saves a copy of your institution’s priority rules every time you enable
this feature.
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Steps:
1
2
Click Restore.
Note: The Restore button is only enabled if at least one previous version of priority
rules exists.
The Restore dialog appears with a list of dates and times at which the previous versions
of the priority rules were saved.
3
Select a date and time from the list and click OK.
4
Click Yes to continue.
The system generates new TAT Rules from the old priority rules and displays them in
the Turnaround Time Rules dialog.
Turnaround time display
With this feature enabled, EMon will display two new fields showing a dictation’s target
turnaround time and the time/date at which the dictation is due. These fields will be shown on
the Dictation tab’s search results screen, the Message tab screen, and the dictation’s Properties
dialog.
Each dictation’s target turnaround time will be determined by the TAT rule that applies to it.
Changes to the TAT rule, or changes to a dictation’s properties that affect its turnaround time,
will cause the fields to be recalculated. Due date of the dictation is the time the dictation was
created plus the target turnaround time. The fields will be updated once a minute up until the
document reaches a status of signed, unsigned, or partially signed. At that time, they will no
longer continue to be displayed.
A third column called TAT Start Method is also available. It shows the option that was used for
determining TAT start: ‘Upon upload’ or ‘When Ready for Editing/Ready for Transcription’. It is
disabled by default. To enable it, the ‘Turnaround Time Display’ feature must be turned on, and
the column must be specified in the EMon Dictation Search Column Configuration field (Tools>
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Institution Settings> Advanced Settings> Columns/Fields Configuration tab). Its column index
number is 47. It appears on the Dictation tab’s search results screen and the Message tab
screen, and will have one of the following values:

Upon upload

Available to MT
Getting started with Turnaround Time Display
To use Turnaround Time Display, you must:
•
•
Enable the Turnaround Time Display option in the Application Features dialog (see
Activating New Features for Use in Chapter 1 on page 34).
Have already enabled the Turnaround Time Rules wizard in the Application Features
dialog (see Getting started with Turnaround Time Rules on page 189). Otherwise, an
error message will appear when you try to enable Turnaround Time Display.
IMPORTANT! Once you enable this feature, you must log out and log back in to
EMon.
Viewing the TAT fields on the Dictation and Message tabs
Once the Turnaround Time Display feature has been fully enabled, EMon will display the Target
TAT and Due date fields on the Dictation and Message tabs.
To view the fields on the Dictation tab, you must first search for a dictation. In the search
results area, the last two columns on the right side of the screen will be Target TAT and Due
Date. On the Message tab, the fields also appear as the last two columns on the right.
These fields will be populated for any dictation matching a TAT rule. They will be updated any
time you add, modify, or delete a TAT rule, or if you change any properties that affect a
dictation’s priority (see Changing dictation properties on page 200). Once a dictation reaches a
status of Signed, Unsigned, or Partially Signed, the fields will no longer be populated.
The Target TAT will be displayed as HH:MM, and Due Date will be displayed as date with time
(e.g., 12/02/2010 10:03:55 AM EST). Due Date will be displayed in your institution’s time
zone.
If enabled, the TAT Start Method will also be displayed.
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Note: If a dictation falls under two or more TAT rules, the one with the lower target
turnaround time will be applied.
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Viewing the TAT fields in the Properties dialog
To view a dictation’s properties, select it on the Dictation tab, and click the Properties button
at the bottom of screen. The Properties dialog appears, showing values for the dictation,
including the new TAT fields. Both the Target TAT and Due Date fields will be displayed as view
only properties, and cannot be edited. Target TAT will be displayed as HH:MM (hour and
minutes), and the Due Date as date with time (e.g., 12/02/2010 10:03:55 AM EST). Due Date
will be displayed in your institution’s time zone.
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Changing properties, clinician specialty, and work status
Certain changes to a dictation can affect that document’s target turnaround time based on
existing TAT rules. If this occurs, Target TAT, Due Date, and TAT Start Method fields will be
recalculated and updated accordingly.
Changing dictation properties
The Properties dialog for a dictation contains certain editable properties for a dictation. If
you change any property that affects the priority of the dictation (work type, business
entity, or dictating clinician), the TAT rule for the dictation could change. If it does, the
Target TAT and TAT Start Method will be recalculated. To see the new calculations, you must
re-run the search on the Dictation tab.
Note: Designating the dictation as a STAT dictation does not result in the recalculation
of the Target TAT or Due Date.
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Changing clinician properties
Any change in Clinician specialty can also affect the Target TAT. If you search for a clinician
on the Clinician tab, then select Dictating Clinician> Properties, and change the specialty,
this may affect the TAT rules that were previously applied to the dictation(s). If so, the
Target TAT, Due Date, and TAT Start Method will be recalculated for the affected dictations.
Changing status
If for any reason, a dictation moves from a transcribed status (Signed, Partially Signed, or
UnSigned), back to the workqueue, the TAT rules will be re-run for that dictation and the
Target TAT, Due Date, and TAT Start Method fields will be repopulated.
Note: When working with Addenda/Amendments, the Turnaround time display will not
be affected, however, note that an addendum might have a different due date than the
original dictation.
Audit trail changes
When you click the History button on the Dictation properties dialog, the audit trail displays the
history of changes that were made to the dictation’s properties. Changes to the Target TAT,
Due Date, and TAT Start Method fields for a dictation will be recorded here as well. Actions that
trigger these changes include: adding, deleting and updating a TAT Rule, updating dictation
properties, changing clinician properties, and changing the status of a document.
Working with Amendments and Addenda
When listening to the audio for a dictation, a transcriptionist may hear the speaker mention
that the dictation is a modification to a previous document. When this occurs, the
transcriptionist must search for the original document and link the two dictations. Depending on
the status of the original document, the MT will create either an amended document or an
addenda.
Note: Amendment and addendum processing is always enabled in the
Dragon Medical 360 | eScription system, however, your institution does not need to use
this functionality. If your institution does not wish to link documents explicitly, MTs can
continue to transcribe the dictations as separate documents.
About amendments
If the original document has not been signed, it can be edited to include the modifications. The
original, which now includes the changes, is known as an amended document. The newer
dictation still exists in the system, and is known as the amendment. The system stores the
speech-recognized amendment text, to which the server adds text indicating that it is an
amendment, with the amendment audio file. The amendment is never used or distributed. It
simply exists on the server as a placeholder for the amendment audio file.
Workflow for amendments
Below is the workflow when a dictation needs to be amended.
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An MT downloads a dictation that it is a modification to an earlier dictation.
In EditScript MT, the MT searches for the original dictation so that she can link the two dictations.
When the MT selects a dictation to link, EditScript MT determines that it is unsigned, and downloads it
for the MT to edit directly. The two dictations are now linked. (Note that only the dictation text is
downloaded, not the audio. The MT listens to the audio of the new dictation while editing.)
The MT edits the original dictation and uploads it to the server. Two linked, transcribed documents
now exist on the server: the amended original document, and the amendment,.
The amended original document is distributed according to the normal distribution workflow.
Distributing amendments
When an amended document is uploaded, two transcribed documents appear on the server:
the modified original document and the amendment. The amended document will follow all the
same distribution rules as a normal document, and will be distributed in exactly the same way
as a dictation whose text has been edited in EMon or NetScript (if your institution is configured
to distribute when a document’s text has changed).
The amendment, however, is never distributed, as it is merely a placeholder for the
amendment audio file.
Note: If the original document (without modifications) makes it to a distribution queue, it
will be distributed. It will not be removed from the queue. In other words, both the original
and the amended document will be distributed.
About addenda
If the original document has been signed, it can no longer be edited. Instead the MT must edit
the new dictation and link it to the original document. This new dictation is known as an
addendum.
Note: When working with addenda, it is important to understand the distinction between
the parent and child dictation. The parent dictation is the dictation to which the child
dictation is linked.
Workflow for addenda
Below is the workflow for addenda.
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2
3
4
5
1
2
3
An MT downloads a dictation that it is a modification to an earlier dictation.
In EditScript MT, the MT searches for the original dictation so that she can link the two dictations.
When the MT selects a dictation to link, EditScript MT determines that it is signed, links the two
dictations, and returns the MT to the new dictation to edit. (Note that the new dictation automatically
inherits the properties of the original dictation.)
4
5
The MT edits the new dictation and uploads it. The original dictation and the addendum are linked on
the server.
The addendum is distributed. (See below.)
Distributing addenda
After an addendum is uploaded, it will trigger any distribution rules that your institution has set
up, just as any uploaded document would. Following are notes regarding the distribution of
addenda.
Note: If the original document makes it to the distribution queue, it will be distributed. It
will not be removed from the queue. In other words, both the original and the addenda (with
the text from the original document) will be distributed.
•
•
•
Addenda can be distributed using the same distribution rules and templates that were
applied to the original document, as long as your institution does not require that
addenda are distributed without the original document (see below).
By default, the DocumentText merge field takes the text of the parent dictation (the
original, signed document) and adds the text of the addendum (if there is one) to the
end of it. This means that you only need one template in order to distribute standard
documents and addenda. (When a dictation without an addendum is distributed with this
template, the system, not finding a linked dictation, simply pulls the document text.)
If you prefer to have the child document text (the addendum text) appear on a separate
page from the original text, a custom DocumentText merge field that includes a page
break can be used. Contact your Dragon Medical 360 | eScription Client Development
Manager to make this request.
Note: You still only need one template for distributing normal documents and
addenda when you use this custom field.
•
If you prefer to distribute the addendum text as its own document, without content from
the parent document, you can create a new template that uses the DocumentText
merge field that simply pulls the child document text (ask your account or project
manager about configuring this merge field). However, because two templates cannot
use the same criteria, the template must use a different work type than the first
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template. That means that an MT or an administrator needs to change the work type
that is associated with the addendum prior to distribution so that the correct template is
used. After distribution, the work type should be changed back to the original one.
Signing addenda
An addendum needs to be signed separately from the original, previously signed document. If
your institution uses NetScript for electronic signature, the signature page will display the text
of the original dictation in addition to the text of any and all transcribed addenda. You can only
edit text from the current, unsigned addendum, not the original or any signed addenda.
Multiple addenda
Only one unsigned addendum is allowed at one time for a single parent document. If an MT
attempts to link an addendum to a document that is already linked to an unsigned addendum,
she will receive an error message and will not be able to link the documents. In this scenario,
the second addendum should be pended. Once the first addendum is signed, the pended
addendum must be reset to Ready for Editing or Ready for Transcription.
Distributing multiple addenda
In the event that there is more than one addendum for the same document, they will be
ordered by the date on which they were dictated. This order is used during distribution to
sort the text on the printed copy.
When the parent dictation or any of the addenda are distributed, the merge fields that
depend on the document properties (work type, etc.) will use the properties of the last
signed or unsigned addendum. If you are distributing a document via EMon, you will be
warned about any change in properties.
Detaching linked documents
EMon allows you to break the link between amendments and addenda and the original
documents to which they are linked. This is done through a dictation’s Properties dialog. To
detach one document from another, follow the steps below.
Steps:
1
From the Dictation tab, search for the document you wish to detach.
2
Select the document and click Properties.
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3
Click on the Detach button, located at the upper right corner of the dialog.
Note: If the words No Related Dictations appear, it is an indication that no
documents are currently linked to the selected document. As a result, the Detach
button is disabled.
The Detach from dialog appears. This dialog lists the dictation IDs of any linked
documents.
4
Select the dictation(s) you wish to detach from the currently selected document, then
click Detach.
Unsigning a Document
It may on occasion be necessary to remove a signature from a document that was signed in
error. EMon allows you to ‘unsign’ such documents.
IMPORTANT! Unsigning a document is, in essence, a repudiation of the clinician’s
signature, and may be interpreted as non-HIPAA compliant. The action of unsigning a
document is discouraged, and is done at the discretion of your institution.
To use this feature:
•
•
Your institution must enable it by going to Tools> Options, and checking the Allow
unsigning check box (see Options in Chapter 10 on page 536). By default, unsigning
functionality is not enabled in EMon.
You must belong to an Administrator EMon permission security group that has the
Unsign permission. For more information on security groups, see Setting Up Security
Groups in Chapter 3 on page 70.
Unsigning a document
To unsign a document, follow the steps below.
Steps:
1
From the Dictation tab, search for the document you want to unsign.
2
Right-click on the document.
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3
Select Unsign from the menu that appears.
4
Click Distribute.
The Distribute Dictation dialog appears. Distribute the document to the necessary
destinations.
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Distributing
Documents
EMon provides a variety of tools to help you
define and manage how documents are
distributed throughout the system.
Using distribution rules, you can establish
custom workflows to ensure documents are
distributed when, where, and to whom you
specify. Distribution templates allow you to
define the look of a document as it arrives at
its destination. Various monitoring options are
available to assist you in tracking a
document’s progress.
This chapter discusses these options and
more, including manual distribution,
searching for distributed documents, and
using merge fields.
Note: Print and Fax distribution, discussed
in this chapter, are not included in the
default distribution package. If you wish to
purchase them, please speak with your
Dragon Medical 360 | eScription Sales
Representative.
7

Configuring Distribution Rules

Enhanced Distribution Rule
Management

Manual Distribution Methods

Distribution Tab Options

Viewing History Information of a
Distributed Document

Printer and Fax Options

Monitoring your Distributed
Documents

Managing Distribution Templates

Testing EDT/Text Templates
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Configuring Distribution Rules
Distribution rules tell the system when to distribute a document, how to distribute a document,
and to whom. Using filters (e.g., work type, business entity, dictating clinician), you can create
rules that accommodate your workflow. For instance, you can fax all operative notes to the
fourth floor fax machine, or print all discharge summaries at the front desk. Documents are
most commonly distributed via print, fax, and email distribution. Other options are available for
distributing to your medical records system, and for electronic signature (see the EditScript
Online/NetScript User Guide).
Before you begin
Before you begin working with distribution rules, we recommend reviewing the following
suggestions and best practices.
•
•
•
•
•
•
•
•
•
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Use as few distribution rules as possible while still meeting your institution’s needs.
Organize your distribution rules in a top-down fashion by organizational levels, i.e.,
Institution> Business Entity> Work Type> Clinician> Patient (class, type, location).
Look at the different levels of needs. Determine which rules apply to your whole
institution, then which rules apply to the different business entities, and so on.
Do NOT combine different distribution types. For example, do not combine e-signature
distribution with email distribution. As an exception, you can combine fax and print
distributions.
Create standards for naming distribution rules. Using standards allows you and others to
more easily identify rules in the Distribution rules dialog. Following are examples of
naming conventions:

Business Entity, Target (print, fax, email, etc.), work type

Business Entity, Sub-business entity, Filter
When distributing documents, use the recipient preferences setting to send document to
clinician-specific targets. For information on setting distribution preferences, see Adding
a new clinician in Chapter 4 on page 121.
If your institution is using labels (original indicators), we recommend defining
acceptable labels and specifying when to apply them.
When faxing, check that the fax number is entered correctly.
Be aware that all applicable rules will fire. The system will run every rule that matches
the criteria of a particular dictation.
There are times when you will need two different distribution rules for the same
document. For example, if your institution uses the sequential signature workflow, you
need to create a distribution rule that fires when the document is transcribed, and a
second rule that fires when the document has been signed (or reviewed) by the first
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Creating a distribution rule
Follow the steps below to create a new distribution rule.
Steps:
1
From the Tools menu, click Distribution Rules.
The Distribution Rules dialog appears, displaying the current distribution rules for your
institution.
Note: If you have enabled the Enhanced Distribution Rule feature, you will see a
new interface for viewing and managing your distribution rules (shown below). For
more information, see Enhanced Distribution Rule Management on page 227.
2
Click Add or press ALT+A to create a new rule.
The Distribution Rules wizard appears.
3
This wizard guides you through multiple screens, and can be navigated by selecting
Back or Next. Configure the available options, completing all required fields. If you
leave a required field blank, an error dialog will appear. For complete descriptions of
the options available from the Distribution Rules wizard, see below.
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Distribution Rules wizard
The options available from the Distribution Rules wizard screens are explained below.
Rule Definition
Use the Rule Definition screen to define the type of distribution that the rule will use and
when the rule should be run.
Description
Enter a detailed description for the new rule.
Tip: Be sure to follow the naming conventions set up by your institution.
How should the dictation be distributed?
Specify how dictations will be distributed by selecting the appropriate check box.
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
Select Outbound transcription interface from eScription to send a transcribed
document to your Medical Records System. Or, select this option if you are
distributing to a Cerner HotSpot recipient (see Cerner HotSpot dictations in
Chapter 6 on page 166).

Select Outbound deficiency interface from eScription to create a rule that
provides notification that a dictation has been received by your system and that it
is no longer deficient, or that tracks the status of a dictation as it moves through
the system.

Select Print, Fax, Email and/or Signature Queue to send a document via print,
fax, email, or to a clinician’s electronic signature queue.
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When should this rule be run?
Specify when the new rule should be run by selecting one of the available options.
Note: All of these options may not be available for your institution. To configure an
option that is not available, contact your Dragon Medical 360 | eScription Support
representative.

Select When dictation arrives to be transcribed to run the rule when a
dictation has been dictated and arrives in our system. This is generally used for
status interfaces (outbound deficiency interface).

Select When eScriptionist completes a transcription to run the rule when a
document has been uploaded.

Select When a document is electronically signed and is final to distribute a
document when it has been electronically signed in NetScript, and is considered
final (i.e., is not awaiting signature by another clinician - see the sequential
signature workflow in the EditScript Online/NetScript User Guide). This is
generally used to distribute the final copy of a document to the EMR, or to a
doctor’s office.

Select When a document is modified in EMon or NetScript to run the rule
when the document text has been modified. This excludes any changes made to
document properties.

Select When a dictation is cancelled to run the rule when a dictation is
cancelled. This is generally used for status interfaces (outbound deficiency
interface).

Select When a document has been reviewed to distribute a document to a
clinician’s signature queue after it has been reviewed by another clinician in
NetScript. This is used with the electronic sequential co-signature workflow. See
the EditScript Online/NetScript User Guide for more information.

Select When a document has been electronically signed but is not final to
distribute a document to a clinician’s signature queue after it has been signed by
another clinician in NetScript. This is used with the electronic sequential dual
signature workflow. See the EditScript Online/NetScript User Guide for more
information.
Selecting filters
Select one or more filters to define which dictations the rule applies to. For instance, to limit
the rule to operative notes by Dr. Smith and Dr. Jones, you would select Dictating
Clinician and Work Type.
When you are selecting filters, consider your institution’s organization. Also, be aware that
for each filter you can include certain values while excluding others. See Before you
begin on page 208 for more information.
Note: If you want a particular rule to apply to all documents (no filters), you must select
any one of the available filters, then, in the following page, specify that you do not want
any exclusions. For example, select Dictating clinicians, then All except these Speakers,
and do not add any speakers to the filter list. Essentially, you instruct the rule to filter by
no clinicians.
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Note: The options available from this dialog are specific to your institution.
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Defining filters
A filter screen will appear for every filter that was selected in the previous dialog. For
example, if you had selected Dictating Clinician and Work Type, a filter page for each will
appear. In the example below, the Speaker Filter values appear because Dictating
Clinician was selected as a filter.
The settings in this dialog are common to all filter types:
Only these
When selected, the rule will run only when the selected values match a dictation. Use
this option to make a small number of selections from a larger list.
All except these
When selected, the rule will run only when the selected values do NOT match a
dictation. Use this option when you want to include the majority of the list, with only a
few exceptions.
Specify Recipient Information
After setting up your filters, you must select a recipient type. Recipient type refers to ‘who’ will
receive the documents, such as dictating clinicians, medical records, CCs added by the MT,
attending physician, other, etc. If you want to distribute the document to more than one
recipient type, you must set them up separately in the Recipients screen shown below. For
example, documents for attending physicians might be sent to the medical records printer,
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while dictating clinicians might receive documents according to their clinician preferences (see
Distribution Preference in Chapter 4 on page 123). If you selected to distribute via Print, Fax,
and/or Signature Queue, the following recipient dialog appears.
The recipient types that appear in this dialog can be configured by your institution. To add or
remove recipient types, contact your Dragon Medical 360 | eScription Support representative.
If the distribution type of the rule is outbound transcription interface, you will see two options in
the Recipients dialog: ‘Outbound transcription interface from eScription’ and ‘Cerner HotSpot’.
The ‘Outbound transcription interface from eScription’ has already been configured by your
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institution to send information to the correct place. If your institution supports Cerner HotSpot
dictations (see Cerner HotSpot dictations in Chapter 6 on page 161), choose Cerner HotSpot to
distribute Cerner HotSpot dictations to a Cerner recipient.
If the distribution type of the rule is Outbound deficiency interface, you will only see one
recipient type option: ‘Outbound deficiency interface from eScription’. This interface has
already been configured by your institution to send information to the correct place.
Next, click the Change Properties button (see below).
Change Properties
To specify ‘how’ the recipient type will receive documents, click the Change Properties
button. To change the properties of a recipient type, select the recipient type in the Recipient
Type list (shown in the dialogs above), then click on the Change Properties button. The
Change Properties dialog appears.
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Print, Fax, EMail, and/or Signature Queue
If your rule distributes via Print, Fax, and/or Signature Que, the following Change Properties
dialog appears:
Document Label (optional)
The document label appears in the distributed document. If you want to include a
document label, enter the text of the label in this field. Common labels include
“ORIGINAL” and “COPY.” We recommend setting up standards for labels at your
institution. See Managing Distribution Templates on page 276 for more information.
IMPORTANT! To incorporate a document label, your distribution templates must
use the <<IsCopyIndicator>> merge field.
Template Class (optional)
Select the template class you would like to use from the drop-down menu. The
template class field is used in conjunction with distribution template rules in order to
identify the distribution template that should be used to distribute a document when
either 1) the available distribution template filters are not sufficient or 2) the exact
same filters are needed for more than one distribution template rule. For more
information on template class, see Assigning rules on page 290. To create a template
class see Managing template classes in Chapter 10 on page 471.
Email
Select to email documents to a specified email address. Enter an email address in the
field provided.
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Fax
Select to fax documents to a specified fax number. You will need to provide a number if
no fax number is listed, as well as a fax target (see Fax targets on page 263).
Note: You may need to dial “9” first to fax out of your facility.
Note: An asterisk next to the Fax option indicates that the target drop-down menu
displays only fax targets associated with the dictation’s business entity. See
Managing distribution targets in Chapter 10 on page 482 for more information on
filtering distribution targets.
Print
Select to send documents to a printer available from the drop-down menu.
Note: An asterisk next to the Print option indicates that the target drop-down menu
displays only printers (targets) associated with the dictation’s business entity. See
Managing distribution targets in Chapter 10 on page 482 for more information on
filtering distribution targets.
Recipients’ preference(s) in their contact properties
Select to distribute a document based on the recipients’ distribution preferences, as
specified in their contact properties. See Managing Clinicians in Chapter 4 on page 121
for information on specifying distribution preferences for a clinician. We recommend
using recipient preferences when distributing documents to clinicians.
If you choose this option, you must select a fax target in the event that there are
recipients who want to receive documents by fax. This fax target will be used to
distribute all faxes sent using this rule (see Fax targets on page 263 for more
information).
Electronic Signature Queue
Select to distribute documents for the selected recipient type to their electronic
signature queue.
To send documents to the Review Queue only, select the Review Only check box.
Documents in the Review Queue can only be reviewed, and cannot be signed by the
selected recipient type.
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Outbound interfaces and Cerner HotSpot
If the distribution type of the rule is outbound transcription interface and the recipient type
is outbound transcription interface, the following Change Properties dialog appears:
Electronic Transcription Distribution
Specify which text target should receive the distribution.
If the distribution type of the rule is outbound transcription interface and the recipient type
is Cerner HotSpot, the following Change Properties dialog appears:
HotSpot Target
Specify which HotSpot target should receive the distribution.
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If the distribution type of the rule is outbound deficiency interface, the following Change
Properties dialog appears:
Outbound Deficiency Distribution
Specify which status target should receive the distribution.
Note: Rules that use either of the outbound distribution types are usually configured
during system setup.
Example: Creating a distribution rule
The following example illustrates how to configure a distribution rule that sends all Emergency
Room Reports from business entity Hospital to the medical records printer, to the Dictating
clinician, and the CCs added by the MT (with a document label of COPY).
Steps:
1
From the Tools menu, select Distribution Rules.
The Distribution Rules dialog appears.
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2
Click Add to create a new rule.
The Rule Definition dialog appears.
3
In the Rule Definition page, enter a description for the new rule. For this example, the
rule will be named: Hosp ER Report Print to Med Records.
4
In this same dialog, specify how to distribute the document. To print all documents
associated with this new rule to the medical records printer, dictating clinicians, and
CCs, select Print, fax, email and/or signature queue.
5
Specify when the rule should be run. For this example, select When eScriptionist
completes a transcription.
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6
Click Next.
The Filter Selection page appears.
7
On the Filter Selection page, you must select at least one option to filter the dictations.
For this example, select Work Type and Business Entity.
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8
Click Next.
The Work Type Filter page appears.
Note: A filter page will appear for each filter that was selected.
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This rule will only apply to one work type. Select the Only these Work Types option.
In the list of work types, select a work type (this example uses Emergency Room
report), then click the Add button.
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Click Next.
The Business Entity filter page appears.
11
This rule will only apply to one business entity. Select the Only these Business
Entities option. In the list of business entities, select a business entity (this example
uses Hospital), then click the Add button.
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12
Click Next.
The Recipients page appears. This page contains a list of all possible recipient types for
the selected distribution method.
13
Select Dictating clinician and then click the Change Properties button.
14
In the Change Properties dialog, select Recipient preference(s) in their contact
properties. The document will be sent to the clinician according to how his preferences
have been set up on the Clinician tab (see Distribution Preference in Chapter 4 on
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page 123). You must also specify which fax target should be used in the event that a
recipient prefers to receive documents by fax. The same fax target will be used to
distribute all faxes.
15
Click OK to return to the Recipients page.
16
Select Medical records and click the Change Properties button.
17
In the Change Properties dialog, select Print and then choose a printer from the dropdown menu. Click OK.
18
From the Recipients page, select CCs added by eScriptionist and click the Change
Properties button.
19
In the Change Properties dialog, enter the word ‘COPY’ in the Document Label field.
The document label “COPY” will appear in the distributed document.
IMPORTANT! To incorporate a document label, your distribution templates must
use the <<IsCopyIndicator>> merge field. See Managing Distribution Templates on
page 276 for more information.
20
Select Recipient preference(s) in their contact properties, and specify a fax
target.
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21
Click OK.
The Recipients page should appears as follows:
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Click Finish to complete the rule.
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Enhanced Distribution Rule Management
Once you have created all of your rules, EMon provides several ways for you to manage them.
For instance, you can modify an existing rule, copy a rule to create a similar one, and delete
rules no longer in use. You can also view descriptions of each rule, use filters to view a subset
of rules, and view rule usage data (i.e., how many documents are distributed by a rule over a
specified time period, how often documents are being manually distributed, how often they are
being manually distributed without a rule, and more).
Getting started with Distribution Rule Management
•
Activate Enhanced Distribution Rule Management through the Application Features
dialog. See Activating New Features for Use in Chapter 1 on page 34 for more
information, and for instructions on activating features. Once you enable this feature,
these new options will be available when you select Distribution Rules from the Tools
menu.
IMPORTANT! You must log out and log back in to EMon before the feature is
available.
Viewing rule descriptions
After activating Enhanced Distribution Rule Management, the Distribution Rules screen appears
as shown below.
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Filters
List of Distribution Rules
Description of
Selected Rule
This screen lists all of your institution’s distribution rules. The following three columns of
information are shown for each rule:
•
•
•
Distribution Rule - lists the name of the distribution rule. Rules are shown in
alphabetic order.
Distribution Types - shows how the rule is distributed, e.g., print, fax, email, send to
electronic signature, recipient preference, text, etc.
Target - lists the target(s) of the rule, e.g., printer names, fax targets, email addresses.
Note: Click on the column name to sort the column alphabetically.
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When you select a rule, a text description of the rule appears in the Rule Description panel on
the right side of the screen. This description includes how the rule will be distributed, when it
will be triggered, which entities it is used for, and who are the recipients.
Note: This information can be copied and pasted into MS Word.
Filtering rules
Above the listed distribution rules, there are three drop-down menus. These allow you to filter
the rules by business entity, distribution type, and/or target, providing an easier way for you to
navigate the list and find the rules you want. For example, to see all rules that use print as a
distribution method, select Print from the Distribution Type drop-down menu. To see all rules
using the Continuous Fax Target, select this target from the Target drop-down menu. The
Target drop-down menu contains all possible targets from all rules.
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Note: If a distribution rule distributes to multiple media types, e.g., print and fax, those
types will also be listed in the Distribution Types column, not just the type selected from
the drop-down menu.
Custom filters
Custom filters allow you to filter your rules using multiple business entities, distribution types,
and targets, rather than a single filter or no filter (All). For instance, you can set up a custom
filter to show only rules that use either printing or faxing as distribution methods. Or show all
rules for business entities A, B, and C that use recipient preferences.
To set up a custom filter:
1
From the Distribution Rules dialog, select Custom from one of the drop-down menus.
A filter screen will appear for each custom option you select.
2
Click Add to add entries to the filter. To select multiple entries at one time, use
CTRL+click or SHIFT+click.
To remove an entry from the list, select it and click Remove.
3
Click OK.
The Distribution dialog appears, showing only rules that meet the custom filter
selections you have set up.
Distribution rule usage analysis
This feature provides the following information about how often your distribution rules are
being used for the selected time period:
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
how many documents are distributed by a rule over a specified time period

how often documents are being manually distributed
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
how often documents are being manually distributed without a rule

what percentage of total usage a rule accounts for

the total number of documents distributed for the selected time period by all listed
rules
To perform a usage analysis:
1
Select Distribution Rules from the Tools menu.
2
Click the Usage Analysis button.
Note: No rules will appear until after you press the Analyze button.
3
In the top left corner of the screen, select a distribution period for which you want to
view the analysis. There are two ways to enter a time period.
You can select a pre-defined period of time from the top drop-down list, such as today,
yesterday, last 2 days, last week, last 2 weeks, last month.
Or you can enter a specific period of time using the From and To date fields. Click
inside the fields to enter a date manually. Or, click the down arrow to bring up a
calendar. Select a month, year, and day to complete the date. Press ESC at any time to
close the calendar.
Note: You cannot specify a time period that is longer than one year. However, you
can select a time period that is older than one year, e.g., 10/06/2004 - 10/06/2005.
4
Select a business entity. All is the default.
5
The Transmission Events area of the screen lists events that cause distribution rules to
run. Selecting an event will cause all the rules that it triggers to be included in the
analysis.
All events are selected by default. Click the check box to deselect an event; click it
again to select it. You can select as many or as few events as you want.
6
Click the Analyze button.
An analysis is performed. (This may take several seconds, depending on your volume of
distributions and length of the time period.)
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Each analysis displays the following rule information for the selected time period:

Rule - the names of the rules included in the analysis. They are listed
alphabetically.

Automatically Distributed - the number of documents distributed automatically
by the rule for the selected time period.

Manually Distributed - the number of documents distributed manually (via the
rule).

Total Distributed - the total number of documents distributed by the rule.

% of Total - what percentage of the total distribution rule usage this rule
accounts for. For example, is this rule being used 70% of the time? Is it being used
1% of the time. Use this figure to help you decide if a rule is needed, or if it needs
to be adjusted.
X% of Total = Total # of documents distributed via rule ÷ Total distributed
Each column above is sortable, and can be copied and pasted into Microsoft Excel for
printing purposes. To select multiple rows for copying, use CTRL+click or SHIFT+click.
Then press CTRL+C to copy.
At the bottom of the screen, the following information is also available:

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Total # of documents distributed via rule - the total number of documents
distributed for the selected time period by all listed rules.
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7
Total # of documents distributed manually without a rule - the total number
of documents distributed for the selected time period without a rule (from the
Dictation tab - see Distributing from the Dictation tab on page 243).
Click Done when your analysis is complete.
Modifying a distribution rule
Follow the steps below to modify a distribution rule.
Steps:
1
2
Select the rule you would like to modify.
3
With the rule highlighted, click Edit or press ALT+E.
The Distribution Rules Wizard appears. This wizard contains multiple pages, and can be
navigated by selecting either Next or Back.
4
Configure the options, and be sure to complete all required fields. When you attempt to
proceed having skipped a required field, an error dialog will appear, reminding you to
provide the missing information. For complete descriptions of the options available from
the wizard, see Distribution Rules wizard on page 210.
Copying a distribution rule
Use this option if you want to create a new rule that is similar to an existing rule, but do not
want to create it from scratch.
Steps:
1
2
Select the rule you would like to copy.
3
Click Copy or press ALT+C.
The Distribution Rules Wizard appears.
In the Description field, the name of the rule will appear with the words “Copy of” in
front of it. Enter a new name for the rule.
This wizard contains multiple pages, and can be navigated by selecting either Next or
Back.
4
Configure the options, and click Finish when done.
Deleting a distribution rule
Follow the steps below to delete a distribution rule.
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Steps:
1
2
Select the rule you would like to delete.
3
Click Delete or press ALT+L.
4
To continue and delete the selected distribution rule, click Yes. To cancel the operation,
click No.
Distributing pended documents
Certain documents need to be distributed even when they are pended. For example, pre-op
History and Physical reports typically pend because the patient has not yet been registered, but
they still need to be printed for the operating room before surgery. From the Distribute
Although Pended dialog (Tools> Distribution Rules> Advanced), you can create and manage
rules that allow pended documents to be distributed via distribution rules and/or manual
distributions (see Manual Distribution Methods on page 243). When creating these rules, you
can use work type, dictating clinician, business entity, or any combination of the three, to
specify which types of pended documents to distribute.
For each Distribute Although Pended rule, it is important to determine which distribution
type(s) (e.g., print, fax, etc.) you want to apply to the pended documents. For example, if you
want pre-op H&P reports to only print to the operating room, then you need to make sure that
you only select Print under Distribution Type when setting up the rule. This ensures that pended
pre-op H&P reports can only be distributed by printing. In other words (if Allow Automated
Distribution is selected), if there is a distribution rule that prints the document and another that
sends the document to your EMR via your outbound transcription interface, only the rule that
prints it will be used. (Note that any distribution rule that prints pre-op H&P reports will be
used, so if your institution is configured to print the reports somewhere in addition to the
operating room, the reports will also be printed there.)
Note: If you choose not to distribute pended documents, simply ignore this feature.
Note: Only documents matching the work types, business entities, and clinicians you
select will be triggered by the pended distribution rule.
To add a Distribute Although Pended rule:
1
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Click Advanced or press ALT+V.
The Distribute Although Pended dialog appears.
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3
Click Add or press ALT+A.
The Add dialog appears.
4
Configure the work type, business entity, and/or clinician for the new rule.
5
Select a maximum priority level from the Maximum Priority Level drop-down. All
documents with a priority level at or below this level will be included in this rule.
6
Select the distribution types that apply to this rule from the Distribution Type pane.
Distributions are restricted to the types you select. For Cerner HotSpot dictation
distribution, select the ‘Outbound transcription interface from eScription’ option.
7
Select Allow Ad Hoc Distribution from EMon if you would like to allow manual
distributions of pended documents that meet the rule criteria. For more information on
manual distribution, see Manual Distribution Methods on page 243. Select Allow
Automated Distribution if you would like to allow distribution via distribution rules.
When this option is checked, distribution rules that match the criteria of the pended
dictation are used.
Note: No distributions will be sent using a distribution type that you did not select,
even if a distribution rule is set to use that distribution type.
8
Click Save.
9
Click Done or press ESC to exit the Distribute Although Pended dialog.
10
Click Done again or press ESC to exit the Distribution Rules dialog.
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To edit a Distribute Although Pended rule:
1
2
3
Select the rule you want to modify, then click Edit or press ALT+E.
4
Modify the options, and click Save.
To delete a Distribute Although Pended rule:
1
2
3
Select the rule you want to delete, then click Delete or press ALT+L.
4
Click Yes to delete the selected rule.
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Duplicate Copy Options
The ‘Duplicate Copy Options’ feature allows an administrator to configure individual distribution
rules so that duplicate copies of the same transmission are not sent to the same recipient. For
example, if a clinician is both the speaker and the signer for the same dictation, and a
distribution rule is configured to send a copy of the dictation to both the speaker and the signer,
that rule can be configured to only send one copy of the dictation to that clinician.
Distribution rules configured to use ‘Duplicate Copy Options’ will always look at whether the
clinician is appearing two or more times in the rule - the clinician is the default criteria. You can
also configure additional criteria to further define how specific the match needs to be.
The additional, optional criteria are:

Original Indicator - text that appears in the distributed document if the
«IsCopyIndicator» merge field is part of the template used when distributing via
the distribution rule. Common values are ‘Original’ and ‘Copy’.

Media Type - Print, Fax, Email and/or Signature Queue.

Distribution Target - used to route transmissions to specific EDT applications,
e.g. Printer, Fax Target.
For example, it may be acceptable to have two copies of a document sent to the
clinician, as long as they are not both print jobs. However, receiving a print job and a
fax job would be okay. In this case, you would select the Media Type criteria. If the
media type (and clinician) matches for more than one transmission, only one copy of
that media type will be sent to the recipient.
Or, it may be okay to have two print jobs sent, as long as they go to different printers.
In this case, you would select the Distribution Target criteria. If the distribution targets
match, only one copy will be sent.
You can select none or any combination of these criteria. For more examples, see
page 241.
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Getting started with Duplicate Copy Options
•
Activate Duplicate Copy Options through the Application Features dialog. See
Activating New Features for Use in Chapter 1 on page 34 for more information and for
instructions on activating features. For existing customers, the feature will be disabled
by default. For new customers, the feature will be enabled (checked).
IMPORTANT! After enabling the feature, you must log out and log back in to EMon
before it is available.
Configuring ‘Duplicate Copy Options’ for a distribution rule
With this feature enabled, there will be a new panel added to the Distribution Rules wizard. This
panel allows for the configuration (enabling/disabling) of the ‘Duplicate Copy Options’ feature
for the rule you are creating/modifying.
Steps:
1
From the Tools menu, select Distribution Rules.
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2
Click Add or select an existing rule and click Edit.
The first screen of the wizard appears. On the left side of the screen ‘Duplicate Copies’
appears as a new section.
3
Click Next to navigate through the wizard. After the Recipients screen, a new screen
will appear for configuring ‘Duplicate Copy Options’.
This new screen allows you to enable or disable the feature for the rule you are
currently creating (or editing). By default, the feature will be disabled.
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4
To enable the feature, select Enable Duplicate Copy Options for this rule. Selecting
this option causes the rule to evaluate whether the clinician is appearing two or more
times in this rule based on what role he/she fulfills in the system.
You can optionally select the following additional criteria:

Original Indicator

Media Type

Target
You can select none, or all, or any combination of these criteria.
5
Click Finish to complete the rule.
Note: When modifying ‘Duplicate Copies’ information, changes will take effect
immediately.
Examples
Following are examples of how rules will behave with the additional criteria selected.
Original Indicator
In this example, suppose a distribution rule has both the speaker and signer configured to
distribute to Recipient Preference using ‘Example Fax Target’ as a default fax target to use
for any fax transmissions. The speaker has 'Original' specified as the Original Indicator, and
the signer has 'Copy' as the Original Indicator. If the Original Indicator check box is
selected, and if the speaker and the signer are the same clinician, that clinician will receive
two copies of the document. However, if both the speaker and the signer are configured in
the rule with Original Indicator as 'Original', that speaker will receive only one copy of the
document.
Media Type
Suppose again that both the speaker and the signer are the same clinician. The Media Type
check box is selected. If the distribution rule specifies that the speaker’s document should
be distributed to a printer, and the signer’s document should go to the Recipient Preference,
and the signer's preference is for fax notification, then the clinician will receive two copies of
the document – one to the specified printer, and one as a fax. However, if the signer's
preference was to print, regardless of the preferred printer, one document will be printed.
The destination printer where the document will appear will depend on the order the
recipients are processed for each rule. See How recipients are processed on page 242 for
more details.
Distribution Target
In this example, the Distribution Target check box is selected, and again, both the
speaker and the signer are the same clinician. If the distribution rule specifies that the
speaker’s document should be distributed to printer A and the signer’s document should go
to printer B, then the clinician will receive two copies of the document – at two different
printers. If the rule specifies that both the speaker’s and signer’s documents should go to
printer A, then the clinician will receive one document.
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How recipients are processed
The recipients will be processed in the order listed below. For instance, if ‘Duplicate Copy
Options’ is enabled for the distribution rule, and if the speaker (dictating clinician) is configured
to receive a printed copy, and the signing physician is to receive a faxed copy, which copy will
he/she receive? Based on the list below, the speaker would be processed first, and would
receive a printed copy only.
1
Dictating clinician
2
Attending physician
3
Signing physician
4
Referring physician
5
Consulting physician
6
Admitting physician
7
Primary Care physician
8
Ordering physician
9
Copy To physician
10
Other physician
11
Responsible Clinician
12
CCs added by eScriptionist
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Manual Distribution Methods
When you need to manually distribute a document, use the options available from the Dictation
tab. You can distribute a document using existing distribution rules, or you can create a onetime custom distribution. In addition, you can manually print a document to a printer on your
network.
Use the Distribute button at the bottom of the Dictation tab or the Save/Distribute button from
within the Properties dialog to distribute a document. Both of these buttons display the
Distribute Dictation(s) dialog.
Note: You can also use the Distribution tab to distribute documents, but the Distribution
tab is primarily used to monitor and re-distribute documents whose distributions failed
initially. You can only search for failed, completed, and in queue documents from the
Distribution tab, not all dictations in your system, as you can from the Dictation tab.
Distributing from the Dictation tab
Use the Distribute button at the bottom of the Dictation tab when you want to distribute
multiple dictations at once to the same place, or when you do not need to make any changes to
a dictation before you distribute it.
Steps:
1
From the Dictation tab, select the dictation(s) you would like to distribute.
2
Click Distribute.
The Distribute Dictation(s) dialog appears (see below).
Distributing from within the dictation’s Properties dialog
Use the Save/Distribute button when you make changes to a dictation from the Properties
dialog, and then want to distribute the document. You could also just click the Save button and
then distribute from the Distribution tab, but it is faster to use the Save/distribute button.
Steps:
1
From the Dictation tab, select the dictation whose text or properties you would like to
edit.
2
Click Properties.
3
Make changes as necessary, then click Save/Distribute.
The Distribute Dictation(s) dialog appears.
Distribute Dictation(s) dialog
When Distribute is selected from the Dictation tab window or Save/Distribute is selected from
the Dictation Properties dialog, the Distribute Dictation(s) dialog appears. You first need to
determine whether you will distribute the dictation using existing distribution rules, or create a
one-time, custom distribution. Once you have selected the appropriate radio button, configure
how the document will be distributed.
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Note: The settings under the radio button you do not select will be grayed out.
Distribute the documents using the rules that have already been set up
Select to distribute the dictation(s) using the distribution rules that have been set up by
your institution. This method is most useful when you need to send a copy of a document to
all intended recipients (e.g., when unpending a document that was pended by a
transcriptionist, and has never been distributed).
When you select this radio button, you can choose from three types of distribution. (Note
that you can select as many of the distribution types as necessary.) These distribution types
correspond to the distribution types available through distribution rules. The system will use
any distribution rules that match both the distribution type(s) you select here and the
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criteria of the dictation to distribute the document. Note that if your institution processes
Cerner HotSpot dictations, you would select the ‘Distribute transcription to institution’ option
to manually distribute a HotSpot dictation.
Note: The Signature Note box allows you to add a note for signature recipients. You
should only add a signature note if the dictation is being distributed to an e-signature
queue. See Distributing a dictation with a signature note on page 246 for more
information.
Use these settings and this original indicator (document label)
Check this option to specify a one-time, custom distribution. This is useful when you are resending a document and do not want to send it to all of the original recipients. For instance,
a document may have had five CCs, but you only need to resend a copy to one. Use this
method to avoid sending duplicate copies to other recipients.
When this radio button is selected, you can also enter an original indicator to be inserted in
the distribution file. Some typical entries are: ORIGINAL, COPY, and FLOOR COPY.
The following distribution methods are available:
Note: You can select more than one distribution method. You must have the
appropriate component installed at your site for each selected method (e.g., PrintScript,
FaxScript, EDT/Email).

Print at printer: Select to distribute to a printer. Select the appropriate printing
device from the drop-down menu. This list is populated with all the customervisible printers configured for your institution (the list is available at Tools>
Institution Settings> Distribution Targets> Print).

Fax to this phone number: Select to distribute by fax. Specify the fax number
and select a fax target from the drop-down menu. For more information on fax
targets, see Fax targets on page 263.

Email to this address: Select to distribute via email. Enter the recipient’s email
address in the editable field.

Send to contact(s): Select to distribute to one or more contacts. Click Select to
display the Contacts dialog, through which you can search the database by last
name. You must also select a target to use for any faxes (in case a contact’s
distribution preference is a fax number). See Fax targets on page 263 for more
information.

Via Method: When the Send to Contacts option is selected, this setting becomes
enabled. This is the method by which the document(s) will be distributed to the
selected contact(s). When Preference is selected (default), the distribution
preference specified for the contact will be used. To override this setting, select
either Print, Fax or Email from the drop-down list.

Send to electronic signature queue: Check this box to distribute the document
to a clinician’s signature queue. Select Speaker or Signer to send the document
to the speaker’s or signer’s signature queue. The Speaker and Signer fields are
pre-filled based on the document properties. The signer field will only display if the
signer is not the speaker. If you select Other, choose the clinician from the dropdown list. Use the Other field when you need to send a document that usually goes
out for group signature to a specific clinician in that group. To send the document
to the queue for signature, click For Signature. To send the document to the
queue for review, click For Review. Enter a signature note in the text box for
reviewing and/or signing clinician(s). The clinician(s) will see the note when they
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sign the document in NetScript. For more information on signature notes, see
Distributing a dictation with a signature note on page 246. For more information
on e-signature, see the EditScript Online/NetScript User Guide.

Template Class: If you would like to use a template class, select it from the dropdown list. The template class field is used in conjunction with distribution template
rules in order to identify the distribution template that should be used to distribute
a document when either 1) the available distribution template filters are not
sufficient or 2) the exact same filters are needed for more than one distribution
template rule. For more information on distribution templates, see Managing
Distribution Templates on page 276. To create a template class, see Managing
template classes in Chapter 10 on page 471.
Note: An asterisk next to the Print or Fax options (see graphic below) indicates that
the target drop-down menu displays only targets associated with the dictation’s
business entity. See Managing distribution targets in Chapter 10 on page 482 for more
information on filtering distribution targets.
Distributing a dictation with a signature note
You can add a signature note to a document bound for a clinician’s signature/review queue.
Signature notes can be used to notify a clinician to fill in blanks in a transcription or any
other information that they need to know prior to signing a document. Clinicians can also
send signature notes to each other through NetScript. See the EditScript Online/
NetScript User Guide for more information.
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Note: Signature note can only be used with documents distributed to an e-signature
queue.
The type of manual distribution methods used and the e-signature workflow determine
which clinicians will be able to see the signature note. When performing manual distribution,
you can distribute a signature note based on existing distribution rules, or you can create a
one-time distribution.
To send a signature note to both the dictating and signing clinicians, you will need to send
the document twice via the manual distribution method (when not using pre-existing
distribution rules).
If a dictation is distributed using pre-defined distribution rules, the e-signature workflow has
the following effect on which clinician will receive the signature note:
•
Single Signature: clinician sees the signature note.
•
Parallel Signature: both clinicians see the signature note.
•
Sequential Signature: depends on the status of the document,
•

if the document is Unsigned, the dictating clinician sees the signature note.

if the document is Partially Signed, the signing clinician sees the signature note.
Group Signature: all clinicians in group see the signature note.
Signature notes will appear in grey with the name of the user who entered the note at the
top of the dictation details page in NetScript.
Tip: You can view the signature note at any time from the Transmitted section of the
Dictation History dialog.
Note: You must activate this feature in the Application Features console and restart
EMon before the changes take effect.
Manual printing
Manual printing allows you to print a copy of a document from your local PC to a network
printer, bypassing the PrintScript server. This situation may be necessary when, for example, a
phone call is put in to print a copy to a particular floor. Instead of using the existing distribution
structure, this option allows you to do a one-time print to a particular printer.
Steps:
1
2
From the Dictation tab, select the dictation(s) you want to print.
Right-click on the dictation and select Print from the context-sensitive menu that
appears, or click Print located at the bottom of the tab window while the dictation is
highlighted
Microsoft Word opens in a separate window and displays the formatted dictation using
the appropriate distribution template, if there is a template configured.
3
Review the dictation.
4
To print, open the File menu in MS Word. Select Print.
The Printer dialog opens.
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5
Select a printer from the Printer Name: drop-down list.
6
Click OK.
7
Click Close to return to EMon.
Note: The print option will only be available when status of the document allows it
to be distributed. For instance, when the status is Unsigned, the option will be
enabled. However, when the status is Ready for recognition, the Print option will be
disabled.
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Distribution Tab Options
The Distribution tab allows you to monitor and manage the distribution process across the
print, fax, and email interfaces. You can search for transmissions in any phase of the
distribution process, and, once located, you can perform a variety of actions, such as
redistributing documents, or creating new distributions based on documents that had
previously failed.
Searching for a distribution
Using the Distribution tab, you can search for distributions based on a variety of criteria,
including distribution status, distribution period, and media type (print, fax, text, etc.). A new
media type called HotSpot is available for institutions whose clinicians use HotSpot dictation
within Cerner PowerNote. With Cerner’s HotSpot dictation functionality, clinicians can choose to
dictate portions of a note rather than enter text into a set of fields. Cerner sends the audio files
for a note to Dragon Medical 360 | eScription as an ordered set of audio files rather than a
series of individual dictations. Dragon Medical 360 | eScription will treat and process the audio
files as independent dictations that are logically related to each other by a common ID (defined
below). When HotSpot is selected as the media type, the HotSpot Target field will become
active. Here you must choose an existing HotSpot target. See HotSpot targets in Chapter 10 on
page 500 for more information on HotSpot targets.
To search for distributions follow the steps below.
Note: Searches from the Distribution tab will only return distributions, not all dictations. If
you need to search for a dictation that is not yet in the distribution process, use the
Dictation tab.
Steps:
1
From the Distribution tab, enter the search criteria for the distribution.
2
Click Search.
The search results appear. General dictation information appears for each distribution,
as well as the following information:
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
Priority: document distribution priority

Resolved: set to ‘Y’ if a failed distribution has been redistributed or a new
distribution has been created.

Transmission Start: start date for distributed documents

Transmission End: end date for distributed documents

Type: type of media (fax, print, email, etc.)

Recipient: recipient of distributed document

Fax number: for faxed documents, the fax number the document was sent to

Target: the name of the target (see Managing distribution targets in Chapter 10 on
page 482

Status: transmission status of the distribution (e.g., In Queue, Completed)

Requestor: name of the requestor who triggered the distribution

Distribution Rule: distribution rule which triggered the automated distribution

Transmission ID: an ID assigned to each instance of a transmission. If you send
the dictation three times, it will have three different Transmission IDs.

Distribution Status: the status that was used in the search, e.g., In Queue,
Completed, Failed, All)
The next three fields allow you to view bundle information for Cerner HotSpot dictations.
Cerner HotSpot dictations enter the system as groups of multiple, related dictations that
go through the Dragon Medical 360 | eScription system as individual dictations. The
documents resulting from the dictations are collected and returned to Cerner in a single
bundle.
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
Dictation Group ID: Dragon Medical 360 | eScription’s identifier for the utterance
group—a group of dictations tied in a common bundle.

Sequence number: indicates which dictation in the utterance group this particular
dictation represents, and how many are in the group as a whole. For clarity,
sequence number will be displayed in the form of '1 of 5', '2 of 5' etc.

Group Code: Cerner’s identifier for the group
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Searching by distribution status
You can use distribution status as a search criteria when searching for instances of
transmissions of a document through the Distribution tab. The following statuses are available:
STATUS
DESCRIPTION
In Queue
The document is currently queued for transmission.
Completed
The document has been successfully transmitted.
Failed
The document failed to be distributed. This status includes both
Failed/Resolved and Failed/Unresolved transmissions.
Failed/Resolved
The document initially failed to be distributed, but was then
repeated, and successfully transmitted.
Failed/Unresolved
The document failed to be distributed, and has not yet been
resolved.
Archived
The above statuses search for transmissions up to 45 days old.
Use the Archived status to search for transmissions between 0 to
2 years old.
Note: Searching for Archived dictations is considerably
slower than searching for non-Archived transmissions.
All
This option allows you to search for all statuses at once.
Note: The ‘All’ status does not include archived
transmissions.
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Re-distributing a failed distribution
It is useful to periodically check the Distribution tab for failed attempts to distribute documents.
There are a number of reasons distribution attempts fail, such as an incorrectly entered fax
number, an out-of-paper printer, etc. The Distribution tab allows you to easily resend the
document, and will automatically mark the failure as being resolved.
There are two methods to resolve a failed distribution, Repeat or Create New. There are various
reasons why you might pick one over the other. Some example scenarios are described below.
•
•
Repeat Distribution: Use this option when the previous attempt failed for a temporary
cause, e.g., the selected printer was out of paper or the fax machine was busy. If you
believe the issue has been resolved, you can simply click the Repeat Distribution button
to send the document back to the same printer or fax machine.
Create New Distribution: Use this option when the previous distribution attempt
failed due to a configuration issue. For example, if a fax failed because the phone
number was listed incorrectly, you will need to fax to a different phone number. Simply
click the Create New Distribution button, and choose the fax option.
Repeating a distribution
When a distribution of a document fails due to a temporary cause, such as the printer was out
of paper or the fax machine had a busy signal, use this option to repeat the distribution via the
same parameters. This feature allows you to try the distribution again.
Steps:
1
From the Distribution tab, search for and select the distribution you want to repeat.
2
Either right-click on the selected distribution and select Repeat Distribution from the
menu, or click Repeat Distribution at the bottom of the Distribution tab.
If the repeat attempt is successful, you can search for the distribution(s) using the In
Queue status.
In the event the repeat attempt fails, a dialog will appear with a list of the failed
distributions. Click Cancel to exit this dialog.
Note: When you attempt to distribute a document that has changed since it was
last distributed, the following warning will appear: “The text or properties of this
document have been changed since originally distributed”.
Note: If any of the documents to be repeated were originally distributed by fax, you
will now be prompted to select a fax target that will be used for all of the selected
fax distributions. This prompt will not affect documents that were distributed using
other media types (print, text, status, email, or electronic signature). See Fax
targets on page 263.
Note: For Cerner HotSpot dictations, the distribution system will keep track of
bundles that have been returned to Cerner for 30 days. If a repeated distribution
occurs within 30 days, and the original distribution was successfully returned to
Cerner, a failure message will appear. After 30 days, the record of the return
transmission will be deleted, and any repeated transmission will result in an error
stating that the bundle is unknown.
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Creating a new distribution
Use this option when the previous distribution attempt failed due to a configuration issue, for
example, a wrong fax number. The Distributing Dictations dialog is the same dialog that
appears when you attempt to manually distribute a document through the Dictation tab (see
Manual Distribution Methods on page 243 for more information).
Steps:
1
From the Distribution tab, select the document(s) you want to distribute.
2
Either right-click on the selected distribution and select Create New Distribution from
the menu that appears, or click Create New Distribution at the bottom of the
Distribution tab.
The Distribute Dictation(s) dialog appears. See Distribute Dictation(s) dialog on
page 243 for descriptions of the options available from this dialog.
3
Determine whether you will use distribution rules (Distribute the document(s) using
rules that have already been set up) or a one-time custom distribution (Use these
settings and this original indicator), and configure the appropriate settings.
4
Click OK to distribute.
Assigning a high priority to a fax distribution
EMon allows you to mark a distribution in the fax queue as high priority, effectively bumping it
to the top of the queue. To assign a high priority to a fax distribution, follow the steps below.
IMPORTANT! If you are using batch faxing and assign high priority to a fax, then the fax
will be the first one sent at the designated batch faxing time. Setting a high priority will not
override the batch fax settings.
Tip: If you are using batch faxing but need to send a document immediately, use adhoc
distribution. To enable adhoc distribution for batch faxes, check the Send AdHoc
Transmissions box in the Transmit When? pane of the EDT/Fax Properties dialog. Then
distribute manually (see Creating a new distribution on page 253).
Steps:
1
From the Distribution tab, search for the document using In Queue for the Distribution
Status and Fax for the Media Type. Select the dictation from the results.
2
Either right-click on the selected dictation and select Set High Priority from the menu
that appears, or click Set High Priority at the bottom of the Distribution tab.
If successful, a confirmation dialog appears to inform you that high priority has been
assigned. In addition, the priority listed on the screen now appears as 2.
In the event this operation fails, a dialog will appear with a list of the distributions that
have failed. Click Cancel to exit this dialog.
Cancelling a distribution
EMon makes it easy to cancel a distribution that has been queued for processing. To do this,
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Steps:
1
From the Distribution tab, search for the document using In Queue for the Distribution
Status. Select the distribution you wish to cancel.
2
Either right-click on the selected distribution and select Cancel Distribution from the
menu that appears, or click Cancel Distribution at the bottom of the Distribution tab.
If you attempt to cancel a Cerner HotSpot dictation, a warning message will appear. HotSpot
dictations are transmitted back to Cerner in a bundle (group). Cancelling one of the dictations
in the bundle in EMon will prevent all of the dictations in the group from being distributed. You
may proceed to cancel the dictation, but doing so will prevent the group from distributing. See
Cerner HotSpot dictations in Chapter 6 on page 166 for more information on Cerner HotSpot.
Resolving/Unresolving a distribution
You can use the Distribution tab to search for both resolved and unresolved failed distributions,
so that you can track and manage failed distributions. Resolved distributions are those that
originally failed, but have since successfully reached the intended recipients. Unresolved
distributions failed originally, and have still not been distributed successfully.
If you successfully repeat a failed distribution using the Repeat button or the Create New
Distribution button, the document's status will automatically be set to Resolved.
Because a distribution can be resolved in ways that the system does not automatically
recognize (e.g., you manually print the document and send it to the intended recipient), you
can also manually mark a distribution as resolved. We recommend that you manually mark as
resolved any completed distributions that are not automatically labeled as such.
If a distribution has mistakenly been identified as resolved, you can revert its status to
unresolved.
To resolve a distribution:
1
From the Distribution tab, select the failed distribution you want to set to Resolved.
2
Right-click on the selected distribution and select Set Resolved.
A ‘Y’ now appears in the Resolved column on the Distribution tab.
To unresolve a distribution:
1
From the Distribution tab, select the distribution you want to set to Unresolved.
2
Right-click on the selected distribution and select Set Unresolved.
The ‘Y’ no longer appears in the Resolved column.
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Viewing History Information of a Distributed Document
Use the History button from either the Dictation tab or the Distribution tab to view the
history of a document from the Dictation History dialog. The Transmitted pane contains
entries for all in-progress and historical transmissions, including when the document
was queued for distribution and when it was actually processed.
From the Dictation tab:
1
From the Dictation tab, select the dictation whose history you want to view.
2
Click History located at the bottom of the tab window.
The Dictation History dialog appears (see below).
OR
From the Distribution tab:
1
From the Distribution tab, select the distribution whose history you want to view.
2
Either right-click on the selected distribution and select Dictation History from the
menu that appears, or click History at the bottom of the Distribution tab.
Dictation History dialog
The following information is displayed in the dialog’s Transmitted pane: how the document
was distributed, whether or not the document is in the queue and still awaiting distribution,
what distribution rule was used for transmission (see Configuring Distribution Rules on
page 208), and who the recipient was, in addition to other helpful transmission data.
The Date field shows when the document was transmitted.
If the document is currently queued for transmission, the
words In Queue will appear.
The Type field displays the distribution method that was
used to transmit the document.
Additional columns
For new and existing (on upgrade) customers, three additional columns will appear in the
Transmitted pane:

Transmission ID - an ID assigned to each instance of a transmission. If you send
the dictation three times, it will have three different Transmission IDs.
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
Queue Start Time - the time at which the document was queued up.

Status Update Time - the last time a status update was received from the print/fax
server for this transmission, e.g., a change in state from ‘Ready to transmit’ to
‘Ready to print’.
The ordering of the existing columns has also been changed so that you can more easily
view the transmission status (without horizontal scrolling).
If these columns are not available to you, you can enable them via the ‘Transmission
Management Improvements’ option in the Application Features dialog (from the Tools
menu). EMon must then be restarted.
The screen shot below show the new position of the Status column and the new Queue Start
Time and Status Update Time columns.
The screen shot below show the new Transmission ID column.
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Information about why the document was distributed
With the ‘Transmission Management Improvements’ option enabled (Tools menu>
Application Features), you can also view a new dialog that provides information on why
documents were distributed and formatted the way they were. Specifically, it shows:
•
•
•
the criteria that matched the distribution rule that caused the distribution, and the
values of those criteria at the time the distribution was created
the name of the template used for the distribution
the criteria that matched the template rule that was used to choose the template, and
the values of those criteria at the time the distribution was created
Steps:
1
Select a transmission in the Transmitted pane and click the Details button or doubleclick the transmission.
The ‘Criteria for Transmission <dictation ID>’ dialog appears. It provides detailed
information on why the transmission was created.
Note: This information cannot be shown for pre-v10 transmissions.
The top half of the dialog shows the name and the properties of the distribution rule
that resulted in the transmission and also the criteria that triggered the distribution,
which can include:

Distribution Event

Dictating Clinician
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
Work Type

Business Entity

Patient Type

Patient Location

Signing Clinician
For example, if it was an event that triggered the distribution, such as the clinician
signing the distribution in NetScript or an MT checking in the document, that would be
recorded in the dialog.
The information in the dialog also lets you know if the rule that was used for the
transmission has since been deleted.
If the distribution was distributed ad-hoc with the ‘use these settings’ option, no
distribution rule properties will be listed. If the distribution was distributed ad-hoc with
the ‘use existing rule’ option, the properties of the distribution rule will be shown,
except for the distribution event that triggered it. Template information will be shown
for all types of distributions.
The bottom of the dialog lists the name of the template used to format the transmission
and also the criteria that matched the template rule, which can include:

Template Type

Speaker

Work Type

Business Entity

Template Class

Media Type
Printing the dictation history:
1
At the bottom of the Dictation History dialog, click Copy. This will copy all of the data
currently in the dialog onto the clipboard.
2
Open any application that can import and print this data (e.g., Microsoft Excel).
3
Press CTRL+V to paste the data into the application. Format the data as needed.
4
Use the application’s printing feature to print the data.
5
To exit the Dictation History dialog in EMon, click Cancel.
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Printer and Fax Options
This section provides more detail on some of the options available in the EDT/Print and EDT/Fax
Properties screens (available from the Application tab), as well as some other related options.
Continuous vs. Batch distribution
For both automatic and manual distribution, documents can be scheduled to be distributed in
one of two ways:
•
•
Continuous - a document is placed in queue for immediate distribution.
Batch - all qualified documents are placed in queue at a pre-scheduled time, and will be
distributed together.
Which to choose
Deciding whether to use continuous vs. batch is determined by your institution’s needs.
Questions to consider:

Is document receipt time a higher priority than resource usage?

Do these documents need to be distributed right away?
If ‘yes’, then consider continuous printing/faxing. Or:

Do you have a limited number of printers or fax machines?

Are they used heavily during the day or at certain times?

Are they used for other purposes?
If ‘yes’, then consider batch printing/faxing.
Note: If you are doing batch printing/faxing, and would still like to be able to
manually distribute a time-sensitive document, check the Send AdHoc
Transmissions box in the Transmit When? section of the Properties dialog. This will
allow you to distribute the document via the Dictation tab if necessary.
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Print Options
Following are options available for setting up your printers.
Print targets
Any printer you plan on using for document distribution (from Dragon Medical 360 | eScription)
must be installed on your PrintScript server by your IT staff. Once they are installed, the
PrintScript software on the server (installed by a Dragon Medical 360 | eScription Installation
Programmer) will automatically detect those printers and load them into your institution's
database. You will then be able to select these printers from various drop-down menus
throughout EMon. If your system is configured to not automatically detect and add printers to
your institution’s database, you can manually add them using the Distribution Targets dialog
(see below).
When setting up your EDT/Print application, you can then add these installed printers to the
EDT Targets? pane (as print targets). The printers you add here will be handled by the EDT. If
you would like to perform both batch and continuous printing, or if you have printers whose
batch times differ from each other, you will need to create more than one EDT/Print application.
If you are using only continuous printing, or the same batch times, you can manage all of your
printers through one EDT/Print.
Note: For an individual printer, we recommend using it for either continuous or batch
distribution, not both. However, if you require a single printer to use both methods, contact
your Dragon Medical 360 | eScription Support representative for assistance.
Adding a print target
To add manually add a new printer (target), follow the steps below.
Steps:
1
In EMon, go to Tools> Institution Settings> Distribution Targets.
The Distribution Targets dialog appears.
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2
From the Print tab, click Add.
The Add Printer dialog appears.
3
Enter the target (device) name. The format should follow this example:
\\servername\printername. The field is not case sensitive, but any spaces that appear
in the name on the server must be accounted for in this field.
4
Enter a description for the printer.
By default, when your institution’s printers are detected by PrintScript and loaded into
your database, the description assigned to the printer is that of the printer (device)
name. Often this name is not very descriptive, e.g., \\nw-printsrv01\Trn-4B. For
various tasks in EMon, you will be required to select a printer from a drop-down list
based on this default description name.
To make it easier to select the correct printer, you can change these descriptions to
make them more ‘user-friendly’. For example, a printer with a description of \\nwprintsrv01\Trn-4B can be changed to ‘training printer’. This renaming option is also
helpful when you move a device from one location to another. You can simply update
the description to reflect the new location.
5
Check the Print Envelope box to indicate that the printer is allowed to print envelopes.
For instance, for some print jobs it may be necessary to print an accompanying
envelope with address information on it.
To set this up, you need to create a template with a template rule that has “Address
Page” selected as the Template Type. During distribution, if the printer is marked as
being able to print envelopes, the system will check to see if there is an “Address Page”
template that would be appropriate. If there is, another transmission is queued up, and
will use that template (which should be sized and formatted to put sender and recipient
information on an envelope). The end result will be two transmissions: the printout,
plus an envelope with address information.
6
Check the Customer Visible check box to make the printer available to users, i.e., the
printer will appear in drop-down lists. By default, new printers show up as not visible to
users.
7
Click OK.
The target can now be associated with an EDT/Print (see below).
For more information on managing print targets, see Managing distribution targets in
To add the print target to an EDT/Print application:
1
In EMon, select the Application tab.
2
Click once on the EDT/Print application that you want to add the print targets to.
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3
Click the Properties button.
The application’s properties dialog appears.
4
In the EDT Target’s pane, click the Add button.
The Print Targets dialog appears.
5
Select the target from the list of unused targets on the left side of the dialog.
6
7
Click OK.
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Fax Options
Use the following fax options to help set up faxing according to your institution’s needs.
Fax targets
FaxScript can be configured to perform both continuous and batch faxing simultaneously. An
administrator can create two or more EDT/Fax applications which communicate with the same
FaxScript server. Each EDT/Fax can then be configured for either continuous or batch faxing.
Additionally, the administrator creates fax ‘targets’ that will be associated with an EDT. This
target allows you to designate which EDT/Fax should handle the faxing. For instance, whenever
you are required to enter a fax number in EMon, such as for distribution recipients or manual
distributions, you must now also select a fax target from a drop-down list. The EDT/Fax that is
associated with this target will perform the faxing.
Note: A single EDT/Fax application will not handle both continuous and batch faxing.
Separate EDTs must be configured for each.
What targets should be created
How many and which types of targets you need will depends on your institution’s workflow.
However, if you intend to do both batch and continuous faxing, following are some suggestions:

You will need one fax target for continuous faxing.

For batch faxing, you should set up batch fax targets for each of your batch
schedules. For instance, if you perform hourly batch faxing during business hours,
and then a nightly batch, you could set up targets similar to the following:
The Fax tab displays the Target Name, Description, and designated Default of all Fax
Targets existing for your institution. In EMon, for any dialog that requires a fax target
to be selected, the default value will be the fax target specified in this dialog.
Name
Represents the name of the target. It must be unique.
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Description
A name describing the target. The name you enter here will appear in any drop-down
list where you are required to specify a fax target. It should be meaningful enough so
that other administrators will be able to identify it.
Is Default
Identifies whether the target is the default or not.
Note: In any cases where an older version of EMon is interacting with a version 9
servlet, and is not able to specify a fax target when required, the default target will
be used.
Default targets
If you are upgrading from a pre-V9 version, and you already have an EDT/Fax defined, either a
Default Continuous Fax or Default Batch Fax target will automatically be created, based on your
pre-existing configuration. All distribution rules that are set to fax documents will be configured
to use this default target. Once you create more targets, you can modify this as desired. For
new users, this dialog will initially contain a single target called Default Fax Target.
Creating a fax target
To add manually add a new fax target, follow the steps below.
Steps:
1
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Select the Fax tab.
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Click Add.
The Add Fax Target dialog appears.
4
Enter a name for the target in the Target Name field.
This must be a unique name.
5
Enter a description for the fax target.
The name you enter here will appear in any drop-down list where you are required to
specify a fax target. It should be meaningful enough so that other administrators will be
able to identify it.
6
If you want to make this target the default target, select the Is Default check box.
The existing default target will no longer be considered the default.
7
Click OK.
The target can now be associated with an EDT/Fax (see below).
For more information on managing fax targets, see Managing distribution targets in
To add the fax target to an EDT/Fax application:
1
2
Click once on the EDT/Fax application that you want to add the fax targets to.
3
The application’s properties dialog appears.
4
In the EDT Target’s pane, click the Add button.
The Fax Targets dialog appears.
5
Select the target from the list of unused targets on the left side of the dialog.
6
7
Click OK.
Choosing a fax target in EMon
Once you have created fax targets and added them to your EDT/Fax configurations, there are
situations in EMon where you will be required to enter a fax number and select a fax target
from a drop-down list. For instance, when creating or editing a distribution rule, the Change
Properties dialog requires you to specify a fax target if the rule distributes via fax.
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Note: An asterisk next to the Fax option indicates that the target drop-down menu displays
only fax targets associated with the dictation’s business entity. See Managing distribution
targets in Chapter 10 on page 482 for more information on filtering distribution targets.
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After you click OK, the target and fax number will appear in the Recipients grid screen.
IMPORTANT! Also, when you select the Recipient Preferences option on the Change
Properties screen, a clinician may have a preference set to receive documents via fax.
When you configure the distribution rule, the rule must specify which fax target should be
used in the event that there are recipients who want to receive documents by fax. This fax
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target will be used to distribute all faxes that are distributed as a result of this rule firing.
The fax number used will be the number designated in the Clinicians> Properties>
Distribution Preferences tab screen.
Single cover page for multiple faxes
If you have a group of faxes being sent to the same clinician at the same fax number, they can
be grouped together and sent with a single cover page. When all documents in the queue reach
a status of Ready to Fax, all documents will be sent to a single recipient with a single cover
sheet. This feature works with both the batch and continuous distribution methods.
Note: Statuses for these batched faxes will be updated as a group.
To ensure that the batch only contains one cover sheet, you must create a separate cover sheet
template (separate from your fax distribution template), and assign it a template rule with an
Application type of Fax and a Template Type of Fax Cover Page.
Note: When creating the fax cover sheet template, be sure to leave the Has Cover Page box
unchecked.
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If your fax distribution template rule uses specific criteria for speaker, work type, and/or
business entity, you can apply those same criteria to the cover page template rule, if
necessary. Otherwise, just leave All selected for speaker, business entity, and work type, and
the cover page template will be used for any fax distribution for which there is not a more
specific fax cover page.
To activate this feature:
1
Log in to EMon.
2
From the Tools drop-down menu, select Application Features.
The Application Features dialog appears.
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3
Click Fax Cover Page Management.
Note: Enabling this feature will also allow you to manage a separate fax template in
your distribution templates. See Sharing print and fax templates on page 277.
4
Click OK. (This change will not take effect until you log out of EMon and log back in.)
Note: Do not confuse this feature with Batch distribution, which allows you to set
times at which all printing and faxing will be done. This feature simply sends faxes
in groups with a single cover page in either continuous or batch mode.
Max pages per group
You can also determine the maximum number of pages that will be included in each group of
faxes. For instance, if you leave the maximum at 30 (the default), then 30 pages at most will
be included under a single cover page, and a new group will be started for any pages over 30.
Note that this number is the maximum number that can be sent in a group, but not a required
number for a group to be sent. The application only works on documents that are in the queue
at the same time, and will not wait until the maximum number of pages are in a group before
sending it.
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If the next report exceeds the number of available pages left in the group, a new group with its
own cover page will be started. For instance, if you have 27 pages in the group, and the next
report is five pages long, a new group will be started.
This field is configured when you create your EDT/Fax.
Note: The ‘Extended Application Properties Management’ option in the Application
Features dialog must be activated in order to configure Max pages per group.
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Monitoring your Distributed Documents
This section provides brief overviews of the methods EMon provides to keep track of your
distributions.
Viewing the history of a distributed document
Through the Dictation and Distribution tabs you can view the transmission history for a
dictation. The information available from this field will tell you how a document was distributed,
whether or not a job is in the queue and still awaiting transmission, what distribution rule was
used for transmission, the document’s status, and who the recipient was. See Viewing History
Information of a Distributed Document on page 255.
Searching the Distribution tab
The Distribution tab allows you to monitor and manage the distribution process across the
print, fax, and email interfaces. You can search for documents in any phase of the distribution
process, and, once located, you can perform a variety of actions, such as redistributing
documents, or creating new distributions based on documents that had previously failed. For
more information, see Distribution Tab Options on page 249.
Print and fax transmission status types
Print and fax status types are assigned to all documents that are printed or faxed using EDT/
Print and EDT/Fax. Each status type describes the current state of the print or fax attempt.
These statuses appear in the Dictation History dialog (see Viewing History Information of a
Distributed Document on page 255).
Print status types
The following table includes the possible status types of print transmissions.
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STATUS TYPE
DESCRIPTION
Ready to Transmit
The document has been submitted for distribution, and is waiting
for the appropriate EDT to send it to the transfer location
specified in EMon under the EDT properties in the Application
tab.
Ready to Print
The document has been picked up by the EDT and is in the
transfer location waiting for PrintScript to send it to the printer.
Completed
The document has been printed successfully, and the printed
status was returned by the EDT.
Attempting to Cancel
The user has requested that the transmission be cancelled, but
the job has already been downloaded to the Distribution server. A
cancel request has been sent to the Distribution server that may
or may not be successful in actually cancelling the job before it
completes.
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Fax status types
The following table includes the possible status types of fax transmissions.
STATUS TYPE
DESCRIPTION
Ready to Render
The document has been picked up by the EDT and downloaded
to the Distribution server for conversion to a tif file. This status is
equivalent to Ready to Print (for print jobs).
Ready to Group
The document has been rendered, but is waiting for other jobs
with which it will be grouped. After rendering, the Distribution
Manager waits for information from the servlet as to which
documents should be grouped together (same fax number, same
recipient). They may also be awaiting the generation and printing
of a cover page.
Ready to Fax
Fax has been received by the Fax Server.
Fax Scheduled
Fax has been queued for transmission based on the priority level
of the dictation.
Fax Busy
Fax failed, the last error received was “busy”.
No Fax Tone
Fax failed, the last error received was “no fax tone on the
receiving line”.
No Fax Answer
Fax failed, the last error received was “no answer on the
receiving line”.
Fax Failed
Fax failed, the last error received was “unknown”.
Fax Completed
Fax was completed successfully.
Attempting to Cancel
The user has requested that the transmission be cancelled, but
the job has already been downloaded to the Distribution server. A
cancel request has been sent to the Distribution server that may
or may not be successful in actually cancelling the job before it
completes.
eAlerts
eAlerts are email reports sent to a specified set of people through an email distribution list.
eAlerts are used to monitor your system, let you know of any downtime, backlog, and/or daily
occurrences so you can better manage your transcription workflow. There are two types of
eAlerts - configurable and standard. Configurable eAlerts are set up through the eAlert Rules
wizard in EMon. Standard eAlerts are subscribed to by contacting your
Dragon Medical 360 | eScription Support representative.
There are two standard eAlerts relating to printing and faxing:
•
Immediate fax status- Notifies you when a fax fails. This alert allows you to work to
correct a problem immediately.
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•
PrintScript alert - notifies you when PrintScript could not print due to an error with the
printer device. This information includes the name of the printer that is experiencing the
problem, the printer status, and information on the number of jobs waiting to print to
the specified printer, as well as how long the documents have been queued to be
printed.
For faxing, you can also create a configurable eAlert through EMon to request a daily summary
of all faxing done. This Fax Distribution Daily Summary provides a summary of all faxing
activity from the previous day, including status information.
For more information on print and fax eAlerts, see eAlerts in Chapter 12 on page 557.
EDT queue
EMon tracks the task queue for each EDT. When you click the Queue button at the bottom of
the Application tab in EMon, three sections of dictations appear:
Backlog X dictation(s).
This upper section contains a list of X dictations, where X is the total number of
dictations currently backlogged.
Currently processing X dictation(s).
This middle section contains a list of X dictations, where X is the total number of
dictations currently being processed.
X dictation(s) recently completed.
This lower section contains a list of X dictations, where X is the total number of
dictations recently completed. (To set how many days of data is displayed, go to Tools>
Options, and set Days History.)
See Viewing an EDT’s Queue in Chapter 9 on page 391 for more information.
Connectivity rules
Connectivity rules allow you to define condition triggers for determining when alerts (via email)
for various EDT interface behaviors should be sent. Through the connectivity rules functionality
in EMon, you can view, create, edit, and delete triggers for several condition types. For
example, you can define a rule that will send an email when there has been no contact with the
EDT/Print application for 30 minutes, or when there have been more than 3 failed transmissions
in 60 minutes.
The following options are available for defining an email alert:
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
When there has been no contact with the application in ___ minutes. When
checked, an email will be sent whenever the amount of time you specify passes
without contact from the application.

When there have been less than ___ data transmissions in ___ minutes.
When checked, specify a value for the number of data transmissions and a value
for the number of minutes. An email alert will be sent whenever fewer data
transmissions than the value you specified occur within the number of minutes you
specified.
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When there have been more than ___ failed transmissions in ___
minutes. When checked, specify a value for the number of failed transmissions
and a value for the number of minutes. An email alert will be sent whenever more
than the number of failed transmissions you specified occurs within the number of
minutes you specified.
You can also specify when emails should be sent and when they should not be sent. For more
information, see Chapter 9: Managing Applications on page 357.
Log files
PrintScript and FaxScript both generate logs of the documents being processed, allowing you to
visually check the printing and faxing folders to see if they are receiving files in preparation for
PrintScript to send them to the final distribution target. See the PrintScript User Guide for
extensive information on viewing log files.
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Managing Distribution Templates
A distribution template is a document with a pre-designed, customized format and structure for
printing and faxing that is ready to be filled in with the appropriate fields. Distribution
templates incorporate document layout elements, such as graphics and text blocks, that are
specific to your institution. In EMon, you can manage your templates through the Template
Manager dialog, accessible from the Tools menu.
Note: Distribution templates are only necessary if you use our PrintScript or FaxScript
applications for your printing or faxing.
Note: Your institution may also use distribution templates for your text, Cerner HotSpot,
and status interfaces, but these are generally configured during your system setup. See
Testing EDT/Text Templates on page 300 for information on testing text templates before golive.
The workflow for creating and using a distribution template is as follows:
Create the template.
The newly-created template is considered Unreleased (cannot be used in Production). Test the
template to make sure merge fields are positioned correctly and that headers and footers appear
where they should.
Release the template to production (requires that it first be tested).
Configure a template rule (or more than one) to define which dictations should use the template
when distributed.
The template is used by distribution rules (or distributions triggered manually) according to the
template rules that have been created.
Tips for using templates
The following information provides some helpful tips for working with templates. We
recommended paying extra attention to naming, organizing, and testing your templates.
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Use as few distribution templates as possible. If possible, use a master template for the
majority of documents in your system. This will allow easy management and will require
less work if changes need to be made.
Set up a default template whose rule applies to All. We recommend a default template,
in case a document is not caught by any other template rule. When creating a default
template, don’t include any fields you would not want included on certain work types.
Determine if you will be combining faxing and printing templates into one, or if you will
be using separate fax and print templates. See Sharing print and fax templates on
page 277.
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3
4
5
•
•
•
•
•
•
•
When naming templates, identify the type of distribution the template applies to, e.g.,
print, along with the work type. If a template has something unique about it, include
that in the name.
When creating a new template, we recommend that you copy an existing template and
modify as needed. This will save you time.
When testing new or edited templates, we recommend performing a variety of viewing
and printing tests using a variety of dictations.
Prior to testing a template, we recommend picking dictations similar to what the
template will actually be applied to.
When modifying a template, add a detailed note stating exactly what was modified.
When setting up header and footer information in templates, we recommend using
tables to allow easy organization and movement of merge fields.
Template rules are applied according to the most specific rules. For instance, if you had
a template for office notes by a specific speaker, a rule that specified the correct work
type and speaker would be used before a rule that only specified the correct work type.
Sharing print and fax templates
If you use the same template for printing and faxing, but need your fax distributions to be sent
with a cover page, you can create one distribution template that can be used for both printing
and faxing, and a separate fax cover page template. When the template is used with a fax, the
system will search for a separate cover page template to send with it.
IMPORTANT! Pre-V8 users with templates that already have a cover page should check the
Has Cover Page box in the Properties dialog of those templates to avoid sending out two
cover pages. If the system sends out a fax using a template with that box checked, it will
not search for a separate fax cover page template to send with it.
To share print and fax templates, you need to:
•
Make sure that Fax Cover Page Management is enabled in the Application Features
dialog.
Note: Enabling Fax Cover Page Management will also enable the single cover page
for multiple faxing feature. This feature will not affect your workflow unless you use
batch faxing. See Single cover page for multiple faxes on page 268.
•
•
•
Create the distribution template that will be used for printing and faxing. Leave the Has
Cover Page check box unchecked.
Assign a template rule for printing and a template rule for faxing to the template. (When
creating the rules, you should leave Normal selected in the Template Type drop-down.)
Create a separate fax cover page template. Leave the Has Cover Page box unchecked.
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•
Assign a template rule with an Application type of Fax and a Template Type of Fax Cover
Page to the cover page template. (If your normal distribution template uses specific
criteria for speaker, work type, and or business entity, and the cover page needs to be
specific to that criteria, you can select it from the appropriate drop-downs.)
Note: You can create a default cover page template that will be used for any fax
distribution for which there is not a more specific fax cover page. Just leave All
selected for speaker, business entity, and work type.
When a fax is sent using the normal distribution template, the system will send the fax cover
page template with it.
Creating a distribution template
A new distribution template can be easily created through the Template Manager in EMon. To
create a template, follow the steps below.
Steps:
1
From the Tools Menu, select Templates> Distribution.
The Template Manager dialog appears.
2
Click New.
The New Template dialog appears.
Note: If Fax Cover Page Management is not enabled, the Has Cover Page check
box will not appear. This check box is for institutions that have legacy templates
(created pre-version 8) that include a fax cover page, and have since created a
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separate fax cover page template for newer fax templates. This check box prevents
FaxScript from printing two cover pages for those legacy templates. Usually, you
should leave this box unchecked. See Sharing print and fax templates on page 277
3
Enter a description for the template following your institution’s naming conventions.
See Tips for using templates on page 276 for more information on naming templates.
4
Click OK.
A new, blank template opens in Microsoft Word.
5
Using the options available from the Edit Template toolbar, create the template by
inserting the appropriate text, merge fields, and formatting elements. For descriptions
of the settings available from the Template Manager toolbar, see below.
Edit Template toolbar
6
To save the template, click Save. To save and test the template, click Save/Test (see
Testing a distribution template on page 288). You must test the template before it can
be released for use.
Note: If the template exceeds 1.5 MB in size, a warning will appear to let you know
that templates of this size can have an adverse affect on performance.
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Edit Template toolbar options
The following options appear on the Edit Template toolbar.
Close
Select to close the active document and return to the Template Manager.
Save
Select to automatically save the active document, and close Microsoft Word.
Save/Test
Select to save the document and immediately enter test mode. See Testing a
distribution template on page 288 for more information. A template must be tested
before it can be released.
Orphan Lines
Use to control the minimum number of lines of text that appear on the last page. See
Using control fields on page 282 for more information.
Insert Merge Field
Select to insert a merge field. A merge field is a line of code that inserts specific
information, such as patient name, speaker name, or procedure date, from a data
source. When a document containing merge fields is distributed, the merge field code is
replaced with the corresponding data. See below for more information.
Merge Field Definitions
Select to view definitions for and/or insert the available merge fields. See below for
more information.
Using merge fields
Merge fields are used in distribution templates as a placeholder for information that changes
from dictation to dictation (e.g., admit date, signing clinician, document text, etc.). You insert
merge fields into a template to specify what information you want pulled into a document
during distribution and where you want it to go. During distribution, the merge fields are
replaced with the corresponding information particular to each dictation. For example, almost
every template will include some version of the document text merge field. You insert the
document text merge field into the document so that it specifies where the document text
should be inserted, and during distribution, the text is retrieved and placed appropriately in the
document.
Inserting a merge field
There are two ways to insert a merge field into a template: using Insert Merge Field or using
Merge Field Definitions. The Insert Merge Field option is useful when you know exactly what
you merge field you are looking for. The Merge Field Definitions option is useful when you want
to browse all of the merge fields available, and view definitions of each one. It is also useful if
you will be inserting multiple merge fields, as you can leave the dialog open while working.
Using the Insert Merge Field option:
1
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Place the cursor at the position where you would like the field to be inserted.
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From the Edit Template toolbar, click Insert Merge Field.
A menu with different categories appears (e.g., CC, Clinician, etc.).
Note: The merge fields lists available are configured by your institution during
system installation.
3
Select the category that contains the merge field you want to insert.
A fly-out menu that lists all of the merge fields in that category appears.
4
Select the merge field you want to insert into the template.
The code for the selected field is inserted at the position you specified in Step 1.
Tip: Use the ALT+F9 shortcut to toggle between the merge field code and a simpler
text description of the field. Be aware that control field tags will not be displayed in
the simplified, text view.
Tip: If you are unsure what a particular merge field will insert, use the Merge Field
Definitions option to view a description.
Using the Merge Field Definitions option:
1
Place the cursor at the position where you would like the field to be inserted.
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2
From the Edit Template toolbar, click Merge Field Definitions.
The Merge Field Definitions dialog appears. This dialog lists all of the merge fields
available to your institution, and displays the definition of any merge field you select.
3
Select the merge field you want to view a definition for and/or insert.
The definition is displayed in the Definition pane.
4
To insert the merge field, click Insert Selected Merge Field.
The code for the selected field is inserted at the position you specified in Step 1.
The Merge Field Definitions dialog will remain open in the background, so you can
continue to use it to insert merge fields.
Tip: Use the ALT+F9 shortcut to toggle between the merge field code and a simpler
text description of the field. Be aware that control field tags will not be displayed in
the simplified, text view.
Using control fields
Control fields tell PrintScript how to handle blocks of text within a document and at the end of a
document. For instance, you can insert a control field into your template to prevent the final
page of a document from consisting only of the physician’s signature and the CCs. The control
field will force a designated number of lines of text to appear on the last page.
PrintScript supports the following control fields to help you control text breaks within your
documents:
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KEEPLINESABOVETOGETHER
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KEEPENDTOGETHER
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MINIMUMLINESONLASTPAGE
Note: Control fields can only be tested when a document is printed or faxed through
PrintScript. Visual tests and local printing will show the text of the control field.
KEEPLINESABOVETOGETHER
KEEPLINESABOVETOGETHER allows you to specify a range of lines that should always be
printed on the same page.
The format of the field is: {SET KEEPLINESABOVETOGETHER N \* MERGEFORMAT},
where N is the number of lines above the control field that are to be kept together. For
example, for a document containing the following text and control fields:
This is a sample line of text in a dictation.
This line of text should always be kept with the line above it.
{SET KEEPLINESABOVETOGETHER 2 \* MERGEFORMAT}
As dictated by STEVEN M. HEIFETZ, MD
PrintScript will keep the first two lines together on the same page. In cases where they would
appear on different pages, a page break would be inserted before the first line, so that the lines
that are specified to be kept together would not be separated onto different pages.
KEEPENDTOGETHER
KEEPENDTOGETHER lets you designate a section of text at the end of a document that should
always appear on the same page. There can be only one instance of KEEPENDTOGETHER in a
document, and all text that comes after the field is specified to be printed on the same page.
The format of the field is: {SET KEEPENDTOGETHER \* MERGEFORMAT}. As an example,
for a document containing the following text and control fields:
D: 06/13/2010 16:16 T: 06/14/2010 13:51
Document: E6757677MT: tt
{SET KEEPENDTOGETHER \* MERGEFORMAT}
CC:
Ingrid Abols Mantyh MD
Mpls Clinic Of Neurology
160 Gould St
Needham, MA 02494
PrintScript will keep all of the CC text together on a single page. In cases where the text would
not appear on the same page, a page break would be inserted just before the field's position in
the document. In cases where there is too much text after the field to fit on a single page, no
additional page breaks would be inserted.
MINIMUMLINESONLASTPAGE
MINIMUMLINESONLASTPAGE is used to specify the minimum number of lines that should
appear on the last page of a printed document. For instance, you could put a
MINIMUMLINESONLASTPAGE tag with a value of 10 into a template so that when a document
that uses that template is distributed, there are always at least 10 lines of text on the last page.
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The format of the field is: {SET MINIMUMLINESONLASTPAGE N \* MERGEFORMAT},
where N is the minimum number of lines that should appear on the final page of a printout. For
example, for a document containing the following text and control fields:
D: 06/13/2010 16:16 T: 06/14/2010 13:51
Document: E6757677MT: tt
{SET MINIMUMLINESONLASTPAGE 3 *\ MERGEFORMAT}
PrintScript will make sure that there are a minimum of 3 lines of text on the last page of the
printed document. If the text would not appear on the same page, a page break would be
inserted.
MINIMUMLINESONLASTPAGE will automatically handle header/footer size, i.e., you do not have
to add lines to accommodate the size of the header or footer. This field also does not require
placement at a specific spot in the document. To update the number in the
MINIMUMLINESONLASTPAGE tag, right-click on the tag, choose “update field”, make the
change, and then save the document.
Inserting control field tags into a template
There are two methods for inserting a control field into a template. You can use the Insert
Control Field menu option (recommended), which creates the tag for you based on data you
specify (if necessary), or you can manually create the tag (see Steps for manually entering
control fields: on page 286).
Steps for using the menu option:
1
Place your cursor at the appropriate place in the template, depending on which tag you
are inserting.
2
Click Insert Control Field from the Edit Template toolbar.
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3
Select the tag you want to insert.
If you select KEEPLINESABOVETOGETHER, the following dialog appears. Enter a
value for the number of lines that will be kept together on the same page, above the
field.
If you select KEEPENDTOGETHER, the tag will be inserted into the template. All the
text that comes after the tag will be printed on the same page.
If you select MINIMUMLINESONLASTPAGE, the following dialog appears. Enter a
value for the minimum number of lines you want to appear on the last page of the
document.
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4
Click OK.
Steps for manually entering control fields:
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In the template, place your cursor where you want to insert the control field.
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Open the Insert menu and select Field.
The Field dialog appears.
3
Select Set from the Field names list.
4
Click the Field Codes button.
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5
In the Field codes text box that appears, type the name of the tag you want to insert,
along with any necessary values.
For example, if you want three lines on the last page, type
MINIMUMLASTLINESONPAGE 3.
See Using control fields on page 282 for more information.
6
Click OK.
The MINIMUMLINESONLASTPAGE tag will appear in the document, as shown below.
Note: The tags will not display if you are viewing the simplified merge fields (using
ALT+F9). If this is the case, press ALT+F9 again to view the tags.
Testing a distribution template
Every template has one of two states: Released or Unreleased.
See Testing EDT/Text Templates on page 300 for information on testing text templates.
•
•
A Released template is ready to be used for distribution.
An Unreleased template has not been tested, and is not available for use. It can only
be edited and viewed through the Template Manager.
After you have created or edited a template, it is labeled Unreleased. You must test it before it
will be labeled Released and be available for use.
Note: A new template should be tested thoroughly before it is released to production.
Specifically, make sure that all merge fields are positioned correctly and consider how the
headers/footers will appear on odd and even pages. We recommend performing multiple
tests using a variety of dictations which the template will be applied to.
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Steps:
1
Open the Template Manager (Tools> Templates> Distribution) and select the
template that you would like to test. Click Test.
OR
With the template open, select Save/Test from the Edit Template toolbar.
The Testing Template dialog appears.
2
Using the drop-down boxes, select the criteria for a dictation that is suitable to use for
testing. (Ideally, the dictation will match the criteria of those that will be used with the
template.) Click Search.
Dictations that meet the criteria you entered are displayed.
3
From the search results, select the template you wish to test.
Tip: To view the content of the dictation to make sure that it is appropriate for
testing purposes, click View.
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4
You can perform a visual and/or a print test. (Note that you only need to perform one
or the other in order for the template to be released.)
Click Visual Test to open the dictation in Microsoft Word and verify that the displayed
text looks correct.
Click Print Test to print the dictation using the template. Select a printer. Once the
document is printed, verify that everything looks correct. If your institution’s printers
are filtered by business entity, only those printers associated with the dictation’s
business entity will be available for selection (see Managing distribution targets in
Chapter 10 on page 482 for more information).
Note: If you notice a problem with either test, click Edit to open the template.
Correct the problem(s). When you have finished editing the document, repeat the
test process.
5
Once the print and visual tests have been completed, click Release to make the
template available for use.
Note: The Release button is enabled once you perform either a visual or print test.
The Comment dialog appears.
6
Enter a comment describing what changes were made. If this is a new template, simply
enter Created.
7
Click OK.
The template is now released and ready for use in distribution. In order for the
template to be used, you need to assign template rules.
Note: If the template exceeds 1.5 MB in size, a warning will appear to let you know
that templates of this size can have an adverse affect on performance. You can
select ‘Yes’ to release the template anyway, and the template will be released. If you
choose ‘No’, the template remains unreleased.
Assigning rules
Template rules define when a template is used. They allow you to specify the types of dictations
and distributions that should use the template. You can specify the dictation type using
speaker, work type, business entity, or any combination of the three. You specify the
distribution type by picking print, fax, status, or text. When a dictation that meets the criteria
of a template rule is distributed, the template associated with the rule is used. For example,
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you could create a rule for business entity X with the distribution type of print, so that
whenever a document associated with business entity X is printed, the template associated with
the rule is used.
Note: You can also use template class to define the criteria of a template rule, but this field
is rarely used (see Template Class on page 293).
A template can have multiple template rules associated with it. If you are using one template
for printing and faxing, then you will need one rule for printing and one for faxing.
Note: You can only create template rules for released templates.
To create a template rule:
1
Open the Template Manager (Tools> Templates> Distribution).
2
Select the template to which you want to apply a rule.
3
Click Rules.
The Template Rules window appears, displaying all of the rules that have been specified
for the selected template.
4
Click New to create a new template rule. The Rule Properties window appears.
5
Specify the type of dictations the rule applies to using speaker, business entity, and/or
work type. Specify the type of distribution using the Application drop-down. For
complete descriptions of the settings available from the Rule Properties dialog, see
below.
Note: Two template rules cannot have identical criteria. If you define a rule with
criteria identical to an existing rule, the system will warn you and you will need to
choose which rule will use that criteria.
Note: Usually you will leave Template Type as Normal, but there are instances in
which you need to change it (see below).
6
Click OK.
The rule is now assigned to the template. Any documents that match the rule criteria
will be formatted using this template when they are distributed.
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Template Rule Properties dialog
Below are descriptions of the settings available from the Rule Properties dialog.
Note: You cannot create two template rules with identical criteria.
Template
Displays the template to which the rule is being added. If you are adding a rule from
Action> All Rules> New, you can select a different template from this drop-down. If you
are adding a rule from a template (i.e., by selecting a template and clicking Rules), you
cannot select a different template.
Application
Select the type of distribution that can be used to distribute the template. If the
documents using the template will be distributed via printing, select Print. If they will
be distributed by fax, select Fax. The Text and Status application values are used for
electronic distributions from the EditScript server into an electronic repository or a
deficiency system. These interfaces are usually configured by a
Dragon Medical 360 | eScription Installation Programmer, and therefore, most users
will only need to use the Print or Fax application values. Choose HotSpot if the
documents using the template will be distributed back to Cerner.
Note: You can create more than one rule for a template, so if the template will be
used for both print and fax distribution, you can create a rule for each.
Template Type
Select the template type from the four available options.

Normal is the typical setting for most templates. Select this type if the template is
a standard document template.

Address Page is the setting for a template that can be used to print an envelope
with address information on it, to go with a copy of the dictation. This is used in
conjunction with the Print Envelope check box (see Adding a print target on
page 260).

Internal templates are used when an institution has an interface to an electronic
medical records system that accepts formatted content.
Note: These templates are usually configured during system setup.
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
Fax Cover Page is used to designate a fax cover page template. You must select
this type for any fax cover page template you create in order for it to be sent with
fax distributions. When a distribution template is used to send a fax, the system
looks for a corresponding template with a template type of Fax Cover Page to send
with it. See Sharing print and fax templates on page 277 for more information.
Note: This option will not appear unless Fax Cover Page Management is
enabled in the Application Features dialog.
Note: If a fax is sent using a distribution template for which Has Cover Page is
checked, the system will not look for a cover page template to send with it.
Speaker, Work Type, Business Entity
Use any combination of these three options to specify the types of dictations the
template applies to. Note that templates are used according to the most specific rules.
For example, if you had a template with a rule for a specific speaker and work type, and
another template with a rule for only that work type, a dictation from the speaker and
work type would use the first template (even though its work type also matches the
rule of the second template).
Note: You can create more than one rule for a template, so if, for example, the
template will be used for two speakers, create two rules.
Template Class
The template class field is used in order to identify the distribution template that should
be used to distribute a document when either 1) the available distribution template rule
filters are not sufficient or 2) the exact same filters are needed for more than one
distribution template rule. Usually this field is required because of the configuration of
your distribution rules (see examples below). For more information on distribution
rules, see Specify Recipient Information on page 213.
Note: This field is only necessary for institutions with very complex distribution
workflows. The majority of users should leave this field blank.
There are more filters available for defining distribution rules than distribution template
rules. You can use speaker, business entity, and work type for distribution template
rules, but distribution rules offer these filters, as well as others (e.g., patient type,
patient class, signing clinician, etc.). If a distribution rule uses filters that are not
available for distribution template rules, you can assign the same template class to the
template rule and the appropriate recipient type(s) of the distribution rule, and the
correct distribution template will be used when distributing the document.
For example, you may create the following two distribution rules that use business
entity and patient location as filters:

Rule 1 prints dictations from business entity A with a patient location of floor 3.

Rule 2 prints dictations from business entity A with a patient location of ER.
Documents from floor 3 use a different print template than documents from the ER.
Distribution template rules do not offer patient location as a filter, and in this case, you
cannot identify the template that should be used based on business entity alone. In
order to identify the template that should be used for each rule, you must use the
template class field. You would assign a different template class to each of the two
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distribution template rules (which would use business entity A as a filter), and you
would assign the correct template class to the appropriate recipient type(s) for each of
the corresponding distribution rules.
You may also need to use the template class field when you need to distribute a
document using the same distribution type (e.g., print) to more than one recipient
type, with each recipient requiring different distribution templates.
For example, you may create a distribution rule that prints dictations from business
entity A. You define multiple recipients for the rule (e.g., medical records, attending
physician), and each of these recipients wants the document printed to them, but they
each demand a different print template. You can only create one distribution template
rule that uses business entity A as a filter, so you must use the template class to
distinguish each of the necessary distribution template rules. In the recipient type
properties in the distribution rule, you assign the appropriate template class. To create
and manage template classes, see Managing template classes in Chapter 10 on
page 471.
Viewing all available template rules
Follow the steps below to view all the template rules defined by your institution.
Steps:
1
2
Select All Rules from the Action menu.
The Template Rules dialog appears. You can view the properties of the template rules,
create a new rule, or delete rules. For more information on creating rules, see Assigning
rules on page 290.
Deleting a template rule
Follow the steps below to delete a distribution template rule.
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Steps:
1
2
Select the template whose rule(s) you want to delete, and click Rules.
The Template Rules dialog appears.
3
Select the rule(s) you want to delete, and click Delete.
4
Click Yes to delete the rule(s).
Editing a distribution template
The content and formatting of a template can be easily modified through the Template
Manager. To edit an existing template, follow the steps below.
Note: If you select a released template to edit, a new unreleased template will be created.
You can make changes to the unreleased template. Once you test it, you can release it, and
it will replace the older released version.
Steps:
1
2
Select the template you want to modify, then click Edit.
The template opens in Microsoft Word.
3
Using the options available from the Edit Template toolbar, edit the template. See Edit
Template toolbar options on page 280.
4
Click Save/Test to test and release the template (see Testing a distribution
template on page 288).
Note: You must test the template before it can be released. Once it is released,
there is only one copy of the template (i.e., it replaces the older released version).
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Deleting a distribution template
Follow the steps below to delete a distribution template.
Steps:
1
2
Select the dictation you wish to delete.
3
Select Delete from the Action menu.
4
5
Click Yes to delete the rule. To cancel the action, click No.
Note: A released template can only be deleted if there are no rules associated with
it. If there are associated rules, delete them first (see Deleting a template rule on
page 294).
Copying a distribution template
Follow the steps below to create a copy of an existing template. This is useful when you need to
create a template that is similar to an existing template.
Steps:
1
Select the template you wish to copy from the Template Manager window (Tools>
Templates> Distribution).
2
Select Copy from the Action menu.
The New Template dialog appears. By default, the name of the copied template will
appear with the words Copy of inserted at the beginning. You can enter a new
description for the template, or accept the default.
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3
Click OK.
The copy opens in Microsoft Word.
4
Using the options available from the Edit Template toolbar, edit the template. See Edit
Template toolbar options on page 280.
5
To save the template, click Save. To save and apply the new template to an actual
dictation for a preview, click Save/Test (see Testing a distribution template on
page 288).
Note: You must test the template before it can be released.
Viewing distribution template properties
To view or edit the properties of a template, follow the steps below.
Steps:
1
Select the template whose properties you wish to view or change from the Template
Manager (Tools> Templates> Distribution).
2
Click Properties.
The Description, Template ID number, Version, and date of last modification are
provided through the properties dialog.
3
Click OK, or press ALT+O to exit the dialog.
Importing a distribution template
Documents saved in rich text format (*.rtf) can be imported from your local computer into the
Template Manager. To import a .rtf document, follow the steps below.
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Steps:
1
From the Template Manager (Tools> Templates> Distribution), select Import from
the Action menu.
The Open dialog appears.
2
Locate the document that you want to import, and click Open.
The New Template dialog appears.
should leave this box unchecked. You should only check it if your template
contains a fax cover page. See Sharing print and fax templates on page 277 for more
information.
3
Specify a name for the template.
4
Click OK.
The template appears in the Template Manager dialog list. The template is labeled
unreleased. You must test it in order to release it (see Testing a distribution
template on page 288).
Viewing the history of a distribution template
Every released version of a template is saved. Use the History option to access older released
template versions in order to view them or to revert to one of them.
To view an older version:
1
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Select a released template from the Template Manager (Tools> Templates>
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Select History from the Action menu.
The Template History dialog appears with a list of each released version of the
template. Each entry in the list includes the comment that was entered by the person
who edited and released it.
3
Select the version you want to view and click View Template.
The template opens in Microsoft Word.
4
Click Close when done.
Note: You can also revert to an earlier version of the template (see below).
To revert to an older version:
1
Select a released template from the Template Manager (Tools> Templates>
Distribution).
2
Select History from the Action menu.
3
The Template History dialog appears (see above).
4
To revert to a previous version and make it the active version, select the template
version and click Revert.
Tip: To view a specific template version, select it and click View Template.
The Comment dialog appears.
5
Enter a comment explaining why you are reverting to this version of the template, and
click OK.
You are returned to the Template Manager and the version you selected is now the
active version of the template.
Note: When you revert to an older version of a template, a new version of the
template is created. The new version of the template is identical to the version that
is being reverted to, and it is set as the active version of the template. Therefore, if
you revert from version 3 to version 2, a version 4 will result which is identical to
version 2. No released versions are lost when a new version is created.
6
To exit the Template History dialog, click Close.
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Testing EDT/Text Templates
Typically, prior to your institution’s go-live, a Dragon Medical 360 | eScription Installation
Programmer creates EDT/Text templates (used for distributions to your EMR) based on
specifications that you provide. In order to make sure that these templates are formatted as
you like and expect, EMon provides the Outbound Interface Testing feature. This feature allows
you to send test distributions to your EMR using released EDT/Text templates. Once the
documents are in your EMR, you can validate that they look correct (i.e., that the templates
used meet your requirements).
After performing a test of a template, you indicate whether the template passed or failed. All of
your EDT/Text templates must pass before your institution can go-live.
Note: This feature is not used to test print and fax templates. You create and test print and
fax templates using the Template Manager. See Managing Distribution Templates on
page 276.
Note: Only released EDT/Text templates are available for testing.
Note: Cerner HotSpot template distribution testing is not supported. However, HotSpot
templates can be visually tested.
Follow the steps below to test an EDT/Text template.
Steps:
1
From the Tools menu, select Templates> Outbound Interface Testing.
The Outbound Template Validation dialog appears. All of your institution’s released
EDT/Text templates are automatically listed.
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2
Select a template from the list, and click Test.
The template testing dialog appears.
3
Click Search to look for dictations on which to test the templates. Or enter specific
search criteria using options from the Speaker, Work Type, Entity, or DictationID dropdown menus, then click Search.
4
To determine whether a dictation’s text is suitable for your testing, select it and click
View.
5
To determine whether a dictation’s properties are suitable for your testing, select it and
click Properties.
Note: If none of the available dictations are suitable for testing, you can create a
new document and use it to test. See Creating a document for testing EDT/Text
templates on page 302.
6
Select a dictation and click Distribute.
The Distribution Parameters dialog appears.
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7
If you want to send this distribution using an EDT/Text application, select EDT/Text. If
you want to send it using an EDT/Status application, select EDT/Status.
If you select EDT/Text, you have the option of entering a target in the Target field.
8
Click OK.
The Distribution Status dialog appears.
9
To check the status of the distribution, click Check Status.
The status is displayed. If the document has been distributed, the start and end time
also appear.
10
Once the status indicates that the document has been distributed, find the document in
your EMR and make sure that it meets your specifications.
11
If you are satisfied with the way the template formatted the document, click Success.
If not, click Failure.
The status of the template test is displayed in the Outbound Template Validation dialog.
If the test was successful, you do not need to do anything further with the template. If
it was not, the template needs to be adjusted and tested again.
Creating a document for testing EDT/Text templates
Because you will be testing prior to go-live, there may not be a sufficient number of dictations
in your system that would allow you to test all of your EDT/Text templates. For instance, a test
may require a dictation with a work type of radiology, and such a dictation may not yet exist in
the system. If this happens, you can create a “fake” dictation to use for testing.
Note: All dictations created this way will have a status of pending, and will remain in the
system, even after you have finished testing. You can find them in EMon by searching on
their properties (e.g., work type, patient, etc.). They can be used in the future for further
testing. However, you cannot search for these documents in the template testing dialog, as
they have a pending status.
Follow the steps below to create a dictation for testing.
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Steps:
1
From the template testing dialog, click New Document.
2
Click Yes.
A new document with default properties is created and listed in the dialog. This
document automatically has a status of pending.
3
Select the document, and click Properties.
4
Use the options in the Properties dialog to define the properties of the dictation. See
Viewing and editing dictation properties in Chapter 6 on page 168 for more information
on this dialog.
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5
Click Edit document.
A dialog appears, through which you can add text to the dictation.
Note: You can also edit the text of the document after you have finished in the
Properties dialog by clicking View from the template testing dialog.
6
Add text to the dictation as necessary, then click Save Text.
You are returned to the Properties dialog.
7
Click Save.
The new document is now available for testing. Follow the steps under Testing EDT/
Text Templates on page 300, starting with step 6.
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Managing Pended
Documents
Through EMon you can set up validation rules
for your system. These rules run when a
specified event occurs and will test a dictation
for certain conditions, such as No patient visit
selected or Document contains four or more
blanks. If the dictation fails the test, it will be
automatically pended and put in the pending
queue.
To manage and resolve pended documents,
you can use EMon’s Message tab. The
Message tab provides information on why a
document was pended, and lets you resolve
the problem and distribute the document
through the dictation’s Properties dialog.
New in version 10, EMon provides support for
configuring custom, pre-defined pending
criteria, which MTs can attach to documents
while working in EditScript MT. Pended
documents can then be automatically routed
to specific reviewers based on the reason(s)
the document is pended.
8

Configuring Validation Rules

Working with Pended Documents

Enhanced Pending List
Management

Resolving Pending Reasons in
EMon

Routing via eScriptionist
Aggregation Security Groups
This chapter explains how to configure
validation rules, resolve pended documents,
create standardized pending criteria, and
resolve pending reasons.
Note: You can also resolve pended
documents using EditScript MT. Generally,
EditScript MT is suited for correcting blanks
and problems in the body of the document,
whereas EMon is helpful for correcting
wrong or missing ADT information.
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Configuring Validation Rules
Validation rules are tests that run to determine whether a document should be pended. They
can be configured to run when a specific event occurs, e.g., when a transcriptionist completes a
transcription or when a document is modified in EMon or NetScript. If a document fails a
validation test, it is automatically pended and queued in the Message tab in EMon (see Working
with Pended Documents on page 318). Using the Validation Rules Wizard in EMon you can
easily create new rules and manage the rules that are currently in effect.
Creating a validation rule
Follow the steps below to create a new validation rule.
Steps:
1
From the Tools menu, select Validation Rules.
The Validation Rules dialog appears, displaying the current validation rules for your
institution.
2
The Validation Rules Wizard appears. This wizard contains multiple pages for
configuring a rule. Use Next or Back to navigate through the wizard.
3
Configure the available options, completing all required fields.
Validation Rules wizard
Use the Validation Rules wizard to configure validation rules for your system. You can specify
the event that causes the rule to run (e.g., when an MT uploads a dictation), the validation test
that is performed, as well as the types of dictations the rule applies to. This section describes
the screens that appear in the Validation Rules wizard.
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Choosing a trigger event
Use the Event Panel screen to name the rule and to specify when it should be run.
Validation rule name
Enter a name for the new validation rule.
This rule will be run:
Specify when the new rule will be run by selecting one of the available options.
Note: All of these options may not be available for your institution. To configure an
option that is not available, contact Dragon Medical 360 | eScription Support.

Select When dictation arrives to be transcribed to run the rule when a
dictation arrives on our system.

Select When eScriptionist completes a transcription to run the rule when a
document has been uploaded in EditScript MT.

Select When document is electronically signed to run the rule when a
document is electronically signed by the signing clinician in NetScript.

Select When a document is Modified in EMon or NetScript to run the rule
when a document’s text is modified. Note that changes to a document’s properties
do not qualify as modifications.

Select When there is an outbound text, deficiency, print, fax or email
distribution from eScription to run the rule when a dictation has been
distributed through the system automatically or ad-hoc.

Select When a document is distributed to be electronically signed to run the
rule before a document is placed in a queue for electronic signature.
If your institution is using ‘Distribute though Pended’ rules, please see Distributing
pended documents in Chapter 7 on page 234 for additional information that may
affect pending.
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Selecting validation rule criteria
Use the Validation Rule Criteria screen to select the criteria (if any) to be used in specifying
which dictations the rule applies to.
All Dictations
Select to apply the new rule to all dictations.
Dictations that match these criteria
Select to apply the rule only to the dictations that match the selected criteria. For
instance, when Work Type, Business Entity, and Priority are checked, the new rule will
only be applied to dictations containing the work types, business entities, and priorities
that match the values you specify in the following screens.
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Filtering criteria
A filter screen will appear for each criteria you select. Filter screens allow you to specify the
values of each criteria (e.g., the specific work types the rule applies to). The filter screens
follow the same format for all the criteria, with the exception of the priority filter (see
below).
Only these
When selected, the rule will run only when the selected values match a dictation. Use
this option to make a small number of selections from a larger list.
All except these
When selected, the rule will run only when the selected values do NOT match a
dictation. Use this option when you want to include the majority of the list, with only a
few exceptions.
Creating a priority filter
The priority filter screen appears as shown below. You can specify that the rule applies to
dictations with priorities higher than or lower than (or equal to) a specific number.
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Note: The lower the number, the more urgent the priority. For example, specifying lessthan or equal-to 10 will apply the rule to the highest priority dictations.
Validation Snippet screen
Use the Validation Snippet screen to select the snippet(s) that should be used with the rule.
A validation snippet is a predefined test condition that determines when a document will be
automatically pended. Select the conditions you want the new rule to test for. See Validation
snippets on page 312 for descriptions of the available snippets.
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Rule Confirmation
The Validation Rule Confirmation page displays a summary of the new rule. To modify any
settings before creating the rule, click the Back button.
Modifying a validation rule
Follow the steps below to modify a validation rule.
Steps:
1
The Validation Rules dialog appears.
2
Select the rule you would like to modify.
3
With the rule highlighted, select the Edit button or press ALT+E.
The Validation Rules Wizard appears. This wizard contains multiple pages for
configuring a rule. Use Next or Back to navigate through the wizard.
4
Copying a validation rule
Use the copy option if you want to create a new rule that is similar to an existing rule, but do
not want to create it from scratch.
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Steps:
1
2
Select the rule you would like to copy.
3
With the rule highlighted, select the Copy button or press ALT+C.
The Validation Rules Wizard appears. In the name field, the name of the rule contains
the words “Copy of” in front of it. Enter a new name for the rule. Use Next or Back to
navigate through the wizard.
4
Deleting a validation rule
Follow the steps below to delete a validation rule.
Steps:
1
2
Select the rule you would like to delete.
3
With the rule highlighted, select Delete or press ALT+L.
4
To continue and delete the selected rule, click Yes. To cancel the operation, click No.
Validation snippets
When creating a validation rule, you must select from a list of predefined test conditions that
determine whether a document will be automatically pended. These test conditions, called
validation snippets, are described below.
Note: Not all validation snippets will be appropriate for your institution’s workflow and
business entity/work type configurations.
In the Validation Rule wizard, validation snippets are listed alphabetically. Below they have
been organized into the following categories:
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Patient

Work type and business entity
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Order

Clinician

Service date
Patient conditions
The Dragon Medical 360 | eScription system requires that patient records for your institution
contain non-blank, distinct medical record numbers. In the event that some or all of the patient
data is missing or unknown, we will automatically generate temporary numbers for MRNs and/
or account numbers (visit codes). For instance, if you provide a patient name but not an MRN
when transcribing a dictation, a patient record will be generated with a temporary MRN
consisting of the letter “T” and the dictation ID (T + DictationID). If you were to provide the
MRN but not a patient name, the system will search by the MRN and, if found, will automatically
link the dictation to the patient associated with that MRN. When the MRN cannot be found, a
new patient record will be generated with the MRN you provided and a name of “Person,
Unknown.” For more information on temporary numbers, see the EditScript MT User Guide.
Note: “T” is the default character used in temporary numbers. Your institution can request
to change this letter if it conflicts with existing medical record numbers.
The following snippets will pend a document if true:
No patient visit selected
Pends the document if no patient visit has been selected (‘null’ or ‘unknown’).
Patient account number is a temporary, system-generated value
Pends a document that has a temporary patient account number.
Patient is an unknown person
Pends the document if the patient is unknown or cannot be validated.
Medical Record Number (MRN) is a temporary, system-generated value
Pends a document that has a temporary Medical Record Number.
Medical Record Number (MRN) is unknown
Pends the document if the MRN is ‘Unknown’.
No Medical Record Number (MRN) selected
Pends the document if the MRN is an empty string (“ “).
Work type and business entities conditions
Business entity alternate code does not match the ADT Site Code (ignore null
values)
Pends the document if the business entity export code does not match the facility code
in the associated patient visit.
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Business entity alternate code does not match the ADT Site Code (pend if null)
Pends the document if the business entity export code does not match the facility code
in the associated patient visit.
The document will also pend if the business entity or export code or facility is not
defined.
Business entity / work type code has not been configured
This condition attempts to verify that the work type is appropriate and pends the
document if the business entity/work type import code is not appropriate or has not
been configured.
This is a good condition for sites where the EMR system expects a different code from
Dragon Medical 360 | eScription for each combination of work type and business entity
being sent.
Business entity export code has not been configured
Pends the document if the business entity alternate code is not appropriate or is not
configured.
This is a good condition for sites where the dictation information must be sent to a
medical report system with a business entity identifier that is different from the one
that is keyed-in to IntelliScript by the clinician.
No business entity selected
Pends the document if the business entity is unspecified.
Depending upon how your security groups are configured, documents without a
specified business entity may never be assigned to a transcriptionist work queue, which
would result in the document never being transcribed. This condition ensures that
every document is assigned a valid business entity. This condition should be utilized at
most if not all sites.
Work type ends with a ?
This is used in a workflow where the clinician enters one of just a few WT codes. The MT
then sees that the WT ends with a ? (entered by the clinician) and listens to the audio
and determines what WT it really is. The MTs make this WT selection from a larger WT
list.
This validation condition makes sure that they have done the reassignment, and pends
the document if it still contains a ‘?’ at the end of the work type(s).
Work type export code has not been configured
Pends the document if the work type alternate code is not appropriate or is not
configured.
Work type is unknown
Pends the document if the work type alternate code is not appropriate or is not
configured.
Work type has not been set by the transcriptionist
Pends the document if the work type ends with a ? or contains a ?.
Document text conditions
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Document text contains four or more blanks (5 underscores or more)
Pends the document if text within the document contains four or more blanks where
each blank is defined as 5 or more consecutive underscores.
Document text contains one or more blanks (5 underscores or more)
Pends the document if text within the document contains one or more blanks where
Document text contains three or more blanks (5 underscores or more)
Pends the document if text within the document contains three or more blanks where
Document text contains two or more blanks (5 underscores or more)
Pends the document if text within the document contains two or more blanks where
More than a specific amount of blanks found in document text
If your site screens for a customized number of blanks in document text, use this
condition to pend documents that have more than that specified number of blanks.
No text in document
Pends the document if it does not contain any text.
The document must be pended at least once
Pends the document only if it has not been pended by another condition. This condition
ensures that all documents pend at least once before being processed downstream in
the system.
The document text is always pended
Pends any document containing text. This is a per-business entity/work type condition.
Note: This condition should only be used with the following validation rule events:
When dictation arrives to be transcribed or When eScriptionist completes a
transcription. Using this condition in conjunction with any other event will block
documents from further processing downstream in the system.
Order conditions
Associated order has inappropriate status
Pends the dictation if the associated order is not appropriate to leave the system. Each
site defines what is an appropriate status.
Associated order has status marked as Complete
The order that the dictation is about has an order status that indicates it has already
been dictated on. This condition will pend the document if the status is marked as
Completed (i.e., dictated on).
This is a good condition for sites where order statuses are updated once the order is
dictated, and where the updated order status can be sent to
Dragon Medical 360 | eScription.
Associated orders have different order groups
Pends the document if the order(s) associated with it have different tests (chosen by
the transcriptionist) associated with them.
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Associated orders have incompatible status
Pends the document if the orders associated with it have different statuses. The
document cannot be sent until the statuses are the same.
No associated order selected
Pends the document if no order has been selected/associated with it.
There is already a dictation associated with that order number
This condition looks for any other non-abandoned, non-deleted dictation that shares
the same order number as the current dictation. If one is found, and the dictation date
is earlier than the current dictation, it pends the current dictation (unless it is an
amendment or addendum to the earlier dictation).
Clinician conditions
Neither dictating nor signing clinician have permission to sign
Pends the document if neither the dictating clinician nor signing clinician associated
with the document have permission to sign the document (member of a Clinician
(other) security group).
Neither dictating nor signing clinician have permission to E-sign
Pends the document if neither the signing nor the dictating clinician associated with the
document have permission to electronically sign the document (member of the Clinician
NetScript security group with permission to electronically sign in NetScript).
No attending physician selected
Pends the document if no attending physician has been selected.
No EMR specialty was selected
Pends the document if the speaker does not have a default EMR Specialty and No EMR
Specialty was selected for the dictation.
Signing physician is unknown
Pends the document if the signing physician is unknown or has not been selected. A
signing physician must be specified for all dictations.
Signing clinician field is empty or specifies someone without signing permission
Pends the document if the signing clinician field is empty or the signing clinician does
not have permission to electronically sign in NetScript (member of a Clinician NetScript
Permissions security group).
Speaker alternate code has not been configured
Pends the document if the alternate code for the speaker associated with the document
has not been configured.
Speaker is an unknown person
Pends the document if the speaker code associated with it cannot be validated.
Service date conditions
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Service date does not match visit admit and discharge dates
Pends the document if the service date (date of visit) does not match the visit admit
and discharge dates in the ADT.
Service date has not been entered
Pends the document if the service date field is blank.
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Working with Pended Documents
In EMon you can manage pended documents using the Message tab. The Message tab displays
that documents that are currently pended in your system, and allows you to resolve issues in
order to unpend the documents. You can filter the listed documents by business entity in order
to make it easier to find specific documents.
Note: You can also resolve pended documents using Pending List Management mode in
EditScript MT. Generally, EditScript MT is suited for correcting blanks and problems in the
body of the document, whereas EMon is helpful for correcting wrong or missing ADT
information.
There are two ways a document can be pended: automatically, by predefined validation tests
(see Configuring Validation Rules on page 306), or manually, by a transcriptionist in EditScript
MT. When a document is automatically pended, a message is attached to it and can be viewed
in the Problem Note column of the Message tab. When a document is manually pended, the
transcriptionist provides a reason for pending the document. That text also appears in the
Problem Note column.
If you are using Enhanced Pending List Management in version 10, see Enhanced Pending List
Management on page 321.
The Problem Note column displays the reason
why a document was pended.
Pending list statuses
Documents that appear in the Message tab will have one of the following statuses.
STATUS TYPE
DESCRIPTION
Pending
The document has been pended, either automatically (by a validation
rule) or manually (by the MT who edited the document).
Checked Out for QA
The document has been checked out in EditScript MT for Pending List
Management review.
Resolving pended documents
Follow the steps below to respond to and resolve messages in EMon.
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Note: The types of dictations you are able to ‘unpend’ depends on the permissions
associated with the Administrator EMon permissions group you belong to. There may be
dictations that you can view in the Message tab that you cannot resolve.
Steps:
1
From the Message tab, select the pended dictation you want to resolve.
2
Click the Respond button.
The Properties dialog for the selected dictation appears. The problem appears in the
Pending Note text box.
3
Resolve the problem with the document using the functionality available from the
Properties dialog (see Viewing and editing dictation properties in Chapter 6 on
page 168).
4
Use the Status drop-down to change the document’s status from pending.
5
Click Save to save the resolved document with its new status or Save/Distribute to save
and distribute the document (see Distribute Dictation(s) dialog in Chapter 7 on
page 243).
Example: Resolving a pended document
The following example shows how to resolve a dictation that has been auto-pended because of
an unknown patient.
Patient is an Unknown Person
Pended dictations with this problem note require you to add new patient information.
Note: If patient information is not available in EMon, you will need to consult the
medical records system at your institution to find the appropriate information.
To resolve this issue:
1
Open the Message tab in EMon.
2
Select a dictation whose Problem Note is Patient is an unknown person.
3
Click Respond.
4
In the Patient Information area of the screen, click the Change button.
The Patient Search dialog appears. (If necessary, click Clear to remove the existing
patient account number.)
5
Search for the patient by MRN (if available) or by last name. Select the correct patient
record for the dictation and click OK.
If the correct patient information cannot be located, and is not available from your medical
records system, you will need to add the patient (see below).
To add a patient:
1
Click Cancel to exit the Patient Search dialog.
2
Click the Advanced button in the Patient Information area of the screen.
3
Select the Create New Patient option.
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4
Fill in the fields for the new patient. Click Save.
The new patient will now be selected in the dialog. Click Next.
5
In the Reassign Visit dialog, decide whether to choose to keep the current visit, select
an existing visit, or create a new visit to assign to the patient. The new visit will also
become the patient visit associated with this dictation. Click Next.
6
In the Reassign an Order to the Patient/Visit dialog, decide whether to keep the current
order associated with the patient, select an existing order, or create a new order. The
new order will be associated with this dictation.
7
Click Finish.
8
In the Properties dialog, make any necessary changes to the dictation properties.
Remember to update the status in the Status drop-down menu.
9
Select Save/Distribute to transmit and/or print the document.
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Enhanced Pending List Management (EPLM) allows you to route pended documents directly to
the pending queues of the users who you want to work on them. Results are clean, streamlined
queues for both MTSOs and in-house PLM users. With EPLM configured, a user in pending list
management mode can be assured that everything in his/her queue is a document that should
be worked on; manually scanning the queue to find documents is no longer necessary.
Workflows
Before discussing the components and configuration for Enhanced Pending List Management,
see below for two basic workflows showing how the process can work for your institution.
Route by problem to MTSO or Customer
In this workflow, pended documents can be automatically sent to either the MTSO or the
customer based on the reason the document was pended.
For instance, all pended documents with issues relating to blanks, terminology, and poor audio
can be sent to the MTSO to work on, while all issues with missing patient registration
information go to in-house reviewers. If a document has issues belonging to both groups, you
can prioritize which group should get the document first.
Type of Issue
Blanks
Terminology
Poor audio
Patient Registration Missing
Service Date Missing
Any missed issues
Send to
Pend to MTSO
Pend to Customer
Default
To make this routing happen, all of the issues for the MTSO are put into a group that you create
and name, for example, ‘Pend to MTSO’. This group is then used as a filter in a security group.
The security group needs the permission to perform pending list management and its members
should be the reviewers from the MTSO. Similarly, all issues for the customer are grouped
together and used as a filter in a separate security group whose members are the customer’s
review staff. A third security group is also created for the Default group.
Route by problem to specialist
In the above workflow, all problems go to either the MTSO or the customer. An alternative
workflow is to route documents to users or groups of users who specialize in resolving
particular types of issues. For instance, you may have a few PLM users who excel at resolving
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questions on medical terminology. All documents with terminology issues can be configured to
go to these users. To route the documents, all issues relating to terminology are grouped
together and used as a filter in a security group.
Type of issue
Text contains 3 or more blanks
Send to
Handle Text Group
Poor audio
Missing audio
Handle Audio Group
Medical Terminology
Surgical Terminology
Handle Terminology
Group
Any missed items
Default
Overview of Enhanced Pending List Management components
In Enhanced Pending List Management, there are three major components that work together
to ensure your pended documents are sent to the right users:
Pending Reasons (PRs)
A pending reason is a unique reason for pending a document. In order for a document to
pend when the Enhanced Pending List Management feature is turned on, a pending reason
must be attached to it.
Pending reasons can be attached to a document by either:

the system - the system will attach a pending reason if a validation rule fires or if
some other system defined problem occurs (such as the MT did not listen to all the
audio in EditScript MT).

an EditScript MT or EMon user - EditScript MT and EMon users can attach custom
pending criteria that has been defined by EMon administrators. Once a pending
criteria is selected and attached to a document, that instance of the pending
criteria is known as a pending reason.
Pending Document Tasks (PDTs)
A pending document task represents a collection or group of pending criteria. It can be used
to restrict documents available to a security group. Members of that security group will see
documents pended for that PDT’s pending criteria.
Each billing group can define their own PDTs and associate pending criteria with them. For
example, the Dragon Medical 360 | eScription MTSO might define a PDT called ‘Handle Text’
and assign the following pending criteria to that PDT:
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
Unclear audio
When an MT uploads a document, the system assigns a PDT to it based on the pending
reason(s) attached to that document. For example, if a Dragon Medical 360 | eScription MT
attached an ‘Unclear Audio’ pending reason to a document, the system would assign the
‘Handle Text’ PDT to the document on upload.
Security Groups
Security groups are the final component involved in routing documents to reviewers based
on pending reasons. Administrators can now create security groups whose work queue is
restricted to documents tagged with a specific PDT. Continuing with the example above, an
EMon administrator would create an eScriptionist EditScript MT Security Group with
permission to manage the pending list and then select a new restriction called ‘Pended
Document Task’.
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The administrator would then add the ‘Handle Text’ PDT to the list of PDTs used as criteria
for that restriction:
Finally, a Dragon Medical 360 | eScription administrator would add the reviewers he or she
wants in that security group. When those reviewers request their work queue, the system
would filter the pended documents in the queue so that the reviewers would receive
documents tagged with the ‘Handle Text’ PDT.
Enabling Enhanced Pending List Management
This new functionality has been implemented as two separately selectable options in the
Application Features dialog (Tools menu> Application Features): Configure Enhanced
Pending List Management and Use Enhanced Pending List Management. The ‘Configure’
feature allows pending criteria and routing to be configured in EMon. The ‘Use’ feature allows
dictations to be pended (in EMon and EditScript MT) by creating pending reasons based on the
configured pending criteria. It is recommended that you first enable the ‘Configure’ feature so
that you can fully configure the pending criteria and routing before the feature is used to pend
dictations.
IMPORTANT! To enable the Use Enhanced Pending List Management option, you must also
have the Enhanced MT Review Feature enabled and the Assign Pended Dictation Owner
option disabled.
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Note: If these new options are not enabled, pending dictation management will function as
it does in version 9.
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Granting permission to manage pending criteria and pending
document tasks
There is a new security permission for controlling the management of the pending criteria and
pending document tasks used for pending dictation routing. This new permission, called
Manage Pending Document Tasks, can be assigned to non-MTSO EMon Administrators or
MTSO EMon Administrators, but grants slightly different permissions for each group, as
described below.
•
•
326
Non-MTSO EMon Administrator groups - Allows administrators to perform all tasks
that are required to set up and manage pending dictation routing using pending criteria
and pending document tasks. This includes the creation of both public (institution-wide)
and private (associated with a specific billing group) pending document tasks.
MTSO EMon Administrator groups - Allows MTSO administrators to create and
modify private pending document tasks for their MTSO billing group and assign pending
criteria to those pending document tasks. Does not allow creation or modification of
pending criteria. (See Pending document tasks on page 332 for more information.)
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Overall recommended order for configuring the components
Below is the recommended workflow order for setting up pending criteria, pending document
tasks, and security groups. See the sections that follow for more detail and step-by-step
instructions.
1
Create pending criteria in a disabled state.
2
Create pending document tasks (PDTs) in a disabled state.
Disabled pending document tasks can be prioritized (ordered according to which
reviewing group should get the pended document first, then second, third, etc.),
assigned pending criteria, and designated as the default PDT. However, disabled PDTs
will not be allowed as a security restriction. This will allow you to create and set up a
billing group’s PDTs without being concerned about an incomplete PDT being used to
control pending dictation routing.
3
Assign (disabled) pending criteria to (disabled) PDTs.
4
Prioritize PDTs for the billing group and optionally select one as the default.
5
Enable the PDTs. This will allow the PDT to be used as a security restriction. However,
the pending criteria are still disabled, so they cannot be used to pend dictations.
6
Set up security groups with restricted PDTs.
7
Manually enable the pending criteria. Doing this as the final step allows you to get
everything set up before MTs and EMon administrators can use the new pending criteria
to start pending dictations.
Usage workflow
Once set up, MTs can begin assigning pending reasons to dictations.
1
An MT, EMon administrator, or the system attaches a pending reason to the document.
2
The MT uploads the pended document and the system assigns a PDT from the MT’s
billing group to it. If the pending reason is not explicitly assigned to a PDT, it will go to
the default PDT, if one is defined.
Note: Only PDTs belonging to the billing group of the document’s original MT will
be assigned.
3
The document is routed to the group of users belonging to the security group that is
restricted to handling the PDT assigned to the document.
4
One of those users resolves the pending reason. The document gets uploaded and
routed to the next group of users (if the document is still pended).
Types of pending criteria/reasons
Pending criteria are institution-wide conditions that can potentially cause a dictation to be
pended. When a pending criteria is attached to a document, it is then considered a pending
reason.
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There are three types of pending criteria:
•
•
•
Custom - pending criteria created by the customer in EMon. They are attached to a
document by transcriptionists working in EditScript MT, causing a document to pend.
They may also be assigned by EMon administrators, if necessary. To create custom
pending criteria, see Creating custom pending criteria on page 329.
Validation - pending criteria associated with specific validation snippets. They are used
by the validation subsystem to create a pending reason when the snippet causes a
validation rule to fail.
System - system pending criteria are also pre-created for the institution and are used in
the automatic creation of pending reasons by the system.
Custom pending criteria are created and enabled or disabled by EMon administrators with the
new Manage Pending Document Tasks security permission (see Granting permission to
manage pending criteria and pending document tasks on page 326). Validation and System
pending criteria are created by the install team and/or support, and can neither be created nor
disabled. Validation pending criteria will have an initial description that matches the description
of the validation snippet on which they are based, but you will be allowed to change that
description. This will allow you to determine the text that appears in the description of the
pending reasons created for that snippet. Note that all snippets available in the Validation Rules
dialog will become a pending criteria, even if not used in any validation rule. System pending
criteria cannot be modified in any way.
System pending criteria are:
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
Converted from Pending Note – Used when the system converts a v9 pending
note to a v10 pending reason. The v9 pending text will appear in the comment
section of the pending criteria.

Custom Validation – Some institutions have custom validation code that was
written and is maintained by Dragon Medical 360 | eScription. The custom
validation modules will use this pending criteria when the custom validation rules
fail.

Pend Requested – There are certain situations in which a dictation is pended due
to the setting of a configuration option or a special scribe request parameter. In
these situations, the “Pend Requested” pending criteria will be used to create a
pending reason. The pending reason comment will contain more specific
information about the reason for the pend.

Document Transmission Failures - The system will pend a dictation in certain
kinds of document transmission failures.

Internal Error – Can be used when an internal error prevents further processing
of a dictation, for example when Request 117 to get a dictation for ASR fails.

Pended on new contacts - This is an option available in EMon from the Tools>
Institution Settings> Advanced. It determines whether dictations are automatically
pended whenever a new contact is added.

MT did not listen to any audio

MT did not listen to all audio
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
Table lines too long - This can occur when EditScript tries to convert tables to
text format for EMRs that don’t accept RTF documents.
Creating custom pending criteria
In EMon you can create custom pending criteria (standardized pending conditions that an MT
can attach to a document), enable and/or disable custom pending criteria, and view a list of all
existing pending criteria for your institution. It is recommended that pending criteria be created
in a disabled state to prevent their use until the setup of pending criteria and pending
document tasks is complete. Disabled pending criteria can be assigned to a pending document
task, but they will not be available for pending reason creation until they are enabled. Note that
custom pending criteria are the only type of criteria available to the MT who wishes to pend a
document in EditScript MT.
If the Configure Enhanced Pending List Management Application Feature is enabled, the
EMon Tools menu will contain an additional option that has two dialogs associated with it:
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Steps:
1
From the Tools menu, select Enhanced Pending List Management> Pending
Criteria.
The Pending Criteria dialog appears. It contains a scrollable list of all pending criteria
for the institution: custom validation, and system. The initial sort order will be
alphabetical order by type (custom, system, validation).
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2
The Pending Criteria - Add dialog appears.
3
Enter a description for the pending criteria.
The Type field is defined as Custom, and cannot be modified. It is shown as a reminder
that only custom pending criteria can be created.
4
By default, the Enabled check box will be unchecked. It is recommended that pending
criteria be created in the disabled state and then enabled once all pending document
tasks and security groups have been successfully set up.
If you are enabling multiple pending criteria, it is convenient to do so from the main
Pending Criteria dialog. Select a pending criteria and click the Enable button at the
bottom of the screen.
The same button can be used to disable a selected, enabled pending criteria. The
button’s label will toggle to ‘Disable’.
5
Click OK.
You will return to the main Pending Criteria dialog.
Editing custom pending criteria
After creating a pending criteria, you will be allowed to change the description of the criteria
and to change its state to either enabled or disabled.
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Steps:
1
Select a pending criteria on the main Pending Criteria dialog and click the Edit button.
The Pending Criteria - Edit dialog appears.
2
Change the description, if desired.
3
Enable or disable the pending criteria.
Note that because pending criteria can be attached to live documents, they cannot be
deleted. However they can be disabled, which prevents their further use.
Once created, these custom pending criteria can be associated with pending document tasks.
Pending document tasks
Pending criteria (custom, validation, or system) are associated with pending document tasks
(PDTs), which control how the pended document is routed to transcriptionists.
Typically an institution will define a number of PDTs and assign pending criteria that require
similar skills to resolve to specific PDTs. For instance, there could be a PDT called ‘Handle
Terminology’ that contains several pending criteria all related to terminology issues. The
institution would then need to create a transcriptionist security group to restrict a group of
transcriptionists to the ‘Handle Terminology’ PDT. This process ensures that dictations pended
for a given set of reasons can be handled by the transcriptionists best prepared to handle that
type of problem. See Security groups - defining PDT restrictions on page 337 for additional
details.
There are two types of PDTs – public and private. Public PDTs are associated with the
institution, and can be created and managed only by institution-wide EMon administrators with
the Manage Pending Document Tasks security permission (see Granting permission to
manage pending criteria and pending document tasks on page 326). Each billing group can
assign their own set of pending criteria to a public PDT. The PDT can be configured in one billing
group without affecting the configuration of another billing group; it is as if each billing group
gets their own local copy of the PDT.
Private PDTs are associated with one specific billing group, and are visible only in the context of
that billing group. They are normally managed by MTSO EMon administrators from that billing
group with permissions, although they can also be managed by institution-wide EMon
administrations with appropriate permissions.
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Tracking turnaround time
When using Enhanced Pending List Management, turnaround time is tracked by billing group.
When a document is pended to PLM users belonging to a security group restricted by a private
PDT, TAT is being charged to the MTSO. When the document is pended to users belonging to a
security group restricted by a public PDT, TAT is being charged to the customer.
Creating pending document tasks
Follow the steps below to create pending document tasks.
Steps:
1
From the Tools menu, select Enhanced Pending List Management> Pending
Document Tasks.
The Pending Document Tasks dialog appears.
2
If you have permissions to manage both public and private PDTs, you must select a
billing group from the For Billing Group drop-down menu. No information will appear
in the dialog until a billing group is selected, as all PDT management must be done in
the context of a billing group.
If you only have permissions to manage private PDTs, your billing group will be
displayed in the dialog, and cannot be edited.
Once you specify a billing group, the dialog displays a list of the billing group’s current
PDTs in priority order (see Prioritizing PDTs on page 335).
The panel on the right lists the pending criteria assigned to the selected PDT.
Note that a PDT can be designated as the billing group’s default PDT (using the Default
button at the bottom of the dialog). The default PDT handles pending criteria that are
not associated with another pending document task. Designating a default PDT is
strongly recommended. See Creating a Default PDT on page 334.
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3
Click Add.
The Add Pending Document Task dialog appears.
The Billing Group field displays the current billing group. It cannot be edited.
4
Enter a description for the pending document task.
5
If you have permissions to manage both public and private PDTs, select a Type for the
PDT: Public or Private.
If you only have permissions to manage private PDTs, this field will be a non-editable
text field of type ‘Private’.
6
By default, the Enabled check box will be unchecked. It is recommended that pending
document tasks be created in the disabled state and then enabled once all pending
document tasks and security groups have been successfully set up.
If you are enabling multiple pending document tasks, it is convenient to do so from the
main Pending Document Tasks dialog. Select a pending document task and click the
Enable button at the bottom of the screen. The same button can be used to disable a
selected, enabled pending document task. The button’s label will toggle to ‘Disable’.
Disabling a PDT ‘releases’ all currently assigned pending criteria; those pending criteria
no longer will be assigned to any PDT. In addition, it removes the PDT from the priority
list.
Note: When you are creating a security group restricted by PDTs, you can only
restrict the security group by enabled PDTs. For more information, see Security
groups - defining PDT restrictions on page 337.
7
Click OK.
You will return to the main Pending Document Tasks dialog.
Creating a Default PDT
As noted in the procedure above, it is strongly recommended that you create a default PDT. The
default PDT will handle pending criteria that are not associated with a pending document task,
such as criteria that you may have forgotten to assign to a PDT. Otherwise, if all of your MTs
belong to security groups which are restricted by PDTs, and you have no default PDT, then it is
possible for documents to go nowhere.
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Creating an Autopend PDT
For automatic pendings (from validation and system pending criteria), you should create an
autopend PDT. An autopend PDT will be used to route documents that have been pended due to
an automatic pending, such as a validation rule failing. When assigning priority to your PDTs,
the autopend PDT should be below all other PDTs except the default PDT, or the document
could be continually pended to the same group. For instance, if the document is pended to an
MTSO PLM user who cannot resolve the document, when he or she uploads the document, it will
automatically be pended again - back to the same user/group.
Type of Issue
Blanks
Terminology
Poor Audio
Patient Registration Missing
Service Date
MRN Unknown
No attending physician selected
Any missed issues
Send to
Pend to MTSO
Pend to Customer
AutoPend
Default
Prioritizing PDTs
In the Pending Document Task main dialog, PDTs are ordered by relative priority in ascending
order. The PDT at the top of the list is the highest priority. Priority indicates the priority of PDTs
to use when routing a pended dictation with multiple pending reasons. The dictation would be
routed first to the group that handles pending reasons associated with the highest priority PDT.
Once they resolve that pending reason, the dictation would be routed to the group who handles
the pending reason belonging to the next highest priority PDT, etc.
To move a PDT to a higher priority, open the Pending Document Task dialog (Tools menu>
Enhanced Pending List Management> Pending Document Tasks). Select the PDT you want to
prioritize and click the Up button. To move it to a lower priority, click the Down button. After
making a change to priority, you must click the Save button to save the changes.
Example of how priority works
Suppose you have an MTSO with the following two PDTs:

Handle Text
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
Handle Everything Else
Handle Text is associated with the ‘Text Specialists’ security group. Handle everything else
is associated with the ‘Default Reviewers’ security group (it deals with all pending reasons not
assigned to the Handle Text PDT).
Next, suppose an MT uploads a document with two pending reasons:

Text has 3 blanks

No patient visit selected
First, the system will examine which PDTs belong to the billing group of the MT who uploaded
the document. The system always only examines those PDTs that belong to the original MT’s
billing group. Then of those PDTs, it determines which are linked to pending reasons that are
attached to the document. In this case, they are: ‘Text with 3 or more blanks’ and ‘All PRs not
assigned to a PDT’.
Next, the system will sort the PDTs by priority.
If the ‘Handle Text’ PDT is a higher priority than ‘Handle everything else’:
1
The system will route the document to the ‘Text Specialists’ security group.
2
A member of that security group will resolve the ‘Text has 3 blanks’ pending reason and
upload the document.
3
The document will then route to the ‘Default reviewers’ security group. A member of
that group will resolve the ‘No patient visit selected’ pending reason and upload the
document.
If the ‘Handle everything else’ PDT is a higher priority than ‘Handle Text’:
1
The system will route the document to the ‘Default reviewers’ security group.
2
A member of that security group will resolve the ‘No patient visit selected’ pending
reason and upload the document.
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3
The document will then route to the ‘Text Specialists’ security group. A member of that
group will resolve the ‘Text has 3 blanks’ pending reason and upload the document.
Assigning pending criteria to PDTs
Once you have created a PDT, you can assign pending criteria to it.
Steps:
1
In the main Pending Document Tasks dialog, select a PDT.
2
Click the Assign button.
The Assign Pending Criteria dialog appears.
3
Select a criteria on the left side of the screen, then click the Add button. Do this for all
criteria you want to add.
4
Click OK when finished.
The criteria you selected are now assigned to the PDT.
Security groups - defining PDT restrictions
The final step necessary for routing a dictation involves creating/modifying a transcriptionist
security group for handling pended documents. Transcriptionist security groups now include a
new restriction based on a pending document task.
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Steps:
1
Select Security Groups from the Tools menu in EMon.
2
Click Add to add a new security group. (You could also modify an existing group).
3
Enter a name for the security group.
4
Select the MTSO eScriptionist EditScript MT permissions security group type.
5
Select a billing group.
6
Click Next.
7
Select the Use EditScript to manage your pending list permission.
8
Click Next.
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Select the Selected Restrictions option and then check the Pending Document
Task check box.
10
Click Next.
11
Select the Dictations whose Pending Document Task matches a value in this list
option.
12
Select a PDT from the drop-down list, and click the Add button to add it as a restriction.
13
Click Next.
14
Click Finish.
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15
Add members to the security group.
These members will be restricted to receiving dictations whose assigned PDT matches
one of the PDTs to which they are restricted.
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More about security groups
The table below provides examples of how restrictions affect which work queue a document will
be routed to and which documents a reviewer will receive if the reviewer belongs to more than
one security group.
Suppose you have the following three security groups, all with permission to Use EditScript to
manage pended documents in EditScript:
Name of Security Group
Restricted by:
SG_1
No restrictions
SG_2
CustomPC PDT
SG_3
BlankBuster PDT and Radiology work type.
Members of SG_3 will only get a document that meets
both restrictions.
The table below shows how the restrictions affect the work queues.
Document Properties
Will the document be routed to the
work queue of a user who is a member
of:
PDT
Work type
SG_1
SG_2
SG_3
SG_2 and
SG_3
Row 1
CustomPC
Radiology
Yes
Yes
No
Yes
Row 2
BlankBuster
Radiology
Yes
No
Yes
Yes
Row 3
BlankBuster
Consult
Yes
No
No
No
Row 4
Default PDT
Radiology
Yes
No
No
No
Row 1:

SG_1 - Members get the document because the group has no restrictions.

SG_2 - Members get the document because the group is restricted by the
CustomPC PDT.

SG_3 - Members do not get the document because although the document is a
Radiology work type, it is assigned the wrong PDT.

SG_2 and SG_3 - Members get the document because they get any document
assigned the CustomPC PDT OR any document assigned the BlankBuster PDT plus
is a Radiology work type.


SG_2 - Members do not get the document because SG_2 is restricted by the
CustomPC PDT, not the BlankBuster PDT.
Row 2:
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
SG_3 - Members get the document because it meets both restrictions.

SG_2 and SG_3 - Members get the document because they get any document
assigned the CustomPC PDT OR any document assigned the BlankBuster PDT plus
is a Radiology work type.


SG_2 - Members do not get the document because SG_2 is restricted by the
CustomPC PDT, not the BlankBuster PDT.

SG_3 - Members do not get the document because the work type is wrong.

SG_2 and SG_3 - Members do not get the document because the PDT is wrong
for SG_2 and the work type is wrong for SG_3.


SG_2 - Members do not get the document because the group is restricted by the
CustomPC PDT, not the Default PDT.

SG_3 - Members do not get the document because although the work type
matches, the PDT does not.

SG_2 and SG_3 - Members do not get the document because the PDT is wrong
for both groups.
Row 3:
Row 4:
Routing scenarios
Below are two examples showing how to set up pending criteria, pending document tasks, and
security groups for 1) routing documents with a specified pending reason to a specified group of
reviewers in your billing group and 2) routing documents across billing groups to the customer.
Route documents with a specified pending reason to a specified set of
users in your billing group
In the following example, a billing group has a specific set of reviewers specializing in resolving
blanks in documents. The MTSO administrator wants to ensure that any documents pended by
MTs for that reason are routed to these reviewers (who belong to the same billing group as the
MT).
First, an EMon administrator must create an MTSO Administrator EMon Permissions security
group with privileges to do the following:

Log in to EMon.

Manage eScriptionists.

Manage Pending Document Tasks and Pending Criteria.
The EMon administrator adds you (the MTSO administrator) to the security group defined
above.
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Setting up the pending criteria and pending document task
Steps:
1
Create a pending criteria called ‘Pend to my group for blanks’. Because you are an
MTSO administrator, the pending criteria automatically is privately visible (only your
MTSO’s MTs can see it in EditScript MT) and privately assignable (only your MTSO’s
administrators can assign it to a pending document task).
2
Create a pending document task named ‘Blank Busters’. Because you are an MTSO
administrator, the pending document task automatically is privately visible (only your
MTSO’s administrators can set its priority in EMon) and privately assignable (only your
MTSO’s administrators can assign pending criteria to it).
3
Select the ‘Blank Busters’ PDT defined in step 2 in the ‘Pending Document Tasks’ dialog
and click the Assign button.
4
From the list of pending criteria (those not already assigned to a PDT) select ‘Pend to
my group for blanks’ and add it to the PDT.
5
Click OK and log out.
Setting up the security group
Steps:
1
Request that an EMon administrator (an administrator with rights to manage security
groups) does the following:

Create (or edit) an MTSO eScriptionist Security Group tied to your billing group.

Check permission to ‘Use EditScript to manage your pending list’.

Under ‘Selected restrictions’, check ‘Pended Document Task’ and then select the
‘Blank Busters’ PDT as the Pended Document Task criteria.
2
Log back in to EMon and select Security Groups from the Tools menu.
3
Select the security group defined above and a click the Members button.
4
Add the reviewers who specialize in resolving blanks to this group.
Postconditions
If an MT in your MTSO attaches the ‘Pend to my group for blanks’ pending criteria and
uploads the document, the system will do the following:

Examine which pending reasons are attached to the document.

Sort the associated PDTs in order of priority.

Determine which PDT is the highest priority PDT able to handle one of these
pending reasons, and assign it to that dictation. In this example, assume it is the
‘Blank Busters’ PDT.
Then, when Pending List Management users in your group request their work queue, the
system will determine whether they are in the security group restricted by the ‘Blank
Busters’ PDT. If so, the document will be included in the user’s work queue; if the user is not
in that security group, the system will filter the document from their work queue.
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Route documents across billing groups to the customer
At some institutions, MTSOs encounter scenarios where they are unable to resolve the pending
reasons attached to a document. In such cases, they need to be able to route the document to
the customer to handle.
First, an EMon administrator must create an Administrator EMon Permissions security group
with privileges to do the following:

Log in to EMon.

Manage eScriptionists.

Manage public PDTs and pending criteria.
The EMon administrator adds you (an administrator with rights to manage public PDTs) to the
security group defined above.
Setting up the pending criteria and pending document task
Steps:
1
Create a pending criteria called ‘Pend to the customer’.
2
Create a pending document task named ‘Customer Reviewers’.
3
Define the PDT as ‘Public’ (so all MTSO Administrators can manage it in EMon).
4
Open the ‘Pending Document Tasks’ dialog and select your billing group in the dropdown list.
5
Select the ‘Customer Reviewers’ PDT defined in step 2 and click the Assign button.
6
From the list of pending criteria (those not already assigned to a PDT) select ‘Pend to
the customer’ and add it to the ‘Customer Reviewers’ PDT.
7
Click OK and log out.
Setting up the security group
Steps:
1
Create (or edit) an MTSO eScriptionist Security Group tied to the customer.
2
Check the permission to ‘Use EditScript to manage your pending list’.
3
Under ‘Selected restrictions’, check ‘Pended Document Task’ and then select the
‘Customer Reviewers’ PDT as the Pended Document Task criteria.
4
Add the desired customer reviewers to this security group.
Postconditions
If an MT attaches the ‘Pend to the customer’ pending reason to a document and uploads it,
the system will do the following:
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
Examine which pending reasons are attached to the document and their associated
PDTs.

Sort the PDTs visible to the MT’s MTSO in order of priority.
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
Determine which PDT is the highest priority PDT able to handle one of these
pending reasons, and assign it to that dictation. The table below illustrates how
this will work:
Pending Reasons
attached to the
document

2-5 blanks

Pend to customer
PDT prioritization for the
MT’s MTSO
1
Blanks (handles ‘2-5
blanks’ PR)
2
Customer Reviewers
3
Default

2-5 blanks
1
Customer Reviewers

Pend to customer
2
blanks’ PR)
3
Default
1
blanks’ PR)
2
Customer Reviewers

Pend to customer
System response
Assign to ‘Blanks’ PDT
Assign to ‘Customer
Reviewers’ PDT
Assign to ‘Customer
Reviewers’ PDT
If, for example, the system assigns ‘Customer Reviewers’ as the document’s owner, the system
will filter the document from the work queues of all reviewers except those belonging to the
security group defined above (with the ‘Customer Reviewers’ PDT restriction).
Tips
•
•
•
•
•
•
A pending reason can only be used in one PDT.
A dictation with multiple pending reasons will be routed according to the order in which
PDTs are prioritized (see Prioritizing PDTs on page 335).
It is recommended that you always define a default PDT. Otherwise, if all of your PLM
users belong to security groups that are restricted by PDTs, and you have no default
PDT, it is possible for documents to go nowhere.
It is recommended that you create a PDT for pending reasons that cause a document to
automatically pend. This PDT should be below other PDTs in order of priority and above
the default PDT. Otherwise, a document could be continually pended to the same user/
group each time it is uploaded.
Custom pending criteria are the only type of criteria available to the MT who wishes to
pend a document in EditScript MT.
You should create pending criteria and PDTs in a disabled state. This will allow you to
create and set up a billing group’s PDTs without being concerned about an incomplete
PDT being used to control pending dictation routing.
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•
•
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Only PDTs belonging to the billing group of the document’s original MT will be assigned
to a pended document.
You cannot delete a PDT, only disable it.
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Resolving Pending Reasons in EMon
Pending reason management in Enhanced Pending List Management is done via the EMon
Message tab and Dictation tab, as is the current pending note management. The Message tab
displays documents that are currently pended in your system, and allows you to resolve issues
in order to unpend the documents. Additionally, you will be able to pend a previously unpended
dictation from the Dictation Properties dialog.
Changes to the Message tab
In Enhanced Pending List Management, the current ‘Problem Note’ column will display pending
reasons attached to the document and a new ‘Pending Document Task’ column displays which
PDT the pending reason belongs to. The Pending Document Task column appears as the last
column on the right. To move the column closer to the Problem Note column, click on the
column heading and drag the column to the location you want.
The Pending Document Task column will also be added to the Dictation tab screen if Enhanced
Pending List Management is enabled.
Note: If there are multiple pending reasons attached to a document, the Problem Start
Date will represent the start of the earliest pending reason which caused the document
to pend.
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Viewing pending reasons
When you highlight a dictation on the Message tab and click the new Pending Reasons button
at the bottom of the screen, the Pending Reasons dialog appears. It shows all current pending
reasons associated with the dictation.
Adding, editing, and resolving pending reasons
In the Dictation Properties dialog for a dictation, you will be able to add, edit, and resolve a
pending reason.
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Steps:
1
On the Message tab, select a pended document, and click Respond.
The Dictation Properties dialog appears.
In Enhanced Pending List Management, the Pending Note text area has been replaced
by a Pending Reasons grid that displays a brief list of the current set of pending
reasons, as well as Problem Number, Description, Comment, Problem Status, and
Problem Start.
At the bottom of the Pending Reasons panel are three buttons: Add, Edit, and
Resolve.
Adding a pending reason in EMon
The Add button allows you to add a new pending reason to a dictation, both for dictations that
are already pending and those not yet pended. If you add a pending reason for a dictation that
is not yet pended, you must also change the dictation's status to Pending.
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Steps:
1
The Add Pending Reason dialog appears. It lists all the available enabled custom
pending criteria.
2
Select a pending criteria.
3
Enter a comment in the Comment field (optional).
4
Click OK.
You will return to the Dictation Properties dialog. The newly added pending reason will
appear in the Pending Reasons panel.
The Add Pending Reason dialog will also appear if you change a dictation’s properties status
from a non-pending state to ‘Pending’. If you have not yet added any pending reasons, a
message will be displayed indicating that a pending reason must be created in order to pend a
dictation.
Editing a pending reason
Click the Edit button to edit the pending reason selected in the Pending Reason panel. The only
editable field will be the comment field.
Note: To change the pending reason, you would have to resolve the original pending
reason and create a new one using the intended pending criteria.
Resolving a pending reason
To resolve a pending reason, follow the steps below.
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Steps:
1
Click the Resolve button in the Pending Reasons panel.
The Resolve Pending Reason dialog appears.
2
Enter a resolution comment.
3
Click OK to resolve the pending reason.
You must resolve all of a document's pending reasons in order to unpend it.
Alternatively, you can change the status of the document from Pending to a nonPending state: this will automatically resolve all current pending reason associated with
the document.
Pending reason history
A history of pending reasons will be maintained and presented in the Dictation History dialog,
similar to how pending notes history is maintained. With pending notes, however, there is only
one current pending note for a given dictation, whereas there can be multiple pending reasons,
each with its own history. For this reason, there will be a per-dictation problem number that
uniquely identifies the problem through its history, allowing you to track changes to an
individual pending reason.
At the top of the History dialog, the Messages panel has been replaced by a Pending Reasons
panel. It displays current and historical information on the pending status of the dictation. To
sort the Pending Reasons column, click on the column header. In the Problem Status column
note that ‘closed’ indicates that some information about the pending reason was subsequently
changed (e.g., the comment or the document version), but the pending reason is either still
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open or it was resolved sometime after this change. Also, the Problem Start and Problem End
columns in the history dialog represent the time the pending reason entered that particular
state, e.g., was resolved, had comment added.
Also, the Audit trail section now shows changes to a dictation’s assigned PDT. These will be
recorded by Field Type and Value, where the value will be the description of the PDT at the time
the assignment was made.
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Routing via eScriptionist Aggregation Security Groups
Aside from pending document tasks, there is another new option available for routing
documents. This option involves restricting documents based on membership in an eScriptionist
aggregation security group (MTSO or non-MTSO). It allows you to route all of your documents
from a team of transcriptionists to a certain group of reviewers.
You can use this method to route pended documents to a group of Pending List Management
users, or also to route documents to a group of MT Reviewers.
Two new permissions have been added to the eScriptionist aggregation security groups:
•
Belong to a group used as a criteria for managing pending dictations
•
Used as a criteria for reviewing transcribed documents
Aggregation security groups allow you to create a group of eScriptionists that can be used as a
criteria to restrict dictations. This restriction will function like the other restrictions – it can be
positive or negative, and it applies in addition to any other specified restrictions.
Your first step is to create an MTSO eScriptionist aggregation security group containing the
eScriptionists whose documents you want to route. Follow the steps below.
Steps:
1
2
3
Enter a name for the group and select a billing group.
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4
Click Next.
The Control Permissions screen appears. It shows the two new control permissions.
5
Choose a permission.
6
Click Finish.
7
Search for and add eScriptionists to the security group.
The next step is to create an MTSO eScriptionist security group containing the reviewers who
will handle these documents, and to restrict it to handle documents uploaded by the MTSO
aggregation group that was created above.
Steps:
1
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2
3
Enter a name for the group and select a billing group.
4
Click Next.
The Control Permissions screen appears.
5
For pending list management, select the Use EditScript to manage your pending
list permission. For MT Review document management, select the Use EditScript to
review transcribed documents (MT review).
6
Click Next.
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7
On the next screen, choose the Selected Restrictions option. Then check the
eScriptionist Aggregation Group check box.
8
Click Next.
9
Choose the Dictations whose eScriptionist Aggregation Group matches a value
in the list option. Then select the MTSO eScriptionist Aggregation security group you
created above, and click Add to add it to the list.
10
Click Finish.
11
Search for and add reviewers to the security group.
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Managing
Applications
Through the Application tab in EMon you can
configure the properties of your institution’s
eScription Data Transfer (EDT) applications,
as well as the Audio Conversion application
(convertAudio), which is only necessary if you
use a third-party product for recording
dictations.
These applications, which are run under the
Dragon Medical 360 | eScription Watchdog
service, are installed on the appropriate
server at your site. Setup of the applications
is not complete, however, until they have
been configured through the Application tab in
EMon. The settings defined in the Application
tab, which are retrieved by the
WatchdogUpdater (a component of the
Watchdog), are used to determine the
behavior of the application when it runs.
9

About EDT Applications

Configuring Applications

Configuring Servers

Viewing an EDT’s Queue

Connectivity Rules

Restarting an EDT

Socket Management for EDT
Interfaces
IMPORTANT! Only IT/IS personnel should
perform tasks in the Application tab in
EMon. Do not add printers, change printer
application settings, or change other EDT
types (EDT/HL7) without first consulting
your IT/IS department.
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Chapter 9: Managing Applications
About EDT Applications
There are two types of applications that you can configure through the Application tab:
eScription Data Transfer (EDT) interfaces and the Audio Conversion application (called
convertAudio). All of these applications are installed on servers at your site and run under the
Watchdog service.
The Watchdog is a service that is installed on any server that hosts EDTs. It runs the EDTs and
convertAudio, as well as several maintenance tasks (these may differ depending on the type of
server on which it is installed). The Watchdog includes a task called the WatchdogUpdater,
which retrieves the settings configured in the Application tab.
eScription Data Transfer interfaces
The Dragon Medical 360 | eScription system provides secure, standards-based interfaces for
transferring data between applications on your network and the EditScript server. All data
exchange interfaces are implemented using our eScription Data Transfer (EDT) software, which
runs unattended on a server at your site. The different types of EDTs are: EDT/Print, EDT/Fax,
EDT/Email, EDT/Text, EDT/Status, EDT/HL7, EDT/Audio, and EDT/HotSpot, with each one
performing a specific type of data transfer. EDT/Text, EDT/Status, and EDT/HL7, which
exchange information between the Dragon Medical 360 | eScription system and health
information systems on your network, are designed to integrate with all major medical
information systems, such as Eclipsys, Epic, IDX, LastWord, Meditech, SoftMed and others.
Typically, we match your institution’s existing data interfaces, so that you can ‘go live’ with the
Dragon Medical 360 | eScription system faster. See below for descriptions of each type of EDT.
All Dragon Medical 360 | eScription data transfer is performed over the internet using the
HTTPS protocol, encrypted through Secure Socket Layer (SSL). Any applications running behind
the institution’s firewall are configured to access directories specified by that institution only. As
a result, EDT data traffic can generally be configured without modifying existing firewall
settings. Any server with EDTs installed also runs the Dragon Medical 360 | eScription
Watchdog service, which determines which EDTs to run on the particular server and monitors
the various EDT processes (see above).
Setup of an EDT requires two different events: the manual installation of the application on the
institution server, and addition of the appropriate EDT component through EMon. The first task
is performed by Dragon Medical 360 | eScription Support. The second task, described in this
chapter, can be performed by your IT/IS staff through the Application tab in EMon. Many of the
settings that you configure in the Application tab are used by the Watchdog when running the
EDT.
The data transferred when using EDTs over HTTPS might include the following:
•
Audio recordings of original dictations
•
Text files containing dictation results
•
Historical text data
•
HL7-based demographic data
•
HL7-based records containing dictation results
•
Diagnostic files detailing Dragon Medical 360 | eScription component behavior
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•
Document distribution files (Print/Fax/Email)
•
Status updates as a dictation progresses through the EditScript system
•
Information and configuration updates to your IntelliScript dictation server
The following transaction security measures are in place:
•
Username and Password authentication for information access
•
128-bit encryption for all data transfer
•
Trusted connections ensured by a Verisign certificate on the
Dragon Medical 360 | eScription Web Server
EDT types
The table below contains descriptions of each EDT type.
TYPE
DESCRIPTION
READS?
WRITES?
EDT/Audio
Transfers audio to the
EditScript server. In addition,
transfers validation information
(speakers, business entities,
work types) between the
EditScript server and the IntelliScript server, and keeps dictation records in sync with the
EditScript server.
Audio files from the institution site
To EditScript server over
HTTPS
EDT/HL7
HL7 ADT interface that
receives updates/changes
regarding ADT info from the
institution’s EMR
A socket or folder specified by the institution
HL7 information via
HTTPS to the IntelliScript
server
EDT/Text
Transfers reports (including
header info) from EditScript
Server to the institution’s medical records system
Reports stored in
EditScript server
To a directory, database
interface or HL7 interface
specified by the institution over HTTPS
EDT/Status
Sends dictation status information to the institution’s medical
records system or deficiency
system
Reports stored in
EditScript server
To a directory, database
interface or HL7 interface
specified by the institution over HTTPS
EDT/Print
Transfers reports to the PrintScript server, where they will be
sent to the appropriate printer
Reports stored in
EditScript server
To the PrintScript server
installed at the institution
site over HTTPS
EDT/Fax
Transfers reports to the PrintScript server, where they will be
sent to the appropriate fax number
Reports stored in
EditScript server
To the PrintScript server
installed at the institution
site over HTTPS
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EDT/EMail
Sends email containing a link
back to NetScript, through
which a dictation can be viewed
To an email address
EDT/HotSpot
Downloads distribution configuration and Cerner HotSpot
transmissions tasks from the
servlet (request handler) and
then delivers Cerner HotSpot
transmissions to the Distribution Manager for processing.
A tenant configuration file
to the EDT ini directory.
Audio conversion
Some institutions use a third-party dictation product to record dictations. In order for these
dictations to enter the Dragon Medical 360 | eScription workflow, the audio files produced from
the recordings need to be converted to the format that the Dragon Medical 360 | eScription
system recognizes. This conversion is configured the Application tab in EMon.
There are two major pieces of information required in order for the conversion program to
process the audio files: the third-party audio format used, and the description of the file’s
metadata (e.g., speaker, dictation time, etc.). See Audio Conversion on page 383 for more
information on configuring these settings in the Application tab.
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Configuring Applications
To complete the setup of EDT applications and the Audio Conversion (convertAudio)
application, you must configure them in EMon, through the Applications tab.
Note: Audio Conversion is the only non-EDT application configured through the
Applications tab.
Note: To configure applications, you must belong to an Administrator EMon permissions
security group with the right to manage applications.
Adding an application
This section describes how to add an EDT or Audio Conversion application. In addition to
performing the steps in this section, a Dragon Medical 360 | eScription Support representative
must manually install the application on the institution server.
IMPORTANT! Do not add printers, change printer application settings, or change other
EDT types (EDT/HL7) without first consulting your IT department.
Steps:
1
From the Applications tab, click Add Application.
The Add Application dialog box appears.
2
In the Description field, enter a name for the application.
3
In the Type list, select the type of application.
The appearance of the Add Application dialog box depends on the type of application
you select.
4
Enter the required information. See Application dialog boxes on page 362 for
descriptions of each dialog box.
5
When you have entered all the information, click OK.
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Application dialog boxes
Each application requires different configuration parameters. This section describes the
properties dialog boxes for each type of application.
Note: The Watchdog Configuration pane is visible only if Extended Application Properties
Management is selected in the Application Features dialog box. To access the Application
Features dialog box, select Tools> Application Features.
EDT/Text
The following dialog box appears when you select EDT/Text as the application type. After
configuring the properties for the application, click OK to save your changes.
Description
The application description. To change the description, replace the text. Be as
descriptive as possible.
Type
The application type.
Note: Changing the EDT Type will clear all text fields, except for Idle Time.
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Idle Time (milliseconds)
Idle time controls how often the EDT contacts Dragon Medical 360 | eScription for
queued jobs. The default is 45000 milliseconds. It is recommended that you do not
change this setting.
Transfer Location
The location that the Dragon Medical 360 | eScription system writes to or reads from,
depending on the transfer direction. The default location is: C:\Program
Files\eScription\export, assuming that “C” is the installation drive.
Note: When EDT/Text is the selected type, either a transfer connection or a socket
connection can be used, but not both. To use a socket connection, specify an
address and port number.
Message Directory
The directory where problem messages are stored. Messages are picked up from this
location and emailed to Dragon Medical 360 | eScription Support. The default directory
is: C:\Program Files\eScription\spool, assuming that “C” is the installation drive.
Error file directory
The directory where error files are sent in the event that the file (transcribed report)
cannot be written to the transfer location for export.
Socket Address
A socket connection, which is typically based on the HL7 protocol, provides direct
communication between the EDT and the institution system. To use a socket connection
(instead of a transfer location), enter the socket address in this field. A socket address
is the TCP/IP address or DNS name of the server to which the EDT must connect.
Socket Port
When using a socket connection (instead of a transfer location), enter the socket port
number in this field. A socket port is the port number on the server to which the EDT
must connect.
Temp File Creation Method
If another system is monitoring the transfer location for newly created files, you can
choose to have temporary files created in a different temporary directory, or you can
choose to have them created in the same directory as the transfer location).
Filename Format
Lists any custom filename formats that have been created for your institution.
Server Description
Lists the servers at the client site that can host EDTs. The list includes servers
configured through the Server Configuration Manager (Tools> Server
Configuration). Select the server on which the EDT is installed or will be installed.
Note: You can select only one server.
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Transmit When?
Specify whether to transmit files continuously or at specified times (batch mode). When
you select At these times, you must specify one or more batch times for the
transmission. To do this, click Add, enter the batch time in the dialog box, and then
click OK.
Tip: When configuring multiple batch print times, it is recommended that you leave
enough time for the print queue to clear between batches.
EDT Targets?
The targets that are currently associated with this application. Targets are used to
direct print, fax, text, and status transmissions to a particular EDT. When setting up
distribution rules, you may be required to select a target. The EDT that handles jobs for
that target will carry out the transmission.
To select additional targets, click Add. The Text Targets dialog box lists unused text
targets in the left pane and currently selected text targets in the right pane. To add a
text target, select it in the left pane and click Add. To remove a target from use by the
application, select it in the right pane and click Remove. To create new text targets for
an application, see Managing distribution targets in Chapter 10 on page 482.
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Watchdog Configuration
Determines how the Watchdog utility will monitor and interact with the new EDT type.
The Enabled option is the only one that you can change through EMon. To change the
status of other settings, contact your Project or Client Development Manager.
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MailList - The email address to which all error reports will be sent.
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TimeBetween - The length of time before Watchdog attempts to restart the
application after it has stopped running.
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Exits Normally - When selected, the application quits on its own. When not
selected, the application runs indefinitely.

Enabled - When selected, the Watchdog runs the application as soon as the
Watchdog starts. When not selected, the Watchdog does not run the application.
EDT/Audio
The following dialog box appears you select EDT/Audio as the application type. After
configuring the properties for the application, click OK to save your changes.
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Description
The application description. To change the description, replace the text.
Type
The total time the EDT sleeps before it asks the server for work. The default is 45000
milliseconds. It is recommended that you do not change this setting.
Transfer Location
depending on the transfer direction. The default location is: C:\Program
Files\eScription\export, assuming that “C” is the installation drive.
Message Directory
The directory where problem messages are stored. Messages are picked up from this
location and emailed to Dragon Medical 360 | eScription Support. The default directory
is: C:\Program Files\eScription\spool, assuming that “C” is the installation drive.
Socket Address
A socket connection, which is typically based on the HL7 protocol, provides direct
communication between the EDT and the institution system. To use a socket connection
(instead of a transfer location), enter the socket address in this field. A socket address
is the TCP/IP address or DNS name of the server to which the EDT must connect.
Socket Port
When using a socket connection (instead of a transfer location), enter the socket port
number in this field. A socket port is the port number on the server to which the EDT
must connect.
Audio Extensions
The file extension of uploaded audio files. The default format is *.WAV.
Business Entity ID
The ID of the business entity, sent by IntelliScript. To change this ID, enter a new ID in
this field.
Multi Institution Upload
Enables audio to be uploaded from multiple institutions.
Confirmation Number Suffix
A single or double letter that is appended to IntelliScript confirmation numbers, and
that uniquely identifies the EDT/Audio. If you enter a value that is already defined as a
confirmation number suffix by another EDT/Audio at your institution, an error message
appears.
Encryption Proxy Server
The location of the key file that will be used to decrypt all encrypted partitions on the
IntelliScript server. The key file must be stored on a separate server on the same local
area network as IntelliScript. While the location of the key file is specified during
installation, you can update it through EMon at any time. When you specify the location
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of the proxy server in this field, the system does not verify the location of the key file—
therefore, make sure that you enter the location correctly.
Note: This field is necessary only if your institution has installed encryption
software on the IntelliScript server.
Audio Source
Select the IntelliScript option if your institution uses IntelliScript to record dictations.
Select the Third-party Audio option if your institution uses any other application, such
as a Dragon Medical dictation client, to record audio and send it to the
Dragon Medical 360 | eScription system. When you select the Third-party Audio option,
you must also configure an Audio Conversion process that runs with EDT/Audio.
Note: You can configure the Audio Source column to appear on the Dictation tab
after a user performs a search; by default, the column is hidden. If you configure
the column to appear on this tab, the column reflects the source of the third-party
audio. For example, the column value would be “Dragon Medical” for dictations
sent to Dragon Medical 360 | eScription from
Dragon Medical 360 | Mobile Recorder. For information about configuring which
columns appear, see Columns/Fields Configuration tab on page 465.
Days to sync
Specify how far back (in days) this EDT/Audio should query the EditScript server for
dictation changes. This setting relates to the audio synchronization feature. EDT/Audio
queries the EditScript server for updates to dictations, such as a new dictation or a
change to the metadata, and then promulgates updates to the IntelliScript server. This
feature keeps the audio records between the primary and failover servers in sync, and
the dictation metadata up-to-date on the IntelliScript servers. (See the IntelliScript
User Guide for more information on audio synchronization.) The default is 90 days.
Note: This field is disabled if Audio Source is set to Third-party Audio.
Server Description
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EDT/HL7
The dialog shown below appears when EDT/HL7 is specified under Type. When the options
available from this dialog have been configured, click OK to save any changes.
Description
The application description appears in this field. To change the description, simply
replace the text.
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Type
The application type appears in this field.
Idle time is the total time the EDT sleeps before it asks the server for work. By default,
the idle time is set to 45000 milliseconds. We recommend that you do not change this
setting.
Transfer Location
This is the location that is either written to or read from by
Dragon Medical 360 | eScription, depending on the transfer direction. By default, the
transfer location is: C:\Program Files\eScription\export (assuming C is the installation
drive).
Message Directory
This is the directory where problem messages are stored. Messages are picked up from
this specified location and emailed to Dragon Medical 360 | eScription Support. By
default, the message directory is: C:\Program Files\eScription\spool (assuming C is the
installation drive).
Error file directory
This is the directory where error files are stored if there is a problem with the HL7 data
file, i.e., if EditScript cannot access the drop directory, pick up the file from the drop
directory, or parse the message.
Socket Address
To use a socket connection (direct communication between the EDT and the institution
system usually based on the HL7 protocol) and not a transfer location, specify the
socket address in this field. A socket address is the TCP/IP address or DNS name of the
server that the EDT must connect to.
Socket Port
When using a socket connection and not a transfer location, specify the socket port
number in this field. A socket port is the port number on the server that the EDT must
connect to.
File drop directory
This is the directory where the HL7 file waits to be picked up by the EDT.
Ack Process ID
An acknowledgement is returned whenever HL7 data is received. Specify the process ID
for the acknowledgement in this field.
Ack Version ID
Specify the version ID that will appear in the acknowledgement.
Ack TimeStamp Format
Specify the timestamp format that will appear in the acknowledgement.
Max Files in Directory
Specify the number of files that can be created in the directory (specified under
Message Directory). When this number is exceeded, a new directory will be created at a
location you specify.
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Server Description
The servers at the client site that can host EDTs are listed in this menu. This list
includes servers configured through the Server Configuration Manager (Tools> Server
Configuration). Select the server on which the EDT is or will be installed.
Note: You can only select one server from this list.
The settings under Watchdog Configuration determine how the Watchdog utility will
monitor and interact with the new EDT type. Descriptions of these settings appear
below. With the exception of the Enabled option, these settings cannot be changed
through EMon. To change the status of these settings, you must contact your Project or
Client Development Manager.
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TimeBetween - Determines the length of time before Watchdog attempts to
restart the application once it has stopped operating.
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ExitsNormally - When checked, the application will exit on its own. When
unchecked, the application will run indefinitely.
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Enabled - When checked, the Watchdog will run the application when the
Watchdog starts. When unchecked, the application will not be run.
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EDT/Status
The dialog shown below appears when EDT/Status is specified under Type. When the
options available from this dialog have been configured, click OK to save any changes.
Description
replace the text.
Type
setting.
Transfer Location
transfer location is: C:\Program Files\eScription\export (assuming C is the installation
drive).
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Message Directory
default, the message directory is: C:\Program Files\eScription\spool (assuming C is the
installation drive).
Socket Address
To use a socket connection (direct communication between the EDT and the institution
system usually based on the HL7 protocol) and not a transfer location, specify the
socket address in this field. A socket address is the TCP/IP address or DNS name of the
server that the EDT must connect to.
Socket Port
When using a socket connection and not a transfer location, specify the socket port
number in this field. A socket port is the port number on the server that the EDT must
connect to.
Filename Format
Lists any custom filename formats that have been created for your institution.
Server Description
Transmit When?
Specify when to transmit files. Two methods are available: Continuously (continuous)
or At These Times (batch mode).
When At These Times is selected, you are required to specify a batch time at which the
stored files will be transmitted. To do this, click on the Add button. The Create Batch
Time dialog appears, through which you can specify a time. Click OK to add the new
time. More than one batch time can be added.
EDT Targets?
This area displays the targets that are currently associated with this application.
Targets are used as a way of directing print, fax, text, and status transmissions to a
particular EDT. When setting up distribution rules, you may be required to select a
target. The EDT that handles jobs for that target will carry out the transmission.
To select additional targets for the application, click on the Add button. The Status
Targets dialog appears. It lists unused status targets on the left, and currently selected
status targets on the right. To add a status target, select it on the left side of the dialog
and click the Add button. To remove a target from use by the application, select it on
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the right side of the dialog and click the Remove button. To create new status targets
for an application, see Managing distribution targets in Chapter 10 on page 482.
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EDT/Print
The dialog shown below appears when EDT/Print is specified under Type. When the options
Description
replace the text.
Type
setting.
Transfer Location
Dragon Medical 360 | eScription, depending on the transfer direction. When printing,
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this is the folder where files are dropped. The printing application uploads the file(s) to
be transmitted from this location. By default, the transfer location is:
C:\eScription\export (assuming C is the installation drive).
Message Directory
default, the message directory is: C:\eScription\spool (assuming C is the installation
drive).
Server Description
Transmit When?
Specify when to transmit files. Two methods are available: Continuously (continuous
printing) or At These Times (batch mode).
When At These Times is selected, you are required to specify one or more batch times
at which the stored files will be transmitted (printed). To do this, click on the Add
button. The Create Batch Time dialog appears, through which you can specify a time.
Click OK to add the new time. See Continuous vs. Batch distribution in Chapter 7 on
page 259.
EDT Targets?
The printer(s) (also called targets) you add here will be handled by the EDT. Targets
are used as a way of directing print, fax, text, and status transmissions to a particular
EDT. In the case of printing, the printer serves as both the target and destination. If
you are using only batch printing, or only continuous printing, you can manage all of
your printers through one EDT. If you would like to perform both batch and continuous
printing, you can create more than one EDT.
Note: For an individual printer, we recommend using it for either continuous or
batch distribution, not both. However, if you require a single printer to use both
methods, contact Dragon Medical 360 | eScription Support for assistance.
To select additional targets (printers) for the application, click on the Add button. The
Print Targets dialog appears. It lists unused print targets on the left, and currently
selected print targets on the right. To add a print target, select it on the left side of the
dialog and click the Add button. To remove a target from use by the application, select
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it on the right side of the dialog and click the Remove button. To add a new printer to
your system, see Managing distribution targets in Chapter 10 on page 482.
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EDT/Fax
The dialog shown below appears when EDT/Fax is specified under Type. When the options
Note: Most of the configuration options listed below are not available unless Extended
Application Properties Management is checked in the Application Features dialog. You
can access this dialog by selecting Application Features from the Tools menu.
Description
replace the text. Be sure to name it an easily-identifiable name.
Type
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setting.
Transfer Location
transfer location is: C:\eScription\export (assuming C is the installation drive).
Message Directory
drive).
Fax directory
This is the drive that will hold the c:\eFax directory.
Sender name
This is the complete name of your institution, and will appear in the header of any fax
produced.
Local fax number
This is the fax number that should be dialed to get to this server. This will appear in the
header of any fax produced.
Dial prefix
These are the digits that must be dialed to get an outside line. The default values
are: 9, 1. You can also enter more specific prefixes. For example, to automatically call
to a line outside of the local area, you would enter the long distance access code plus
the number, e.g., 9,1, xxxxxxxx, 617-555-1234, where xxxxxxxx is the access code.
This prefix would be used in all cases. If you do not want to use this prefix for all faxes,
you would need to set up another EDT and make sure that your rules and targets are
properly configured to route the jobs to the correct EDT.
Max pages per group
This is the maximum number of pages that one group of faxes with a single cover page
can contain (default: 30). See Single cover page for multiple faxes in Chapter 7 on
page 268 for more information.
Failed fax e-mail address
This is the email address to which fax failures will be reported.
Server Description
For each EDT/Fax, you are now required to choose a Server Description. Previously,
this was an optional piece of information. However, since each server may be running
more than one EDT, it is necessary to synchronize any Watchdog or Retry configuration
information between EDTs. This also means that whenever an EDT/Fax is modified, any
changes to the Watchdog or Retry configuration will be propagated to all other EDT/Fax
applications that have the same Server Description. This will cause a warning to be
displayed, indicating that the changes will affect other EDT(s) that share server
properties. Click OK to allow the changes.
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Transmit When?
time. More than one batch time can be added. See Continuous vs. Batch distribution in
EDT Targets?
This area displays the targets that are currently associated with this application.
Targets are used as a way of directing print, fax, text, and status transmissions to a
particular EDT. When setting up distribution rules, you may be required to select a
target. The EDT that handles jobs for that target will carry out the transmission.
For fax, text, and status, the target serves as an additional piece of routing information,
since, for example, it would not be feasible to configure on a per-fax-number basis
which EDT handles a given fax job.
To select additional targets for the application, click on the Add button. The Fax
Targets dialog appears. It lists unused fax targets on the left, and currently selected fax
targets on the right. To add a fax target, select it on the left side of the dialog and click
the Add button. To remove a target from use by the application, select it on the right
side of the dialog and click the Remove button. To create a new fax target, see
Managing distribution targets in Chapter 10 on page 482.
For additional information on fax targets, see Fax targets in Chapter 7 on page 263.
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Max retries
This is the maximum number of times that FaxScript should attempt to resend a fax
(default: 3). It is a required field. If you enter 0, no retries will be attempted, even if
you have configured retry sets (see below). You cannot enter a number greater than
10.
Minutes between fax retries
This is the amount of time in minutes between attempts to resend a fax (default: 10).
It is a required field. The number of minutes must be between 5 and 20.
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EDT/Email
The dialog shown below appears when EDT/Email is specified under Type. When the options
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Description
replace the text.
Type
Idle time is the total time the EDT sleeps before polling the EditScript Server again. By
default, the idle time is set to 45000 milliseconds. We recommend that you do not
Transfer Location
transfer location is: C:\eScription\export (assuming C is the installation drive).
Message Directory
drive).
Server Description
Transmit When?
time. More than one batch time can be added.
Note: When emailing by batch, one email is sent to the recipient containing a link to
multiple reports on the NetScript Listings page.
Tip: It is recommended that you use batch emailing, rather than continuous.
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Audio Conversion
After you select Audio Conversion as the application type and select a format, you configure
the properties for the application and then click OK to save your changes. The information in
the dialog box varies according to the selected format. See Audio conversion on page 360
for more information on the audio conversion application.
Description
The application description, which an administrator or Client Development Manager
initially specifies when adding the application. To change the description, replace the
text. For example, for Dragon Medical 360 | Mobile Recorder, enter “DMMR”.
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Type
Format
The audio format used to record dictations. This selection determines the type of audio
conversion that runs. Format options include: AllScripts, DVI, Epic, Philips PC
Microphone, WebMedX, Lanier, Nuance-IRR, Nuance-Mobility, Dragon Medical, Cerner
HotSpot. and IntelliScript DVR DSS. If you need help determining the correct format,
contact your administrator or Client Development Manager.
Source Directory
The directory from which the audio conversion script retrieves the audio and metadata
files to be converted. Enter the path to the directory.
Output Directory
The directory where the audio conversion process writes the conversion files to. This
directory is used for ISDVR DSS and Cerner HotSpot audio file formats.
Response Directory
The directory in which the response metadata file is placed after conversion. The field is
available only if script associated with the selected format requires a response
directory.
MultiInstitution Support
If checked, this option allows the application to convert audio for multiple institutions.
If this option is unchecked, only dictations for the configured institution will be
converted. This option is only allowed for the DSS format. By default, this option is
unchecked.
Enhanced Logging
Check this option to turn on enhanced logging (available for ISDVR DSS and Cerner
HotSpot formats). Enhanced logging makes it easier to track the performance of the
audio conversion process. The following will be logged in the standard log file each time
the application finishes running:
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Number of files converted for this iteration
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Total length (in seconds) of audio conversion for this iteration
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Average length (in seconds) of file conversion for this iteration
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Number of files converted since the application was installed
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Average length (in seconds) of file conversion since the application was installed
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Number of files in backlog when the application started
By default, this option is unchecked.
Script Parameter Mappings
Enables you to manipulate native header fields into standard
Dragon Medical 360 | eScription header fields. In the Search Text column, specify the
header field values, such as the field name or a hard coded value, of all the required
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parameters. Any additional parameters required by the script are specified. You can
change the required parameters even though they are filled in with default values.
Script parameter mappings cannot be changed for ISDVR DSS and Cerner HotSpot
conversions.
Note: You cannot save the application if you do not fill in all the required fields.
Server Description
A list of the servers at the client site that can host EDTs. The list includes servers
Configuration). Select the server on which the EDT is installed or will be installed; you
can select only one server.
Specifies how the Watchdog utility will monitor and interact with the new EDT type. The
Enabled option is the only option that you can change through EMon. To change the
status of the other settings, you must contact your Project or Client Development
Manager.
Note: The Watchdog Configuration pane is visible only if Extended Application
Properties Management is selected in the Application Features console. To access
the Application Features console, select Tools> Application Features.

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restart the application after it has stopped operating.

ExitsNormally - When the option is selected, the application will quit on its own.
When it is not selected, the application will run indefinitely.

Enabled - When the option is selected, the Watchdog will run the application when
the Watchdog starts. When it is not selected, the application will not run.
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EDT/HotSpot
The following dialog box appears when you select EDT/HotSpot as the application type. EDT/
HotSpot handles the transfer of tasks from the servlet to the Distribution Manager. After
configuring the properties for the application, click OK to save your changes. For more on
Cerner HotSpot, see Cerner HotSpot dictations in Chapter 6 on page 166.
Description
The application description. To change the description, replace the text. Be as
descriptive as possible.
Type
Idle time controls how often the EDT contacts Dragon Medical 360 | eScription for
queued jobs. The default is 45000 milliseconds. It is recommended that you do not
Transfer Location
depending on the transfer direction. For EDT/HotSpot, this location is an intermediate
drop off location, for communication between the EDT and Distribution Manager. The
default location is: C:\Program Files\eScription\export, assuming that “C” is the
installation drive.
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Server Description
Transmit When?
Specify whether to transmit files continuously or at specified times (batch mode). When
you select At these times, you must specify one or more batch times for the
transmission. To do this, click Add, enter the batch time in the dialog box, and then
click OK.
Tip: When configuring multiple batch print times, it is recommended that you leave
enough time for the print queue to clear between batches.
EDT Targets?
The targets that are currently associated with this application. Targets are used to
direct print, fax, text, status, and HotSpot transmissions to a particular EDT. When
setting up distribution rules, you may be required to select a target. The EDT that
handles jobs for that target will carry out the transmission.
For EDT/HotSpot, the target defines the server connection (the transmission endpoint).
Each EDT/HotSpot will support multiple targets.
To select additional targets, click Add. The targets dialog box lists unused targets in the
left pane and currently selected targets in the right pane. To add a target, select it in
the left pane and click Add. To remove a target from use by the application, select it in
the right pane and click Remove. To create new targets for an application, see
Managing distribution targets in Chapter 10 on page 482.
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Minutes between retries
This is the amount of time in minutes between attempts to upload a failed transmission
(default: 5). It is a required field. The number of minutes must be between 5 and 20.
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Viewing/changing application properties
Follow the steps below to view and/or change the properties of an EDT interface when
necessary.
IMPORTANT! Do not add printers, change printer application settings, or change other
EDT types (EDT/HL7) without first consulting your IT department.
Steps:
1
From the Applications tab, select an application.
2
Click Properties.
The Properties dialog for that application appears.
3
You can specify a new description and type, and configure the available EDT
configuration settings. Click OK to save any changes, or Cancel to exit the dialog. For
complete descriptions of the options available from the dialog for each EDT type, see
Application dialog boxes on page 362.
Note: Different EDT configuration settings will appear in the Properties dialog
depending on what Type is specified.
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Configuring Servers
When you configure an application from the Application tab, you select the server on which the
application is installed from the Server Description pane. You can then use the Server
Configuration button to configure settings for the server associated with the application (i.e.,
the server selected in the Server Description pane). See Server Configuration Manager in
Chapter 10 on page 508 for complete information on configuring servers in your system.
Note: The list of servers in the Server Description pane includes any that have been added
through the Server Configuration dialog (Tools> Server Configuration).
Steps:
1
Select an application from the list in the Application tab.
2
Click Server Configuration.
The Edit Server Properties dialog for the server associated with the application appears.
See Server Configuration Manager in Chapter 10 on page 508 for information on the
settings in this dialog.
3
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Configure settings as necessary and click OK.
EMon User Guide V10
Viewing an EDT’s Queue
Using the Queue button available on the Application tab in EMon, you can quickly view an EDT’s
queue. The queue includes: jobs that are currently in backlog, jobs that are currently being
processed, and jobs that have recently been completed. To view a queue for a particular EDT,
Note: Queue information is not available for EDT/Audio, EDT/HL7, or Audio Conversion.
Steps:
1
From the Application tab, select the application for which you would like to view the
work queue.
2
Click Queue.
The Queue for application dialog appears. The jobs currently in backlog appear at the
top of this dialog; the jobs currently being processed appear in the middle; and any
jobs that were recently completed, appear at the bottom.
EMon User Guide V10
391
Connectivity Rules
Connectivity rules allow you to define condition triggers for determining when alerts for various
EDT interface behaviors should be sent. Using connectivity rules, you can view, create, edit,
and delete triggers for several condition types, such as when no incoming ADT transmissions
are received for one hour.
To view all of the connectivity rules that exist for an EDT interface, click on the interface in the
Application tab, and then click the Connectivity Rules button. A dialog will appear, containing a
list of the existing rules. To add a new rule to this list, follow the steps below.
Note: The connectivity rules feature is not available for the Audio Conversion application.
Creating a new rule
To create a new connectivity rule through the Application tab in EMon, follow the steps below.
Steps:
1
From the Application tab, select the EDT interface for which you would like to create a
new rule.
2
Click on the Connectivity Rules button.
The Connectivity Rules dialog appears, listing all existing rules for the selected EDT
interface.
3
The Connectivity Rule Properties dialog appears.
4
Configure the necessary settings in each of the three tabbed pages. For complete
descriptions of the settings available from this dialog, see below.
5
Click OK or press ALT+O when finished.
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Connectivity Rule Properties dialog
This dialog contains three tabs: Properties, Activity, and Inactivity. Each tab is described below.
Properties tab
Through the Properties tab you can define the connectivity rule (i.e., when an alert should
be sent and to whom it should be sent).
Description
Enter a description for the new connectivity rule. This should be as descriptive as
possible so that it can be easily identifiable.
Email an alert
Define when an email alert should be sent by clicking the appropriate check box(es)
and entering a value in the blank field(s). The following options are available:
IMPORTANT! The number of minutes defined in these settings cannot exceed 6
hours (360 minutes).

When there has been no contact with the application in ___ minutes. When
checked, an email will be sent whenever the amount of time specified passes
without contact from the application.

When there have been less than ___ data transmissions in ___ minutes.
When checked, specify a value for the number of data transmissions and a value
for the number of minutes. An email alert will be sent whenever fewer data
transmissions than the value specified occur within the number of minutes
specified.
EMon User Guide V10
393

When there have been more than ___ failed transmissions in ___
minutes. When checked, specify a value for the number of failed transmissions
and a value for the number of minutes. An email alert will be sent whenever more
than the number of failed transmissions specified occurs within the number of
minutes specified.

When there have been more than ___ calls received on the failover server
in ___ minutes. When checked, you can specify a value for the number of calls
received on the failover server and for the number of minutes. An email alert will
be sent whenever more than the number of calls specified are received on the
failover server within the number of minutes specified.
Email recipient
Enter a valid email address for the recipient of these email alerts.
Activity tab
Through the Activity tab you can specify when email alerts should be sent.
Email at these times
Specify the day(s) and times at which email alerts should be sent. Select the day(s)
from the scroll list and specify a time in the From and To fields. Then click Add. The
new time(s) will appear in the list.
Tip: Use the CTRL and SHIFT keys to select multiple days for the specified time
period.
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EMon User Guide V10
Inactivity tab
Through the Inactivity tab you can specify when email alerts should not be sent.
Do not email at these times
Specify date(s) and time(s) at which email alerts should not be sent. To do this, specify
a date and time in the From and To fields. Then click Add. The new time will appear in
the list. You must repeat this step for each date and time you wish to not send alert
emails.
Editing an existing rule
To edit an existing connectivity rule through the Application tab in EMon, follow the steps
below.
Steps:
1
From the Application tab, select the EDT interface whose connectivity rule you wish to
change.
2
EMon User Guide V10
395
The Connectivity Rules dialog appears. All existing rules for the selected EDT interface
are displayed in this dialog.
3
Click Edit.
The Connectivity Rule Properties dialog appears.
4
Configure the necessary settings in each of the three tabbed pages. For complete
descriptions of the settings available from this dialog, see Connectivity Rule Properties
dialog on page 393.
5
When finished, click OK or press ALT+O.
Deleting a rule
Follow the steps below to delete a connectivity rule through EMon.
Steps:
1
From the Application tab, select the EDT interface whose connectivity rule you wish to
delete.
2
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EMon User Guide V10
The Connectivity Rules dialog appears. All existing rules for the selected EDT interface
are displayed in this dialog.
3
Select the connectivity rule you wish to delete.
4
Click Delete or press ALT+L.
A confirmation dialog appears, asking whether you want to delete the selected rule.
Click Yes to continue and delete the rule, or No to cancel the operation.
EMon User Guide V10
397
Restarting an EDT
In the event that an EDT interface stops running, you can manually restart it directly from
EMon using the Restart button on the Application tab. When the Restart option is selected, a
request to restart the selected EDT is sent to the servlet (server machine that handles
requests). A dialog box confirming that the request has been received will appear. The servlet
maintains a history of recent EDT restarts that includes the name of the user who initiated the
request and the date on which the request was made. To view this history information, click the
Restart History button, also on the Application tab. See below for more information.
Note: In the event the same EDT is running on two different machines, you will only be
allowed to restart it on one machine.
Restarting an EDT:
1
From the Application tab in EMon, select the EDT you want to restart.
2
Click Restart. In the event that you are trying to restart an EDT that runs on multiple
machines, you will be prompted to select the machine (server) on which you want to
restart the EDT.
The Restart Application(s) dialog appears.
3
To continue and send the restart request, click OK. To exit without sending the restart
request, click Cancel.
When OK is selected, a confirmation dialog appears, listing the EDT type(s) that have
been marked for restart.
4
Click OK.
Viewing a history of recent EDT restarts:
1
From the Application tab, select the EDT for which you wish to view history information.
2
Click Restart History.
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EMon User Guide V10
The Restart History dialog appears (see below) with a list of the most recent restart
actions for the selected EDT type.
Note: To refresh the history information in this dialog, click Refresh.
Restart History dialog
When you select Restart History from the Application tab, the following information is
displayed.
User Login
The login information for the user who initiated the restart request.
Restart Date
The date and time at which the restart request was initiated.
Server
The name of the server on which the EDT that was restarted runs. This is the same
description that appears in the Server Description pane of the Properties dialog for the
EDT.
Last Restarted
The date and time at which the interface was last restarted.
Last Contacted
The date and time at which the servlet was last contacted by the interface.
Socket Opened
The date and time at which a socket was opened by the interface (see HL7 parsing on
page 401 for more information).
EMon User Guide V10
399
Socket Accepted
The date and time at which the socket was last accepted.
Restart Command
Displays whether or not there is a restart command currently pending for the selected
EDT type.
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EMon User Guide V10
Socket Management for EDT Interfaces
For HL7, the Dragon Medical 360 | eScription application is the server socket. It opens the
socket and waits for you (the customer) to connect to it. This ensures that the connection is on
a defined port and to a defined IP address. Once a socket connection is established, we
(Dragon Medical 360 | eScription) wait for the message to be sent. In the event that a
transmission error occurs while the message is being sent, we will close and reopen the socket
and wait for you to reconnect. If an error is detected while closing and reopening the socket,
five seconds will pass before we re-attempt to connect. This will continue until the socket is
successfully reopened.
When Dragon Medical 360 | eScription is the message originator, responsible for sending
reports, we attempt to open a connection with the customer. The socket is not opened until a
document is queued to be sent. Once a document is sent, the socket remains open and sends
an HL7 message whenever another document is queued to be sent. The same socket closeand-reopen technique described in the above paragraph is used in this instance to handle lowlevel transmission errors.
When Dragon Medical 360 | eScription is not the message originator, and successfully receives
a message, it parses the message to confirm that it is well-formed (see HL7 parsing on
page 401). If the message fails this process, it is saved to the file system, and an email
notification is sent to a distribution list. An AR acknowledgement is sent back to the originating
system. When a message is confirmed to be well-formed, Dragon Medical 360 | eScription
sends an AA acknowledgement and relays the HL7 to the server which logs the message
content to the file system. The message content is then applied to the system database. From
the logged copies, Dragon Medical 360 | eScription can reapply HL7 messages. The copies can
also be used to confirm what exactly was sent, and when. If an error occurs while
acknowledgement is being sent, we close and reopen the socket using the retry technique
previously described.
IMPORTANT! Please re-send any messages that are not acknowledged within a reasonable
length of time.
Dragon Medical 360 | eScription uses a software alarm system to detect HL7 inactivity. In the
event that an HL7 message is not received from your institution within the duration you have
configured, an alarm is triggered and we are notified of the problem.
HL7 parsing
The HL7 parsing routines used by Dragon Medical 360 | eScription conform to the HL7 2.3.1
specification. Dragon Medical 360 | eScription supports the HL7 minimal lower-level protocol.
The start block indicator character is ASCII 11. Segments in the data block must be followed by
a carriage return. The end block indicator character is ASCII 28.
When a series of messages are sent for the same patient, and messages after the initial
message are missing the value for an optional field, the previously stored field value is either
deleted or retained until an explicit value is sent. Dragon Medical 360 | eScription can be
configured to process nulls either way.
This specification contains a partial list of the information that can be stored in the database.
Please notify Dragon Medical 360 | eScription if you require hosting of additional information,
or if fields will not be populated as specified in the following segments.
EMon User Guide V10
401
ADT
When an institution transmits patient ADT information to Dragon Medical 360 | eScription, the
code used to parse the data will examine the following HL7 segments:
•
MSH (required)
•
EVN (required)
•
PID (required)
•
PD1
•
PV1
•
MRG
•
DG1
The following tables describe the fields used from each of the segments listed above. Field
values that have a corresponding lookup are marked.
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EMon User Guide V10
MSH
eScription
FIELD
DATA
TYPE
REQUIRED
?
HL7 FIELD,
SUBFIELD
HL7 FIELD
SEQ NUM
Field Separator
char(1)
Yes
Field Separator
1
Encoding
Characters
char(4)
Yes
Encoding
Chars
2
Message Time
datetime
No
Message Time
7
Message Type
char(3)
Yes
Message
Type, message type
9
Trigger Event
char(3)
Yes
Message
Type, trigger
event
eScription
FIELD
DATA
TYPE
REQUIRED
?
HL7 FIELD,
SUBFIELD
HL7 FIELD
SEQ NUM
Event Type
Code
char(3)
No
Event Type
Code
1
Recorded
Date/Time
datetime
No
Date/Time of
Event
2
eScription
FIELD
DATA
TYPE
REQUIRED
?
HL7 FIELD,
SUBFIELD
HL7 FIELD
SEQ NUM
ExportCode
char(20)
No
Patient ID
(External ID),
ID
2
MedicalRecordNumber
char(12)
Yes
Patient ID
(Internal ID),
ID
3
Patient First
Name
char(30)
No
Patient Name,
given name
5
Patient Middle
Initial
char(1)
No
Patient Name,
middle initial or
name
5
Patient Last
Name
char(30)
No
Patient Name,
family name
5
Patient Suffix
char(20)
No
Patient Name,
suffix
5
LOOKUP
TABLE
EVN
LOOKUP
TABLE
PID
EMon User Guide V10
LOOKUP
TABLE
403
eScription
FIELD
DATA
TYPE
REQUIRED
?
HL7 FIELD,
SUBFIELD
HL7 FIELD
SEQ NUM
Birth Date
datetime
No
Date of Birth,
timestamp
7
Gender
char(1)
No
Sex
8
Social Security Number
char(16)
No
SSN Number Patient
19
Street1
varchar(80)
No
Patient
Address,
street address
11
Street2
varchar(80)
No
Patient
Address, other
designation
11
City
varchar(30)
No
Patient
Address, city
11
State
char(2)
No
Patient
Address, state
or province
11
Zip Code
char(20)
No
Patient
Address, zip or
postal code
11
Country
char(30)
No
Patient
Address,
country
11
Phone
varchar(30)
No
Phone Number - Home,
telephone
number
13
Patient
Account Number
char(25)
See note*
Patient
Account Number, ID
18
LOOKUP
TABLE
Yes
See Note*
Note:*One of either PID:18 or PV1:19 is used to store the account number representing
the patient visit. We prefer that PID:18 be used.
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EMon User Guide V10
PD1
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Primary Physician Code
char(10)
No
Patient Primary
Care Provider
Name & ID No, ID
number
4
Primary Care
Physician
Name
char(30)
No
Patient Primary
Care Provider
Name & ID No, family name
4
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ
NUM
Patient Class
char(4)
No
Patient Class
2
Patient Type
char(4)
Yes
Patient Type
18
Location
char(10)
No
Assigned
Patient Location, point of
care
3
Room
char(10)
No
Assigned
Patient Location, room
3
Bed
char(10)
No
Assigned
Patient Location, bed
3
Patient
Account Number
char(25)
See note*
Visit Number
19
Visit Start
datetime
No
Admit Date/
Time, timestamp
44
Visit End
datetime
No
Discharge Date/
Time, timestamp
45
Admitting
Physician
Code
char(10)
No
Admitting Doctor, ID number
17
LOOKUP
TABLE
PV1
EMon User Guide V10
LOOKUP
TABLE
See Note*
Yes
405
Admitting
Physician
Name
char(30)
No
Admitting Doctor, family name
17
Referring Physician Code
char(10)
No
Referring Doctor, ID number
8
Referring Physician Name
char(30)
No
Referring Doctor, family name
8
Attending
Physician
Code
char(10)
No
Attending Doctor, ID number
7
Attending
Physician
Name
char(30)
No
Attending Doctor, family name
7
Consulting
Physician
Code
char(10)
No
Consulting Doctor, ID number
9
Consulting
Physician
Name
char(30)
No
Consulting Doctor, family name
9
Facility
char(10)
No
Servicing Facility
39
Other Physician Code
char(10)
No
Other Healthcare Provider,
ID number
52
Other Physician Name
char(30)
No
family name
52
the patient visit. We prefer that PID:18 be used.
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EMon User Guide V10
MRG
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Export Code*
char(20)
No
Patient ID
(External ID),
ID
4
MedicalRecordNumber*
char(12)
Yes
Patient ID
(Internal ID), ID
1
Prior Visit
Code
char(25)
No
Prior Patient
Account Number, ID
3
LOOKUP
TABLE
See Note
Note:*A second row is created in the patient table with a pointer to the replacement
patient row.
Note: Required for A49 trigger event only.
DG1
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Diagnosis
Code
varchar(20)
No
Diagnosis
Code, identifier
3
Diagnosis
Description
varchar(255)
No
Diagnosis
Code, text
3
LOOKUP
TABLE
ADT Trigger Events
Below is a list of supported HL7 ADT message types.
•
A01 - Admit/visit notification
•
A02 - Transfer a patient
•
A03 - Discharge/end visit
•
A04 - Register a patient
•
A05 - Pre-admit a patient
•
A06 - Change an outpatient to an inpatient
•
A07 - Change an inpatient to an outpatient
•
A08 - Update patient information
EMon User Guide V10
407
•
A11 - Cancel admit
•
A12 - Cancel transfer
•
A13 - Cancel discharge
•
A14 - Pending admit for a patient
•
A17 - Swap patient beds
•
A18 - Merge patient information
•
A23 - Delete record
•
A24 - Link patient info
•
A28 - Add person information
•
A31 - Update person information
•
A34 - Merge patient information (patient ID only)
•
A39 - Merge person
•
A49 - Change account number
Orders
When an institution transmits patient orders information to Dragon Medical 360 | eScription,
the code responsible for parsing the data examines the HL7 segments listed:
•
MSH (required)
•
EVN
•
PID (required)
•
PD1
•
PV1
•
ORC
•
OBR (required)
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EMon User Guide V10
MSH
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Field Separator
char(1)
Yes
Field Separator
1
Encoding
Characters
char(4)
Yes
Encoding
Chars
2
Message Time
datetime
No
Message Time
7
Message Type
char(3)
Yes
Message Type,
message type
9
Trigger Event
char(3)
Yes
Message Type,
trigger event
9
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Event Type
Code
char(3)
Yes
Event Type
Code
1
Recorded
Date/Time
datetime
Yes
Date/Time of
Event
2
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
ExportCode
char(20)
No
Patient ID
(External ID),
ID
2
MedicalRecordNumber
char(12)
Yes
Patient ID
(Internal ID), ID
3
Patient First
Name
char(30)
No
Patient Name,
given name
5
Patient Last
Name
char(30)
No
Patient Name,
family name
5
Birth Date
datetime
No
Date of Birth,
timestamp
7
Gender
char(1)
No
Sex
8
LOOKUP
TABLE
EVN
LOOKUP
TABLE
PID
EMon User Guide V10
LOOKUP
TABLE
Yes
409
Race
char(1)
No
Race
10
Yes
Marital Status
char(1)
No
Marital Status
16
Yes
Religion
char(4)
No
Religion
17
Yes
Social Security Number
char(16)
No
SSN Number Patient
19
Street1
varchar(80)
No
Patient
Address, street
address
11
Street2
varchar(80)
No
Patient
Address, other
designation
11
City
varchar(30)
No
Patient
Address, city
11
State
char(2)
No
Patient
Address, state
or province
11
Zip Code
char(20)
No
Patient
Address, zip or
postal code
11
Country
char(30)
No
Patient
Address, country
11
Phone
varchar(30)
No
Phone Number - Home,
telephone number
13
Patient
Account Number
char(25)
See note*
Patient
Account Number, ID
18
See Note*
the patient visit. We recommend that PID:18 be used.
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EMon User Guide V10
PD1
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Primary Physician Code
char(10)
No
Patient Primary Care Provider Name &
ID No, ID number
4
Primary Care
Physician
Name
char(30)
No
Patient Primary Care Provider Name &
ID No, family
name
4
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Patient Class
char(4)
No
Patient Class
2
Patient Type
char(4)
Yes
Patient Type
18
Location
char(10)
No
Assigned
Patient Location, point of
care
3
Room
char(10)
No
Assigned
Patient Location, room
3
Bed
char(10)
No
Assigned
Patient Location, bed
3
Patient
Account Number
char(25)
See note*
Visit Number
19
Visit Start
datetime
No
Admit Date/
Time, timestamp
44
Visit End
datetime
No
Discharge
Date/Time,
timestamp
45
Admitting Physician Code
char(10)
No
Admitting Doctor, ID number
17
LOOKUP
TABLE
PV1
EMon User Guide V10
LOOKUP
TABLE
See Note*
411
Admitting Physician Name
char(30)
No
Admitting Doctor, family
name
17
Referring Physician Code
char(10)
No
Referring Doctor, ID number
8
Referring Physician Name
char(30)
No
Referring Doctor, family
name
8
Attending Physician Code
char(10)
No
Attending Doctor, ID number
7
Attending Physician Name
char(30)
No
Attending Doctor, family
name
7
Consulting
Physician
Code
char(10)
No
Consulting
Doctor, ID
number
9
Consulting
Physician
Name
char(30)
No
Consulting
Doctor, family
name
9
Facility
char(10)
No
Servicing Facility
39
Other Physician Code
char(10)
No
ID number
52
Other Physician Name
char(30)
No
family name
52
the patient visit. We recommend that PID:18 be used.
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ORC
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Order Control
char(2)
No
Order Control
1
Order Status
char(2)
No
Order Status
5
Enterer’s
Location
varchar(80)
No
Enterer’s Location
13
Ordering Provider Code
varchar(10)
No
Ordering Provider, ID number
12
Ordering Provider First
Name
varchar(30)
No
Ordering Provider, given
name
12
Ordering Provider Middle
Initial
varchar(1)
No
Ordering Provider, middle
initial or name
12
Ordering Provider Last
Name
varchar(30)
No
Ordering Provider, family
name
12
eScription
FIELD
DATA
TYPE
REQUIRED?
HL7 FIELD,
SUBFIELD
HL7
FIELD
SEQ NUM
Order Item
Code
char(15)
Yes
Filler Order
Number, entity
identifier. Some
customers prefer to send
order item code
in the Place
Order Number
field OBR.2
3
Order Description Code
char(30)
Yes
Universal Service ID, identifier
4
Order Description Text
varchar(255)
No
Universal Service ID, text
4
Order Fulfillment Date
datetime
No
Observation
Date/Time,
timestamp
7
Order Status
char(10)
No
Result Status
25
LOOKUP
TABLE
OBR
EMon User Guide V10
LOOKUP
TABLE
Yes*
Yes **
413
Reason for
Study
varchar(60)
No
Reason for
Study, text
31
Order Group
Code
char(20)
No
Filler Field 1
20
Copy Physician Code
char(10)
No
Result Copies
To, ID number
28
Copy Physician Name
char(30)
No
Result Copies
To, family
name
28
Note:*If a corresponding description is not found, a row is created in the lookup table for
the description code/text that was sent.
Note:**If a corresponding status is not found, we create a row in the lookup table for the
status code that was sent.
Orders Trigger Events
Below is the HL7 Orders message type received by Dragon Medical 360 | eScription.
•
414
O01 - Unsolicited order response
EMon User Guide V10
EMon Tools
The Tools menu in EMon allows you to
manage a variety of features, including
security groups, distribution rules and
templates, validation rules, normals, MT
Instructions, general system options, and a
number of other helpful features.
Note: There are several features accessible
from the Tools menu that are not covered
fully in this chapter, as they are addressed
elsewhere in this guide. In such cases,
cross-references are provided.
10

About the Tools Menu

Tools Menu Options

Expedite Stats Rules

Prefill Signer Rules

MT Instructions

Choosing Dictations for MT
Review

Templates

Institution Settings



MT Review Grading Criteria

NetScript Options

Options
415
Chapter 10: EMon Tools
About the Tools Menu
The Tools menu offers access to many of the features available in EMon. It contains both
default menu options and options that can be enabled or disabled through the Application
Features dialog.
Note: The name of the check box in the Application Features dialog and the name of the
corresponding menu option sometimes differ: Turnaround Time Wizard corresponds to
Turnaround Time Rules; Institution Specific Values corresponds to Institution Settings.
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Tools Menu Options
The Tools menu contains many options, some of which are explained fully in this chapter, and
others that appear elsewhere in this guide. The first set of options listed below are those
discussed in other chapters. A brief description is provided for each, along with a crossreference to the appropriate location. Following are the options that are explained fully in this
chapter.
Change Your Password
Allows you to change your EMon password. See Changing your password in Chapter 3 on
page 65.
Security Groups
EMon allows you to create permission-specific groups whose members can access, view, and
modify certain data and settings in EMon, EditScript MT, and NetScript. There are different
types of groups for administrators, transcriptionists, and clinicians, each type with its own set
of permissions. You can select which permissions are available to a group, and then add
members to it.
Security groups are an effective tool for maintaining control over your system and workflow. To
define or manage security groups, select Security Groups from the Tools menu. See Security
Distribution Rules
Distribution rules tell the system when to distribute a document, how to distribute a document,
and to whom. Using filters (e.g., work type, business entity, dictating clinician), you can create
rules that accommodate your workflow. For instance, you can fax all operative notes to the
fourth floor fax machine, or print all discharge summaries at the front desk. Documents are
most commonly distributed via print, fax, and email distribution. Other options are available for
distributing to your medical records system, and for electronic signature. See Configuring
Distribution Rules in Chapter 7 on page 208.
Validation Rules
Validation rules are error tests that run when a specific event occurs (e.g., a document is
uploaded by a transcriptionist in EditScript MT). When a document fails a validation test, it is
automatically pended and queued in the Message tab in EMon. Using the validation rules wizard
in EMon you can easily create new rules and manage existing rules. See Configuring Validation
Rules in Chapter 8 on page 306.
Patient Visit Filter Rules
Using the Patient Visit Filter Rules feature, you can restrict the patient visit information that is
visible to users when they perform a search in EditScript MT, EMon, and NetScript. This is most
useful for a transcription group that edits/transcribes documents for a particular business
entity, and does not need to see patient data from other entities. Configuring a data filter in
this scenario would greatly reduce the information the transcription group would be able to see,
thus saving them time when looking for a specific visit. See Filtering Patient Visit Data in
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eAlert Rules
eAlerts are notifications that are emailed to appropriate administrators and support teams at
your institution to communicate daily status information for various product components. There
are seven standard eAlert types. Each report provides a different function and provides specific
information regarding your system. Your institution can subscribe to one or more reports. See
Configurable eAlert Rules in Chapter 12 on page 559.
Turnaround Time Rules
Turnaround Time Rules (TAT Rules), created using the Turnaround Time Rules wizard, are a
quick, easy way to generate Priority Rules. The Turnaround Time Rules wizard allows you to
enter a set of aging data, and from that data the system generates Priority Rules. See
Turnaround Time Rules in Chapter 6 on page 189.
Pended documents can now be automatically routed to specific reviewers or groups of
reviewers, streamlining the work queues of both MTSOs and in-house MTs.
This routing is controlled by three components:
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•
•
Pending criteria—institution-wide conditions that can cause a document to be pended.
Pending document tasks (PDTs)—a collection of pending criteria that control the routing
of pended documents to MTs, based on the criteria that caused them to be pended.
Security groups—permission-specific groups used to control access to certain
functionality. Administrators can create security groups whose work queue is restricted
to documents tagged with a specific PDT.
See Enhanced Pending List Management in Chapter 8 on page 321.
Distribution Templates
A distribution template is a text document with a pre-designed, customized format and
structure for printing and faxing that is ready to be filled in with the appropriate fields.
Distribution templates incorporate document layout elements, such as graphics and text blocks,
that are specific to your institution. You can manage your templates through an intuitive
Template Manager wizard that allows you to create, test, and manage your Distribution
Templates and Normals from one location. See Managing Distribution Templates in Chapter
7 on page 276.
Password Policy
EMon allows you to establish a password policy for all users through the Password Policy dialog.
Using this dialog, you can specify minimum and maximum password length and lifetime
restrictions, set character and case usage restrictions, and specify password expiration
settings, as well as other options. You can also configure the system to require certificates for
access to EMon and EditScript MT. See Managing Passwords in Chapter 3 on page 62.
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Application Features
A number of the features available in EMon, EditScript MT, and NetScript must be manually
enabled through the Application Features dialog. This dialog lets you control what new features
are active across the system. See Activating New Features for Use in Chapter 1 on page 34.
Note: Many of the features in this list affect the appearance of the Tools menu. For
example, when you enable eAlert Rules, the eAlert Rules option appears in the Tools menu.
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Configuring How Pending List Management Users are
Credited for Their Work
EMon administrators can use the Pending Queue Reimbursement Credit dialog box to configure
how transcriptionists working in Pending List Management mode get credited for their work.
The following methods are available:
•
The difference in number of lines between downloaded and uploaded version
crediting the reviewer with the difference between the two numbers.
•
The higher number of lines between downloaded and uploaded version
crediting the reviewer with the greater number of lines.
•
The highest line count of all versions
After the reviewer uploads the document, the system compares it to all previous
versions, crediting the reviewer for the highest line count.
•
The number of lines in the uploaded version
The system credits the reviewer with the number of lines in the document at the time
that the reviewer uploads it.
To choose a method for crediting PLM reviewers:
1
Log in to EMon as an administrator.
2
From the Tools menu choose Pending Queue Reimbursement Credit.
The Pending Queue Reimbursement Credit dialog appears.
3
Choose a billing group from the drop-down list.
4
Choose a work credit method.
5
Click OK.
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Expedite Stats Rules
When a clinician or administrator marks a dictation as high priority, that dictation is pushed
through the system more quickly than “normal” priority dictations. After high priority dictations
are speech recognized, they are bumped to the head of the dictation queue, making their
turnaround time much faster than that of other dictations. Sometimes, however, your
institution may wish to even further expedite certain types of high priority dictations by sending
them directly to an MT to be transcribed, thus skipping speech recognition. This is accomplished
by creating Expedite Stats Rules.
You define Expedite Stats Rules by specifying the work type and/or business entity to which
they pertain. For example, you can create an Expedite Stats Rule for high priority radiology
dictations from hospital X. Any time a radiology dictation from hospital X is marked as high
priority, it is sent for straight transcription.
Guidelines for creating Expedite Stats Rules
These guidelines exist so that you do not create duplicate rules. You will receive an error
message if you try to create a duplicate rule, and a warning message when a rule you create
will cause others to be deleted.
•
•
•
•
The same combination of work type and business entity cannot be duplicated.
If you select work type ALL and a specific business entity, all other rules that include
that business entity (if any exist) are deleted.
If you select business entity ALL and a specific work type, all other rules that include
that work type (if any exist) are deleted.
If you select work type ALL and business entity ALL, all other rules are deleted.
Getting started with Expedite Stats Rules
•
•
Enable Expedite Stats through the Application Features dialog. See Activating New
Features for Use in Chapter 1 on page 34 for more information on this dialog and for
instructions on activating features.
Expedite Stats permission enabled. For more information on security groups, see
Security Groups in Chapter 3 on page 68.
Managing Expedite Stats Rules
You can add, edit, and delete Expedite Stats Rules through the Expedite Stats dialog. To create
a new Expedite Stats Rule, or to edit or delete an existing Expedite Stats Rule, follow the steps
below.
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Steps:
1
Select Expedite Stats Rules from the Tools menu.
The Expedite Stats dialog appears. It lists the Expedite Stats, if any, that have been
defined for your institution.
To create an expedite stats rule:
1
Click New from the Expedite Stats dialog, or press ALT+N.
The Expedite Stats dialog appears.
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2
Select a work type and a business entity. See Guidelines for creating Expedite Stats
Rules on page 421.
3
Click Save.
4
Click Yes to save the expedite stat rule.
To edit an expedite stats rule:
1
Click Edit from the Expedite Stats dialog, or press ALT+E.
The Expedite Stats dialog appears.
2
Make changes as necessary and click Save.
3
Click Yes to save the edits to your rule.
To delete an expedite stats rule:
1
From the Expedite Stats dialog, select the rule you would like to delete.
2
Click Delete or press ALT+D.
3
Click Yes to delete the rule.
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Prefill Signer Rules
Your institution can prefill different parts of the dictation header. You can use prefill signer rules
to fill in the signing clinician field prior to transcription. Prefilling increases productivity for MTs
and decreases the occurrence of incorrect data. You set the signing clinician prefill based on
work type/business entity combinations.
Note: Prefilling only occurs once. If the dictating clinician is changed, then the signing
clinician must be manually changed.
Tip: Best practice is to prefill for your institution where there is a clear signing clinician for
a specific business entity and work type combination.
Getting started with Prefill Signer Rules
•
•
Enable Prefill Signer through the Application Features dialog. See Activating New
Prefill Signer permission enabled. For more information on security groups, see
Managing Prefill Signer Rules
You can add, edit, and delete prefill signer rules.
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Adding a Prefill Signer Rule:
1
Select Prefill Signer Rules from the Tools menu.
The Prefill Signer dialog appears. It lists the Prefill Signer Rules, if any, that have been
set for your institution.
2
Click New.
The New Prefill Signer dialog appears.
3
Read the rules in the dialog about creating Prefill Signer rules.
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4
Select the desired work type, business entity, and prefill method from the
corresponding drop-down menus.
You can prefill the signing clinician field in the following ways:
No Fill
The signing clinician field is not prefilled. Your MTs need to fill in the signing clinician
based on the dictation, if necessary.
If Not Speaker, Patient Visit Attending
The signing clinician field prefills with the dictating clinician if he has the Other
Electronic Signature permission in the Clinician (Other) security group or the
Electronically Sign in NetScript permission in the Clinician NetScript Permissions
security group.
If the dictating clinician does not have the above permissions, then prefill checks to see
if an attending clinician is specified in the ADT data. The attending clinician is then
added to the signing clinician field.
If neither condition is met, then the signing clinician field is not prefilled.
Note: This prefill option does not check if the attending clinician has the
permission of Other Electronic Signature in the Clinician (Other) security group or
the permission of Electronically Sign in NetScript in the Clinician NetScript
Permission security group.
If Not Speaker, No Fill
security group.
Otherwise, the signing clinician field is not prefilled.
If Not Speaker, Patient Visit Attending if they can sign (electronically or otherwise)
security group.
If the dictating clinician does not have either permission, then prefill checks to see if an
attending clinician is specified in the ADT data. If the attending clinician has the Other
security group, he is prefilled in the signing clinician field.
If neither condition is met, then the signing clinician field is not prefilled.
5
Click Save when complete.
6
Click Yes to accept the new rule.
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Editing a Prefill Signer Rule:
1
2
Select the Prefill Signer Rules you want to edit.
3
Click Edit.
The Edit Prefill Signer dialog appears.
4
Edit the desired work type, business entity, and prefill method from the corresponding
drop-down menus.
5
Click Save when complete. Click Yes to confirm the changes.
6
Deleting a Prefill Signer Rule:
1
2
Select the Prefill Signer Rules you want to delete.
3
Click Delete.
A Confirm Deletion prompt appears.
4
Click Yes to confirm the deletion.
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MT Instructions
The MT Instructions feature allows you to create instructions that can be displayed while an MT
is working on a dictation. The instructions specify any special steps that an MT should take to
complete the dictation. When creating MT instructions, you can specify the work type, business
entity, speaker, specialty, and MT Group to which the instructions pertain. In addition, you can
define settings per MT through the eScriptionist Profile dialog.
When MTs download a dictation that matches the criteria of an MT instruction, they either
receive notification of the instructions or the instructions themselves, depending on how their
eScriptionist profile is configured. If a notification appears, they can choose whether or not to
view the instructions. If instructions qualify as new (as defined in the eScriptionist Profile
dialog), the MT receives notification that new instructions are available. For more information
on MT Instructions in EditScript MT, refer to the EditScript MT User Guide.
Note: MT Instructions are displayed whether the criteria of the instruction matches the
dictation completely or partially. For example, if you create an instruction for the radiology
work type, and another instruction for the radiology work type and Dr. Smith, an MT will
receive both instructions when downloading a radiology dictation by Dr. Smith. The
instructions are labeled and grouped by criteria. For example, the instructions for the
radiology work type would be labeled accordingly, followed by the instructions for
radiology and Dr. Smith.
MT Instructions can also be viewed from within EMon’s Dictation Properties screen when
accessed through either the Dictation or Message tab. This feature is helpful when you are
editing or resolving pended documents in EMon. Instructions will be viewed in their own
window, making it easy to position them next to the open dictation. See Viewing instructions
from the Dictation Properties screen on page 434 for details.
Getting started with MT Instructions
•
Activate MT Instructions through the Application Features dialog. See Activating New
IMPORTANT! Once you enable this feature through the Application Features
dialog, you must log out and log back into EMon before the feature is available on
the Tools menu.
•
Belong to an Administrator EMon permissions security group that has the MT
Instructions permission enabled. For more information on security groups, see Security
When this feature is enabled, you will notice the following changes to the EMon user interface:
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The MT Instructions option appears on the Tools menu.
Two new options are available in the Transcription tab of the eScriptionist Profile dialog:
Always Display Instructions and Days Instruction defined as new. The former
setting determines whether the MT sees the instructions themselves or notification of
instructions upon download. You can use the latter to define the number of days the
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instruction qualifies as new for the MT. When an instruction is new, MTs are alerted so
that they are sure to view it. For more information on these options, see Changing an
eScriptionist’s profile in Chapter 4 on page 105.
Note: If you edit an MT Instruction, it will qualify as new again.
•
A new option is available on the EMon Options dialog (Tools menu> Options): Always
open MT Instructions when editing a document. If this option is selected, and you
click the Edit Document button (plain text or RTF) on the Dictation Properties screen in
EMon, the MT Instructions will automatically display in a separate window, in addition to
the Edit document window. See Configure MT Instructions to always open when editing
a document on page 436.
Setting up MT Instructions
You can add, edit, copy, delete, and enable/disable MT Instructions through the MT Instructions
dialog.
Steps:
1
Select MT Instructions from the Tools menu.
The MT Instructions dialog appears. It lists the MT Instructions that have been created
for your institution. There are four columns:

Name - the name of the instruction

Is Enabled - whether or not the instruction is enabled

Modified By - the login name of the user who last modified the MT Instruction or
the name of the user who created the instruction, if it has not been modified
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
Modified On - the date/time when the MT Instruction was last updated. If no
updates have been made, it shows the date/time it was created. Date/time is
shown in the institution’s time zone and configured date format.
To sort on a column, click on its name.
To create an MT Instruction:
1
Click Add from the MT Instructions dialog, or press ALT+A.
The MT Instructions Wizard appears. The title bar indicates that you are creating a new
instruction.
Tip: If you are creating a new instruction that includes criteria that is already being
used by another instruction, add only the new information to the more specific
instruction. For example, if an instruction for radiology dictations exists, and you
wish to create an instruction for radiology dictations by Dr. Smith, add only the
instructions particular to Dr. Smith. MTs receive both sets of instructions when
downloading radiology dictations by Dr. Smith, and this way they will not receive
the same information twice.
2
Enter a descriptive name for the instruction in the Instruction Name field.
Tip: Be as descriptive as possible with the name. A user should be able to easily
identify the instruction by its name, for example, “smith_radiology_instruction.”
This will also help keep users from creating instructions with identical criteria.
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3
Enter the steps of the instruction in the Instruction Description box. Label the steps (1,
2, 3, etc.).
4
Click Next.
The Criteria Selection screen appears.
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5
Select the type of criteria you would like to use to define this instruction. The available
types are: dictating clinician, work type, business entity, specialty, and MT Group. You
can select more than one criterion. If you do not choose any criteria, the instruction will
be displayed for all of the institution’s dictations.
Note: When a dictation is downloaded, all instructions whose criteria match the
dictation are displayed. Instructions will be grouped in the display box according to
the criteria. See the EditScript MT User Guide for more information.
Note that if a user selects both the Dictating Clinician and Specialty filters, it is possible
to configure the filters so that the instruction might never be displayed to users. For
instance, a Dictating Clinician filter can be set up that includes a clinician with specialty
‘A’. At the same time, it is possible to set up a Specialty filter that excludes all
specialties except specialty ‘B’. In this case, the instruction would not be displayed.
If a user does select both filters, a warning message appears on the screen as a
reminder of this possibility (see screen shot below).
6
Click Next.
7
For each type of criteria you select, you will see the filter screen associated with that
criteria (shown below for the work type criteria). This screen allows you to define the
exact speakers, work types, or business entities to which this instruction applies. When
the instruction applies to only a few of the choices, select Only these and move the
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choices you wish to include to the right-hand pane. When it refers to most of the
choices, select All except these and move the choices you wish to exclude to the
right-hand pane.
With one or more choices in the left-hand pane selected, click >>Add to move them to
the right-hand pane. Use CTRL+click to select more than one option at a time. Click
Next to navigate to the next screen. Click Finish when you have defined all of the
criteria.
To edit an MT Instruction:
1
From the MT Instructions dialog, select an existing instruction.
2
Click Edit, or press ALT+E.
The MT Instructions Wizard appears. The title bar indicates that you are editing the
instruction. The name of the instruction is also shown.
3
You can edit any of the information in the wizard screens. Use Back and Next to
navigate the wizard. Alternatively, click the name of the screen in the left pane to
navigate directly there. Click Finish when you are done. See To create an MT
Instruction: on page 430 for more information on the wizard screens.
Note: The date of the last change will appear when an MT views the instruction in
EditScript MT.
Note: When you edit an MT Instruction, it will qualify as new again.
4
When you click the Finish button, you will be asked to confirm the changes. Click Yes
to confirm. Or, click No, then Cancel to cancel the changes, or click Back to make
more modifications.
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To copy an MT Instruction:
1
2
Click Copy, or press ALT+C.
The MT Instructions Wizard appears.
3
You can edit any of the information in the wizard screens. Use Back and Next to
navigate the wizard. Alternatively, click the name of the screen in the left pane to
navigate directly there. Click Finish when you are done. See To create an MT
Instruction: on page 430 for more information on the wizard screens.
To delete an MT Instruction:
1
2
Click Delete, or press ALT+L.
A confirmation dialog appears. Click Yes to delete the instruction.
To enable/disable an MT Instruction:
Individual MT Instructions listed in the MT Instructions dialog box can be enabled or
disabled. This functionality is useful, for example, if you need to go in and modify an
instruction and do not yet want it displayed to MTs. A new column in the dialog called
Enabled indicates the status of each instruction.
Steps:
1
To disable an instruction, select it in the dialog and click the Disable button.
2
To re-enable it, select it and click the Enable button.
An MT Instruction is enabled by default.
Viewing instructions from the Dictation Properties screen
MT Instructions can also be viewed from within EMon’s Dictation Properties screen when
accessed through either the Dictation or Message tab. This feature is helpful when you are
editing or resolving pended documents in EMon. Instructions will be viewed in their own
window, making it easy to position them next to the open dictation. Note that the appropriate
filters will be applied when viewing instructions. For example, a user belonging to a particular
MT Group will only be shown instructions that his/her group is allowed to see. There are two
ways to open the instructions for viewing:
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clicking a button on the Properties dialog (see below)
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setting them to automatically open when editing a dictation that has instructions
associated with it (see Configure MT Instructions to always open when editing a
document on page 436)
A new MT Instructions button appears in the list of buttons at the bottom of the Properties
dialog. If there are instructions matching the selected dictation’s properties, the MT Instructions
button is enabled. If you hover your mouse over the button, a tooltip appears stating: ‘MT
Instructions are available for this dictation. Click on the button below to toggle displaying the
instructions.’
If no MT Instructions are associated with the dictation, the MT Instructions button is disabled
(greyed out).
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The MT Instructions appear as below, in their own window. When a user closes the dictation
Properties dialog, the MT Instructions window and document window are automatically closed
as well.
Configure MT Instructions to always open when editing a document
If you prefer to have the MT Instructions automatically displayed every time you open a
dictation for editing, there is a new check box in the EMon Options dialog (Tools menu>
Options) called Always open MT Instructions when editing a document. If this option
is selected, and you click the Edit Document button (plain text or RTF), the MT Instructions
will display in a window, in addition to the Edit document window.
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Note: EMon must be restarted for the new option to take effect. The option is disabled by
default.
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Choosing Dictations for MT Review
MT Review mode in EditScript MT allows staff members who have the appropriate permissions
to review and score documents that have been edited or transcribed. In coordination with this
mode, EMon allows particular users to select specific or random dictations to assign to a
reviewer for quality review. This selection must be done prior to scoring a dictation. See the
EditScript MT User Guide for complete information on MT Review.
There are two ways to select documents for MT Review. Specific documents can be hand-picked
for the queue through a right-click option in the Dictation tab, or selected randomly using the
Choose Dictations for MT Review feature. Both methods are described below.
Once you have selected a group of documents, you can log in to MT Review mode (in
EditScript), construct a queue (from the selected documents), retrieve the documents, and
then begin scoring.
Choosing random dictations for MT Review
Using the Choose Dictations for MT Review feature, dictations can be randomly selected based
on a selected Work Type(s), Transcriptionist, Transcriptionist Group, Business Entity(s), and/or
Speaker, in addition to several other criteria.
Steps:
1
From the Tools menu, select Choose Dictations for MT Review.
The Selection of Transcriptions for Choose Dictations for MT Review dialog appears.
2
Specify the number of dictations you would like to assign to the queue, and the criteria
by which those dictations will be selected. Dictations can either be counted by Number
or Percentage.
Note: You must specify a whole number in the Quantity of Dictations field.
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3
The Confirm Selections box appears.
4
Review the summary information and click OK to build the work queue, or Cancel to
revise your selection.
When OK is selected from the Confirm Selections box, and the work queue is
successfully built, a dialog will appear with a list of the Dictation IDs for the dictations
that are in the queue.
5
Click OK to close the dialog.
Manually selecting dictations for MT Review
When you want to create a list of specific documents for MT Review, you can hand-pick
documents from the Dictation tab and add them to the queue. To do this, follow the steps
below.
Steps:
1
From the Dictation tab, search for and select the dictation you wish to add to the MT
Review queue.
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2
Right-click on the dictation.
A pop-up menu appears.
3
Choose Select for MT Review from the menu that appears.
4
Repeat these steps for each additional document you want to add to the queue.
Your next step is to construct a queue of selected documents in EditScript MT, retrieve
a document, and then begin scoring. See the EditScript MT User Guide for complete
information.
Review statuses
Once you select a document for review, you can view its status using the steps below.
Documents can have one of the following review statuses:
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Ready for Review - the document can be selected for MT Review (default). This is the
status for all dictations that have been edited or transcribed (including pended
documents).
Selected for Review - the document has been selected for MT review and is either in the
MT Review mode work queue or is being reviewed.
Reviewed - the document has been reviewed and scored.
Not Ready for Review - this status can be manually assigned to a document that is not
ready to be reviewed.
Checked out for Review - an MT reviewer has locked the document in order to review it.
No other reviewer may lock this document while it is in this state.
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•
Viewing - an EditScript user has downloaded a document which formerly was in the
"Reviewed" state. Multiple transcriptionists may download the document when it is in
this state.
Seen by MT - a reviewed document has been downloaded, opened, and closed by the
transcriptionist who originally transcribed the document.
Changing review statuses
The Change Review Status dialog in EMon lets you change the review status of selected
dictation.
Note: The ‘Change MT Review Status’ menu is only available for the original and latest
version of a document. For example, if there are 3 versions of the document, the ‘Change
MT Review Status’ menu will be shown only for versions 1 and 3, and not for 2.
To change a review status:
1
In EMon, click the Dictation tab.
2
Search for and select a dictation.
3
Click the History button.
4
In the Document Versions section, select the version of the document whose status you
want to change.
5
Click the right mouse button.
6
Select Change MT Review Status.
The Change Review Status dialog appears.
7
Select a status from the drop-down list, and click OK.
Note: Certain transitions are not permitted if they interfere with the required
reviewing workflow. For example, you cannot change a dictation from “Ready for
Review” to “Seen by MT”. If you choose an invalid status, an error message will
appear.
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Templates
You can manage two types of templates through the Templates menu option: distribution
templates and normals. In addition, you can test your text templates prior to go-live.
Distribution templates
A distribution template is a text document with a pre-designed, customized format and
structure for printing and faxing that is ready to be filled in with the appropriate fields.
Distribution templates incorporate document layout elements, such as graphics and text blocks,
that are specific to your institution. You can manage your templates through an intuitive
Template Manager wizard that allows you to create, test, and manage your Distribution
Templates and Normals from one location. See Managing Distribution Templates in Chapter
7 on page 276.
Outbound Interface Testing
Typically, prior to your institution’s go-live, your Dragon Medical 360 | eScription Installation
Programmer creates EDT/Text templates (used for distributions to your EMR) based on
specifications that you provide. In order to make sure that these templates are formatted as
you like and expect, EMon provides the Outbound Interface Testing feature. This feature allows
you to send test distributions to your EMR using released EDT/Text templates. Once the
documents are in your EMR, you can validate that they look correct (i.e., that the templates
used meet your requirements). See Testing EDT/Text Templates in Chapter 7 on page 300.
Managing normals
A normal contains standard, predefined content that can easily be inserted into a dictation,
either through a voice trigger or manually by an MT. Normals are created for content that is
dictated often and in the same way every time (e.g., a normal chest scan). By referring to a
normal, the clinician can avoid dictating this information, saving him time while dictating, and
saving the MT time while editing or transcribing. Normal templates are saved as a .doc file on
the server, and when a dictation is edited or transcribed in EditScript MT, the transcriptionist
selects the appropriate normal from a list and inserts it into the report. Alternatively, if the
normal is a voice-triggered normal, AutoScript recognizes the trigger-phrase and pulls the
normal into the report before it is sent to the MT for editing.
There are two different methods for managing your normals: the default method and the
Normals Administration method. The Normals Administration method features a Web interface
for managing, creating, and editing normals. To use this feature, you must first enable it
through the Application Features dialog. For more information, see Using the Normals
Administration method on page 446.
Using the default method
This section contains instructions for using the default method for managing your normals. If
you choose not to activate the Normals Administration feature (see Using the Normals
Administration method on page 446), this is the method that will be used to manage normals.
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To view a normal:
1
Select Templates> Normals from the Tools menu.
The Connect to dialog appears.
2
Enter your username and password, then click OK.
The eTemplate File Browser appears, containing a list of the templates that are
available for use by clinicians. The available templates can be grouped by filename, file
size, type (directory or file) and date.
3
Click on the name of the template you wish to view.
The File Download dialog appears.
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4
Click Open.
The file opens in a separate session of Microsoft Word.
Note: When opening a pull template, conversion may be required before it can be
downloaded. In this instance, the File Conversion dialog will appear. Select the
encoding type that makes the selected document readable. Note the Preview pane
at the bottom of the window. The displayed preview will automatically update when
the encoding type is changed.
To create a normal:
1
Create a template in Microsoft Word.
2
Save the document as a .doc or .rtf file. Note where you save the file as you will need
to browse for it later.
3
In EMon, select Templates> Normals.
The eTemplate File Browser appears.
4
Scroll to the bottom of the window and click Browse (to the right of the Upload file
field).
The Choose file dialog appears.
5
Browse for and select the template, then click Open.
The file name appears in the Upload file field.
6
Click Upload.
The template is added to the list.
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To edit a normal:
1
The Connect To dialog appears.
2
The eTemplate File Browser window appears, containing a list of the templates that are
available for use by clinicians. The available templates can be grouped by filename, file
size, type (directory or file), and date.
3
Click on the name of the template you wish to edit.
The File Download dialog appears.
4
Click Open.
The file opens in a separate session of Microsoft Word.
5
Make the necessary edits, then close the file.
6
A warning dialog appears, reminding you that changes have been made to the file.
7
Click Yes to save your changes.
The Save As dialog appears.
8
Specify the location to which the edited template will be saved, and change the name if
you want. Be sure to remember this information, as you will need to locate the edited
file in a later step. Click Save.
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9
Scroll to the bottom of the eTemplate File Browser window and click on the Browse
button to the right of Upload File.
The Choose file dialog appears.
10
Browse for and select the edited template you saved in Step 8. Then click Open.
The file name appears in the Upload file field.
11
Click Upload.
You have now uploaded the edited template. The next time the template is used, it will
reflect your changes.
To delete a normal:
1
The eTemplate File Browser window appears.
2
Select the check box next to the template(s) you want to delete.
3
Click Delete (at the bottom of the window).
To create a folder:
1
2
In the Create new folder field at the bottom of the window, enter the new folder
name.
Note: You can also create folders within folders by navigating to a folder and
creating the new folder from that screen.
3
Click Create folder.
The new folder is displayed in the list of files, and has a type of ‘Directory.’
To move a template to a folder:
1
2
Select the check box next to the template(s) you want to move.
3
Select the radio button next to the folder you want to move the templates to.
4
Click Move at the bottom of the window.
Using the Normals Administration method
The Normals Administration method allows you to manage your normals through a Web
interface. You can easily search for, edit, create, and delete normals.
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Note: You must enable Interface to Normals Administration through the Application
Features dialog (see Activating New Features for Use in Chapter 1 on page 34).
To search for a normal:
1
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2
The Normals Administration window appears. By default, all existing normals appear in
this window.
Search fields
Delete a normal
Exit
Edit a normal
Create a new normal
3
To search for one or more specific normals, enter values in any of the search fields
(e.g., business entity, speaker, etc.) and click ENTER. Note that these are autosuggest fields, which means that they automatically begin to suggest possible matches
with the first character you type.
The Tag field simply displays the tag of the selected normal. To search for a tag, use
the Find Tag in Current Table field.
When the Always show ALL check box is selected, any normal with an ALL value for a
search parameter that you have searched on, will appear in the search results list. For
example, if you were to enter the Speaker name ‘Smith’ in the Speaker field, all
normals associated with Speaker Smith and all normals with an ALL value for Speaker
would be returned.
Note: The ‘Always show ALL’ check box is selected by default. To change the
default setting on an institution-wide level, see Always show ALL on page 460. For
institutions with many normals, setting this option to ‘No’ will limit the initial
viewing of normals and make it easier for MTs to find the normal they are looking
for.
Note: If a browser window is open when the Normals Administration window is
launched, it will appear in that open window. To avoid this, uncheck the Reuse
windows for launching shortcuts setting through your browser menu: Tools>
Internet Options> Advanced.
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To create a normal:
1
2
The Normals Administration window appears. (See above.)
3
Click on the Create a new Normal icon (
).
The Normals Creator window appears.
Cut, Copy, and Paste
Formatting toolbar
Cancel
Save
4
Enter a tag, or filename, in the Tag field. Tags are limited to 30 characters and must be
unique.
5
Enter a business entity, speaker, work type, and/or order description with which the
normal will be associated. Note that these are auto-suggest fields. Leave ALL as the
value to apply the normal to all of the options for a given field.
6
Enter a description for the new normal. This description should allow administrators and
speakers to quickly identify the normal.
7
If clinicians will be able to use a trigger phrase to insert this normal, select the Trigger
Phrase check box. Clinicians use a trigger phrase to verbally insert a normal into a
dictation. Enter the trigger phrase in the text box after the word ‘eScription’.
Tip: Use short, descriptive, and easy-to-say trigger phrases.
8
Type the text of the normal into the text box. Format the normal as necessary using the
formatting toolbar (see Formatting normals on page 451).
Note: If the normal uses a trigger phrase, the formatting functionality is not
available.
9
Click on the Save icon (
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To edit a normal:
1
2
The Normals Administration window appears. (See above.)
3
Search for and click to select the normal you want to edit.
4
Click on the Edit icon (
).
The Normals Editor window appears. This window is identical to the Normals Creator
window, except that all of the data fields are populated.
5
Make the necessary changes and click on the Save icon (
).
Editing legacy normals
Normals that are saved in formats other than .htm (e.g., .doc, .rtf., etc.) require that you
perform additional steps to edit their values and/or content from the Normal Administration
window.
If the normal you select to edit is a legacy normal, a note appears in the Normals Editor
window.
You can change the attributes (e.g., business entity, speaker, etc.) associated with the
normal through the Normals Editor window, however you cannot edit the text of the normal
until you open it using its native application and copy it into the Normals Editor window. To
do this, click on the open the file button. The document will attempt to open in the
application in which it was created. For instance, if Microsoft Word was used to create the
normal, a dialog will appear asking whether you would like to open or save the file. Click
Open. The file then opens in an instance of Word from which you can copy and paste the
text into the Normals Editor interface and make the necessary edits.
To delete a normal:
1
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The Normals Administration window appears.
3
Search for and click to select the normal you want to delete.
4
Click on the Delete icon (
).
Formatting normals
There are a number of formatting options available to you through the formatting toolbar
when you create or edit your normals.
Note: These formatting options are not available to normals that use trigger phrases.
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Text formatting
FORMATTING
OPTION
ICON AND
SHORTCUT
Bold text
CTRL+B
Italicize Text
CTRL+I
Underline text
CTRL+U
DESCRIPTION
With text selected, use the shortcut keys or click
the icon to toggle between adding and removing
bold formatting.
the icon to toggle between and removing
italicizing.
the icon to toggle between adding and removing
underlining.
Text alignment
FORMATTING
OPTION
ICON
DESCRIPTION
Left-align text
Place the text cursor within a paragraph you
wish to align to the left and click the icon.
Center text
wish to center and click the icon.
Right-align text
wish to align to the right and click the icon.
Font formatting
FORMATTING
OPTION
452
ICON
DESCRIPTION
Change font
With text selected, click this icon to change the
font of the text. Choose a font from the list that
appears.
Change font size
With text selected, click this icon to change the
size of the font. Choose a size from the list that
appears.
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Text highlighting
FORMATTING
OPTION
ICON
Highlight text
DESCRIPTION
With text selected, click this icon to highlight it
in yellow. To remove highlighting, click the icon
and select Remove highlighting from the
drop-down menu that appears.
Lists
FORMATTING
OPTION
ICON
DESCRIPTION
Create bulleted list
Click this icon to create a bulleted list. To
remove the list formatting, click the icon again.
Create numbered
list
Click this icon to create a numbered list. To
remove the list formatting, click the icon again.
Tables
FORMATTING
OPTION
ICON
DESCRIPTION
Insert table
Click this icon to insert a table at the current
cursor position. Specify the border type as well
as the number and size of the rows and
s.
Change column
width
With the cursor positioned over a table, rightclick and select Change column widths from
the menu that appears. Enter new values and
click apply.
Insert column
With your cursor positioned over one of the
columns in the table, right-click and select
Insert column left or Insert column right from
the menu that appears.
Insert row
With your cursor positioned over one of the
rows in the table, right-click and select Insert
row above or Insert row below from the menu
that appears.
Delete table
With the cursor positioned over the table you
wish to delete, right-click and select Delete
table from the menu that appears or left-click
the border of the table and press the DELETE
key.
Delete column
With your cursor positioned over the column
you wish to delete, right-click and select Delete
column from the menu that appears.
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FORMATTING
OPTION
Delete row
454
ICON
DESCRIPTION
With your cursor positioned over the row you
wish to delete, right-click and select Delete row
from the menu that appears.
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Institution Settings
Using the Institution Settings feature, you can edit your institution’s global system settings
(e.g., time zone, search options, stat dictation settings, etc.), as well as configure printers,
distribution targets, template classes, patient classes, patient types, patient locations, and
patient facilities.
When you select Institution Settings from the Tools menu, a sub-menu with the following
options appears: Advanced Settings, Template Classes, Patient Classes, Patient Types, Patient
Locations, Patient Facilities, and Distribution Targets. Each of these options is discussed in the
following section.
Getting started with Institution Settings
•
Enable Institution Specific Values in the Applications Feature dialog (see Activating
New Features for Use in Chapter 1 on page 34 for more information). Once activated,
Institution Settings appears in the Tools menu.
dialog, you must log out and log back into EMon before the feature is available in
the Tools menu.
•
Belong to an Administrator EMon Permissions security group with the Manage institution
specific values permission (see Security Groups in Chapter 3 on page 68).
Advanced settings
The Institution Advanced Settings dialog, accessed through Tools> Institution Settings>
Advanced Settings, contains four tabs through which you can configure global settings. These
settings affect many aspects of the system, such as appearance (e.g., column configuration),
behavior (e.g., how legacy patient codes are interpreted), background system settings (e.g.,
time zone), what is/is not allowed (e.g., override patient search), etc. To configure any of the
advanced settings, follow the steps below.
IMPORTANT! It is unlikely that you will need to change any of the fields on this screen after
the system has been initially configured. Many of these settings directly impact
configuration related to patient care, so be very cautious when changing any values.
Consult with your Client Development Manager or support representative if you have any
questions.
Steps:
1
Select Institution Settings> Advanced Settings from the Tools menu.
The Institution Advanced Settings dialog appears.
2
Configure the settings you want to change.
3
Click OK to save your changes and exit the dialog.
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Institution-Specific tab
Use the Institution-Specific tab to configure global system settings at your institution.
Institution Name
The full name of your institution. It appears in NetScript and some reports.
Distribution Sort Method
The default sorting method for batched print jobs. Documents can be sorted by speaker
name, recipient name, or by business entity, speaker name, and patient name.
If you require different sorting methods for different printers, overrides can be defined
in EDT/Print properties on the Application tab (through the Sort Order button).
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Field Interdependency Option
Allows you to configure how editable ADT and customer-specific fields will behave when
the patient, visit, or order associated with a dictation is changed via the dictation’s
Properties dialog.
Location of editable ADT fields
and customer-specific fields
The ADT and customer-specific fields are located at the bottom of the dictation's
Properties dialog. ADT fields include Location, Patient type, Admit date, Facility,
Admitting physician, etc. Customer-specific dictation fields are fields that a customer
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has requested to be added in addition to the regular dictation fields (work type,
business entity, clinician, etc.). Customer-specific fields are usually dictated, such as
Case Number in pathology workflows.
When an administrator needs to make a change to the patient, visit, or oder associated
with a dictation (using the Change or Advanced button), she can use this Field
Interdependency option to specify how the changes will affect the ADT and custom
fields. There are three options:

Clear out the Institution Specific Fields (the default) - clears out all ADT and
customer-specific dictation field values.
Note: The CC List will not be cleared out.

Leave the Institution Specific fields unchanged - all fields will remain
unchanged.

Update the Institution Specific fields - the ADT fields will be updated with the
new values and the customer-specific fields will remain unchanged.
Note: The surgeon field will not be updated; it will remain the same.
Once you select an option, the new setting will immediately be in effect.
IMPORTANT! Do not change this field without consulting your Client Development
Manager.
Time Zone
The time zone in which dates in EMon and other tools will appear. Options include US
and Canadian time zones.
Physician Code Lookup
Specifies how codes identifying attending, referring, and consulting clinicians in the
ADT feed are matched to clinicians defined in EMon. Default: Insertion Text 1.
Manager.
Physician Code Lookup for Contact Codes from Interface
Defines how contact codes in bidirectional reports are matched to clinicians defined in
EMon.
Manager.
Distribution Filename Extension
Specifies an override to the filename extension used by EDT/Text. The default is .txt.
Note that this is only relevant if the export mechanism for the EDT is writing files to a
directory. EDT/Text usually communicates with the Electronic Medical Record System
via an HL7 feed.
Manager.
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EMon Timeout
The interval (in seconds) after which an inactive EMon user is automatically logged out.
The maximum number of seconds that can be entered is 99999. To disable this feature,
enter -1 (the default). When set to -1, the user will never be automatically logged out.
Determine if Dictations in QA Should Age
Determines whether dictations in Pending List Management mode with a status of
‘Checked out for QA’ or ‘QA’ should continue to age. When set to ‘Yes’ the priority for
these dictations will be updated. The default is ‘No’.
Manager.
Confirm Unsigning Dictations
Determines whether users will be asked to confirm the unsigning of dictations. If set to
‘Yes’, users receive the following message when unsigning a document, ‘Are you sure
you want to unsign dictation xyz?’. By default, this value is set to ‘No’.
Manager.
Order MT name by Lastname and Firstname
Determines how MT names will be ordered in EMon drop-down lists, e. g., in the ‘Assign
dictation to eScriptionist’ dialog (Dictation tab> Assign button). Currently, EMon orders
the names alphabetically by last name only. However, if two people have the same last
name, EMon then orders them according to when they were added to the system,
regardless of the first name. With this option set to ‘Yes’ the names will be ordered by
last name and first name. By default, this value is set to ‘No’.
Save ADT Diagnosis Information
Determines whether diagnosis information in the ADT feed is saved. This setting should
only be enabled if Diagnosis fields submitted in your ADT feed are needed to create
outbound reports.
Manager.
Edit Formatted Documents
Determines whether document formatting set by transcriptionists in EditScript MT is
retained. If No is selected, any formatting done by a transcriptionist is lost.
Manager.
Use Electronic Signature Statuses
Determines how document status is displayed. If enabled, documents with a status of
“Unsigned,” “Partially Signed,” and “Signed” are displayed as such in EMon and
NetScript. If you do not use electronic signature and want “Unsigned” documents to be
displayed as “Transcribed,” disable this setting. The work status of any of these
documents will appear as “Transcribed” in the Dictation properties dialog, the Dictation
history dialog, and in the list of dictations returned in the Dictation tab. In addition, the
Status drop-down in the Dictation tab will not contain the following statuses: Unsigned,
Partially Signed, or Signed.
Pend Dictations with New Contacts
Determines whether dictations are automatically pended whenever a new contact is
added. Note there is also a Pend New Contacts option on the EditScript MT Profile
dialog for each transcriptionist. The EditScript MT Profile option governs whether or not
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EditScript MT will pend the document for adding the contact. The Institution setting
governs how the server handles a pending note sent by EditScript MT. If the pending
note only contains a note about the contact, then it will ignore it and unpend the
dictation if the Institution setting is set to ‘No’.
If the Profile setting is set to pend for new contacts, but the institution setting is set to
‘No’, then it WILL NOT pend. If the Profile setting is set to NOT pend for new contacts,
but the institution setting is set to pend or ‘Yes’, then it WILL NOT pend.
Note: When you create a new contact in EditScript MT, the ONLY way that it gets
fully added to the list of contacts for reuse is by editing the properties of the pended
document in EMon.
Always show ALL
Determines whether all normals are displayed by default when opening the Normals
Chooser in EditScript MT and EMon. If set to ‘Yes’ (the default), all normals will be
displayed. If set to ‘No’, only normals whose tags match the criteria of the currently
downloaded dictation will appear. For customers with many normals, setting this option
to ‘No’ will limit the initial viewing of normals and make it easier for MTs to find the
normal they are looking for.
Smartphone Timeout
The interval (in seconds) after which an inactive smartphone user is automatically
logged out of the application. The maximum number of seconds that can be entered is
14400 (4 hours). The default (minimum) is 300 seconds (5 minutes).
Mobile Patient Search Type
Determines whether the application will search by Patient (MRN) or Patient Visit (visit
code). The default is Patient. Searching by Patient (MRN) will return the patient’s name
and date of birth. Searching by visit will return the patient’s name, date of birth, admit
date, and MRN.
Mobile Patient Search Label
Specifies the label that prompts users for a patient identifier. The default is MRN. This
field can be up to 16 characters long.
Let Mobile Apps Set High Priority
If checked, all mobile phone users for an institution will be allowed to designate a
dictation as high priority (or stat). This option is checked by default, and is independent
of other stat settings, such as those in IntelliScript.
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Search/Transcriptionist/HL7 tab
Use this tab to configure your institution’s global search, transcriptionist, and HL7 settings.
Patient Search Type
The type of patient search used by EMon, EditScript MT, and NetScript. For instance, if
your institution does not use patient visits, then a patient search should only return
patient listings. Most institutions use a dictation-dependent search with criteria set
elsewhere in the system.
Manager.
Distribution Search Limit
The maximum number of results allowed from a distribution search in EMon. If the
search will return more than the maximum, it needs to be further refined.
When defining this number, balance the needs of your institution with returning an
overwhelming number of rows from a very broad search.
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Override Patient Visit Search
Determines whether transcriptionists and administrators can override search fields for
patient visit information (i.e., whether they can edit patient visit search data, or
whether they can simply use the results of such a search).
Manager.
Override Order Search
order information (i.e., whether they can edit order search data, or whether they can
simply use the results of such a search).
Manager.
Explicit Wild-Card Search
Determines whether explicit wild-card searching is required in some EMon search fields.
Most fields use wild-card searching by default, so that partial matches are returned in a
search. For example, if you enter “Jo” in a last name search, any last names that start
with “Jo” are automatically returned (e.g., Johnson). Note that default wildcard
searching only returns matches that start with the characters you entered.
If you enable this setting, the wildcard character (*) must be entered in order for
partial matches to be returned. For example, you must type “Jo*” in order for
“Johnson” to be returned. Note that you can also use the wildcard character in the
middle of words.
Override Patient Search
patient information (i.e., whether they can edit patient search data, or whether they
can simply use the results of such a search).
Manager.
Display Orders By Group
Determines whether accession numbers are assigned by group or by individual orders.
Manager.
Same-Speaker Job Batch Window
When the server assigns a dictation to a transcriptionist, it attempts to assign one
whose speaker ID matches that of at least one of the dictations currently checked out
by that transcriptionist. This setting determines the difference in age (in seconds)
between the two dictations that should be considered when two dictations are
compared. For instance, if 28,800 is specified (8 hours, the default), the server will only
consider the speaker if the difference in age between the two documents is less than 8
hours.
Maximum Checked-out Stat Dictations
The maximum number of high priority dictations that can be assigned to a
transcriptionist at one time. If set to 2, only 2 high priority dictations will be visible in
the transcriptionist’s work queue, and therefore, a maximum of 2 high priority
dictations can be checked out to that transcriptionist. See below to define high priority
for this option.
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Stat Dictation Priority
The priority level at which a dictation is considered high priority or “stat” when
determining how many high priority dictations can be assigned to a transcriptionist at
one time. Stat includes the set value of the priority and all values below it. For
example, if the priority level is set to 2, both priority 1 and 2 dictations will be
considered stat.
Note: In the eScriptionist Profile settings, there is a separate priority level option
called High Priority Level that determines what the priority of a dictation must be in
order to interrupt the MT’s current editing session with a “Higher Priority” dictation
prompt. See High Priority Level on page 107 for more information.
Transcriptionist Properties Logic
When the system allocates work to a transcriptionist, it first considers the permissions
of the security group the transcriptionist belongs to (e.g., Use EditScript to transcribe
documents permission). It then filters the available work using the Work Types,
Business Entities, Clinicians, and Specialities that are selected in the transcriptionist’s
Properties page.
When this setting is enabled (Yes), the system filters work using an ‘and’ statement; a
dictation must match at least one of the options under the defined criteria in the
transcriptionist’s Properties dialog in order for it to be assigned to that transcriptionist.
For example, if speakers X and Y, and work types WT1 and WT2, are selected in a
transcriptionist’s Properties dialog, a dictation cannot be assigned to that
transcriptionist unless it was dictated by clinician X or Y AND is work type WT1 or WT2.
When this setting is disabled, the system filters work using an ‘or’ statement, so, using
the example above, only the clinician or work type must match.
HL7 Message Empty Fields Significant
Determines whether an empty field in an HL7 message signifies that the corresponding
field in the Dragon Medical 360 | eScription database should be reset. If enabled, an
empty field in an HL7 message signifies that the field should be reset. If disabled, an
empty field signifies that the current value should remain in the database. In that case,
a field is only reset if explicitly indicated by a string of two double quotes.
Manager.
Strip Initial Letter from Patient Identifier
Determines whether an initial alphabetic character should be stripped from medical
record numbers and account numbers received through the HL7 feed.
Manager.
Associate Orders With Patient Visits
Determines whether patient visits are expected to be associated with orders in the HL7
feed.
Manager.
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Save HL7 Distribution Preference Info
Determines whether Fax, EMail, and preferred contact distribution information from the
HL7 Provider Interface will be saved and updated. The preferred contact method must
have a valid, non-empty value associated with it in order to be updated. If enabled,
distribution values will be updated, overriding the values defined in EMon. If disabled,
no distribution values will be updated.
Manager.
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Columns/Fields Configuration tab
Use the Columns/Fields Configuration tab to configure the appearance of a number of EMon
screens.
EMon Dictation Search Column Configuration
Specifies the column labels and the column order on the EMon Dictation tab. The format
of the field is a list of column indexes separated by commas. In the example shown in
the previous screen capture, “!35” is the index that identifies the Audio Source column.
Its position in the field indicates that it will be the first column in the table.
To override a label, append a colon and the new label to the index, for example, if you
type “0:Physician” in this field, the system uses “Physician” as the label for column 0
instead of using the default label “Clinician”.
To hide a column, prepend an exclamation mark to the index, for example, !0.
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Below are the standard column indexes, and their labels.
0
Clinician
25
workStatusID
1
MRN
26
Review Status
2
Patient Account
27
Signing Clinician
3
Patient
28
reviewStatusID
4
Work Type
29
Transcription Date
5
Status
30
Line Count
6
Dictated
31
Net LC
7
Confirmation
32
Customer LC
8
Dictation ID
33
Target TAT
9
Duration
34
Due Date
10
eScriptionist
35
Audio Source
11
Priority
36
Patient DOB
12
Status Start
37
Draft LC
13
Procedure Date
38
Draft Net LC
14
Signature Date
39
Draft Customer LC
15
Entity
40
Pending Document Task
16
Problem Note
41
Dictation Group ID
17
Problem Type
42
Group ID
18
Problem Start Date
43
Group Code
19
Problem Entered By
44
Sequence Number
20
Unpend Status
45
Workflow
21
Clinician ID
46
WorkflowID
22
patientID
47
TAT Start Method
23
patientVisitID
48
Upload
24
Orders
EMon Clinician Search Column Configuration
Defines the default column order and labels on the EMon Clinician tab. The format of
this field is a list of column indexes separated by commas.
To override a label, append a colon and the new label to the index.
To hide a column, prepend an exclamation point to the index.
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Below are the standard column indexes, and their labels.
0
Last Name
14
Phone
1
First Name
15
Fax
2
Middle
16
Physician Code
3
Prefix
17
Insertion Text 1
4
Suffix
18
Insertion Text 2
5
Speaker Code
19
Insertion Text 3
6
ID
20
Export Code
7
Street 1
21
Fax Preference
8
Street 2
22
Print Preference
9
City
23
Email Preference
10
State
24
UPIN Number
11
Zip
25
Speaker Profile
12
Country
26
External Code
13
Email
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Audio Import Flags tab
Use the Audio Import Flags tab to configure settings that determine how audio recorded in
IntelliScript is associated with patients, speakers, and physicians when it is imported into the
EditScript server. The following screens show the left side and then the right side of the tab.
IMPORTANT! Do not change these fields without consulting your Client Development
Manager.
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Patient Identifier Handling
The settings in this area determine how legacy patient codes in IntelliScript are
interpreted; they control if, and when, a patient code should be interpreted as an MRN
or as a visit code.
Note: I You must select these options to enable the sub-settings if special
processing is required for the codes (see the setting descriptions below).
Note: If your institution is not using legacy codes, you do not need to set these
options.
There are four main options for specifying how to handle legacy patient codes:

Use IntelliScript Configuration: Uses the IntelliScript settings to specify how
patient codes are interpreted. If a legacy patient code is being used, the system
initially tries to interpret the code as a visit code. If there is no match to an
existing patient visit, the system tries to interpret the code as a medical record
number.

Interpret as MRN or Visit Code: When you select this option, you can specify
the minimum length of a valid MRN, the maximum length of a valid MRN, the
minimum length of a valid visit code, or the maximum length of a valid visit code.

Interpret all as MRN: Matches the patient code only against the list of MRNs in
the IntelliScript system.

Interpret all as Visit Code: Matches the patient code only against the list of visit
codes in the IntelliScript system.
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MRN-based Settings
The settings in this area enable you to specify further options associated with the
patient code when IntelliScript interprets it as a medical record number.

MRN Begins With Letter: Select this option if an initial letter in a patient code
indicates that the code is a medical record number; use this option with the Use
IntelliScript Configuration option. If a patient code meets all the criteria of an MRN
and all the criteria of a visit code, the system typically interprets it as a visit code.
When this option is selected, it indicates that the code should be interpreted as an
MRN when the code begins with a letter.

Prefill Most Recent Visit: Associates the dictation with the most recent patient
visit corresponding to the patient with the specified MRN.
Visit Code-based Settings
The settings in this area enable you to specify further options associated with the
patient code when IntelliScript interprets it as a visit code.

Visit Code Contains MRN: Indicates that visit codes consist of an MRN
concatenated with a four-digit encounter number.

Multiple Visit Patient Type: Indicates that, for a specific patient type, there can
be multiple visits with the same account number. If your institution uses a
recurring visit workflow, select the appropriate patient type from the list.
Otherwise, leave the default value, “None”.
Associate Attending Physician Export Code
With the addition of the Resident/Other Clinician signing workflow (see More about
Resident/Other Clinician Signing Role workflow on page 126), you must clear the check
box for this setting, regardless of how the resident physician is identifying the attending
physician (whether by speaker or export code).
Manipulate Speaker Code
These settings enable you to manipulate speaker codes associated with the audio that
is imported into the EditScript server.

Strip Initial Zeros: Strips the initial zeros from speaker codes entered by
clinicians.

Pad With Zeros: Left-pads speaker codes with zeros. You must configure the
length of the padding in the Speaker Code Length field.
Note: Since you can configure IntelliScript to pad speaker codes, this setting is
typically not enabled.

Speaker Code Length: If you select the Pad With Zeros option, you must specify
a speaker code length. To reach the specified length, the system pads all speaker
codes below this length with zeros.
Prefill Procedure Date at Audio Import
These settings enable you to specify whether to prefill the procedure dates of
dictations.

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Use Dictation Date: Prefills the procedure dates of dictations with the date of the
dictations. Since the dictation is not typically an accurate predictor of the
procedure date, this setting is rarely used.
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
Visit Start for Patient Classes: Lists all patient classes configured for your
institution. When the patient class of a patient visit associated with a dictation
matches one of the selected values, the procedure date of the dictation is prefilled
with the start time of the visit. You can select as many patient classes as
necessary.
Create Temporary Visits
When a dictation is associated with an MRN, the system uses that MRN to create a
temporary visit code. This setting is rarely used.
Interpret Order Numbers
These settings enable you to specify how order numbers are associated with dictations.

Convert Order To Group: Associates the dictation with all the orders in the same
group as the order number entered by the dictating clinician. The order group
number appears in EMon.

Interpret As Order Group Code: Interprets the order number entered by the
dictating clinician as a group code; all orders in the group are then associated with
the dictation. If this option is not selected, the code is interpreted as an accession
number.

Optional Order Prefix: Enables the system to search for orders with the given
prefix when looking up orders that match the order number entered by the
dictating clinician. This setting is rarely used.
Priority at Import
Specifies the priority level assigned to dictations that clinicians have marked as stat at
the time of dictation. After selecting the option, select the value in the PhysicianIndicated-Stat Priority list.
Managing template classes
Through the Template Classes dialog you can add, edit, and delete template classes. Template
classes are used to identify the distribution template that should be used to distribute a
document when either 1) the available distribution template rule filters are not sufficient or 2)
the exact same filters are needed for more than one distribution template rule. See Template
Class in Chapter 7 on page 293 for more information.
Adding a template class
Follow the steps below to add a new template class.
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Steps:
1
Select Institution Settings> Template Classes from the Tools menu.
The Template Classes dialog appears.
2
The following dialog appears.
3
Enter a Name for the template class. This name must be unique.
4
Enter a Description. The description you enter will appear in any drop-down list where
you select a template class, such as when creating a distribution rule and specifying
how recipients should receive documents. The description should make the template
class easy to identify.
5
Click OK or press ALT+O to save the new information.
6
Click Done or press ALT+D to exit the Template Classes dialog.
Editing a template class
Follow the steps below to edit a template class.
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Steps:
1
Select Institution Settings> Template classes from the Tools menu.
2
Select the template class entry you want to edit and click Properties or press ALT+P.
The edit dialog appears.
3
Enter a new Description for the template class. The description is the only field that can
be modified when editing a template class.
Below the Description, the dialog displays which distribution rules and templates refer
to this template class.
4
Click OK or press ALT+O to save the new description.
5
Click Done or press ALT+D to exit the dialog.
Deleting a template class
Follow the steps below to delete a template class.
Steps:
1
Select Institution Settings> Template classes from the Tools menu.
2
Select the entry you want to delete, and click Delete or press ALT+L.
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3
Select Yes from the prompt that appears.
If there are no distribution rules or templates that reference this template class, then
the template class will be deleted.
If there are distribution rules or templates that reference the template class, an error
message will be displayed. The template class cannot be deleted until all of the rules or
templates referencing the template class have been modified to use other template
classes.
4
Managing patient classes
Through the Patient Class List dialog, you can add, edit, and delete patient classes. Patient
classes are used to categorize patients by site, and may vary depending upon your institution.
Common patient classes include: Emergency, Inpatient, Outpatient, Preadmit, Recurring
patient, and Obstetrics. These patient classes will be visible to all users across the institution.
Note: The Patient Classes option is only available when the Institution Settings option is
enabled (see Getting started with Institution Settings on page 455).
Adding a patient class
Follow the steps below to add a new patient class.
Steps:
1
Select Institution Settings> Patient Classes from the Tools menu.
The Patient Class List dialog appears.
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The Add Patient Class dialog appears.
3
Enter a Class Code and Description in the fields provided. The description should
make the patient class easy to identify.
4
5
Click Done or press ALT+D to exit the Patient Class List dialog.
Editing a patient class
Follow the steps below to edit a patient class.
Steps:
1
2
Select the patient class entry you want to edit and click Properties or press ALT+P.
The Edit Patient Class dialog appears.
3
Enter a new Description for the class.
4
5
Deleting a patient class
Follow the steps below to delete a patient class.
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Steps:
1
2
3
4
Managing patient types
Through the Patient Type List dialog, you can add, edit, and delete patient types. These patient
types will be visible to all users across the institution.
Note: The Patient Types option is only available when the Institution Settings option is
Adding a patient type
Follow the steps below to add a new patient type.
Steps:
1
Select Institution Settings> Patient Types from the Tools menu.
The Patient Type List dialog appears.
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The Add Patient Type dialog appears.
3
Enter a Type Code and Description in the fields provided. The description should
make the patient type easy to identify.
4
5
Click Done or press ALT+D to exit the Patient Type List dialog.
Editing a patient type
Follow the steps below to edit a patient type.
Steps:
1
2
Select the patient type entry you want to edit and click Properties or press ALT+P.
The Edit Patient Type dialog appears.
3
Enter a new Description for the type.
4
5
Deleting a patient type
Follow the steps below to delete a patient type.
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Steps:
1
2
3
4
Managing patient locations
Through the Patient Locations List dialog, you can add, edit, and delete patient locations, which
reflect patients’ initial assigned location (e.g., nursing station) or the location to which they are
being moved. These patient locations will be visible to all users across the institution.
Note: The Patient Locations option is only available when the Institution Settings option is
Adding a patient location
Follow the steps below to add a patient location to the list.
Steps:
1
Select Institution Settings> Patient Locations from the Tools menu.
The Patient Location List dialog appears.
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The Add Patient Location dialog appears.
3
Enter a Location and Description in the fields provided. The description should make
the patient location easy to identify.
4
5
Click Done or press ALT+D to exit the Patient Location List dialog.
Editing a patient location
Follow the steps below to edit a patient location in the list.
Steps:
1
2
Select the patient location entry you want to edit and click Properties or press ALT+P.
The Edit Patient Location dialog appears.
3
Enter a new Description for the location.
4
5
Deleting a patient location
Follow the steps below to delete a patient location from the list.
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Steps:
1
2
3
4
Managing patient facilities
Through the Patient Facilities List dialog, you can add, edit, and delete patient facilities, which
are used in a multiple facility environment to indicate the facility with which the visit is
associated. A facility is an actual building, such as a Nursing Home. These patient facilities will
be visible to all users across the institution.
Note: The Patient Facilities option is only available when the Institution Settings option is
Adding a patient facility
Follow the steps below to add a new patient facility to the list.
Steps:
1
Select Institution Settings> Patient Facilities from the Tools menu.
The Patient Facilities List dialog appears.
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The Add Patient Facility dialog appears.
3
Enter a Facility (name) and Description in the fields provided. The description should
make the patient facility easy to identify.
4
5
Click Done or press ALT+D to exit the Patient Facility List dialog.
Editing a patient facility
Follow the steps below to edit a patient facility in the list.
Steps:
1
2
Select the patient facility entry you want to edit and click Properties or press ALT+P.
The Edit Patient Facility dialog appears.
3
Enter a new Description for the facility.
4
5
Deleting a patient facility
Follow the steps below to delete a patient facility from the list.
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Steps:
1
2
3
4
Managing distribution targets
Use the Distribution Targets dialog to create, edit, and delete targets for print, fax, text, and
status EDTs. These media types are now required to have a target set up for them. Targets are
used as a way of directing print, fax, text, and status transmissions to a particular EDT. After
creating a target, it can be associated with an EDT in EMon’s Application tab> Properties dialog.
Whenever that target is selected in a distribution rule, the EDT associated with that target will
carry out the transmission. In the case of printing, the printer serves as both the target and
destination. For fax, text, and status, the target serves as an additional piece of routing
information, since, for example, it would not be feasible to configure on a per-fax-number basis
which EDT handles a given fax job. For HotSpot, a target is defined as being a single Cerner
HotSpot server being used by a specific institution/realm combination. Each HotSpot target
maintains configuration information specific to the server it communicates with.
Existing targets can be associated with specific business entities to prevent the distribution of
documents to unrelated or unauthorized targets. Once configured, EMon will present a filtered
Distribution Targets list during an ad-hoc distribution request or while configuring Distribution
Rules based on business entity. In order for the filtered list to be presented to users, the Filter
Distribution Targets option must be enabled in the EMon Options dialog (see Filter
Distribution Targets on page 538). You must also belong to a security group with the Manage
Distribution Targets permission. See Administrator EMon Permissions in Chapter 3 on page 72.
Note: An EDT can be configured to handle one or more targets, but each target can only be
handled by a single EDT.
Print targets
Any printer you plan on using for document distribution (from Dragon Medical 360 | eScription)
must be installed on your PrintScript server by your IT staff. Once they are installed, the
PrintScript software on the server (installed by your Dragon Medical 360 | eScription
Installation Programmer) will automatically detect those printers and load them into your
institution's database. You will then be able to select these printers from various drop-down
menus throughout EMon. If your system is configured to not automatically detect and add
printers to your institution’s database, you can manually add them using the Distribution
Targets dialog (see below).
Adding a print target
Follow the steps below to add a print target for your institution.
Note: In the case of printing, the printer serves as both the target and destination.
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Steps:
1
2
Select the Print tab.
The dialog displays all available printers.
3
Click Add.
The Add Printer dialog appears.
4
Enter the target (device) name. The format should follow this example:
\\servername\printername. The field is not case sensitive, but any spaces that appear
in the name on the server must be accounted for in this field.
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5
Enter a description for the printer.
By default, when your institution’s printers are detected by PrintScript and loaded into
your database, the description assigned to the printer is that of the printer (device)
name. Often this name is not very descriptive, e.g., \\nw-printsrv01\Trn-4B. For
various tasks in EMon, you will be required to select a printer from a drop-down list
based on this default description name.
To make it easier to select the correct printer, you can change these descriptions to
make them more ‘user-friendly’. For example, a printer with a description of \\nwprintsrv01\Trn-4B can be changed to ‘training printer’. This renaming option is also
helpful when you move a device from one location to another. You can simply update
the description to reflect the new location.
6
envelope with address information on it.
To set this up, you need to create a template with a template rule that has “Address
Page” selected as the Template Type. During distribution, if the printer is marked as
being able to print envelopes, the system will check to see if there is an “Address Page”
template that would be appropriate. If there is, another transmission is queued up, and
will use that template (which should be sized and formatted to put sender and recipient
information on an envelope). The end result will be two transmissions: the printout,
plus an envelope with address information.
7
printer will appear in drop-down lists. By default, new printers show up as not visible to
users.
8
Click OK.
The target can now be associated with an EDT/Print application. See Adding targets to
an EDT application on page 503.
Editing a print target
Follow the steps below to edit a print target.
Steps:
1
Select Institution Settings> Distribution Targets> Print tab from the Tools menu.
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2
Select a device and click the Properties button.
The Edit Printer dialog appears.
Note: You cannot modify the name of the target.
3
To change the description, enter a new description in the Description field.
4
envelope with address information on it. See Adding a print target on page 482 for
more information.
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5
printer will appear in drop-down lists. De-select the check box to prevent users from
seeing the printer.
The Distribution rules that apply to this target and EDTs that apply to this
target boxes list any distribution rules and EDT/Print applications that reference this
target. This is for informational purposes only, and can only be edited via Tools>
Distribution Rules.
The Allowed Business Entities box lists which business entities are associated with
this target. The default is All, meaning that this print target will be available to all
business entities. If you would like this target to be accessible to only certain business
entities, follow the steps below.
6
Click the Filtering Options button to configure this target so that it is only available to
a restricted set of business entities. For institutions with multiple locations, filtering by
business entity can prevent distribution to an unintended printer. Users will be
presented with a list of filtered targets when setting up distribution rules or sending adhoc distributions.
7
To filter by business entity, select the Filter with the following Business Entities
option. Then select a business entity from the left side of the dialog and click the
>>Add button. You can select multiple business entities at one time using the Ctrl or
Shift keys.
If the Do not filter by Business Entities option is selected, this target will be
available to all business entities.
To remove a business entity from the filter, select it on the right side of the dialog and
click the <<Remove button.
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Click OK to return to the Edit dialog.
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If your institution is batch printing, you can click the Sort Order button to prioritize the
order in which documents will be printed from the queue. Select the criteria by which
you would like the printer to sort.
10
Click OK or press ALT+O to save your changes. Click OK.
11
Click OK again to exit the Edit Printer dialog.
Deleting a print target
Follow the steps below to delete a print target from the list.
Steps:
1
Select Institution Settings> Distribution Targets> Print tab from the Tools menu.
2
Select the printer you want to delete and click Delete or press ALT+L. When the
prompt appears, click Yes.
If there are no rules or EDTs that reference that target, then the target will be deleted.
If there are distribution rules or EDTs that reference the target, an error message will
be displayed. The target cannot be deleted until all of the rules or EDTs referencing the
target have been modified to use other targets.
3
Click OK.
Fax targets
Fax targets provide the ability to configure FaxScript to perform both continuous and batch
faxing simultaneously. An administrator can create two or more EDT/Fax applications that
communicate with the same FaxScript server. Each EDT/Fax can then be configured for either
continuous or batch faxing.
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Additionally, the administrator creates fax ‘targets’ that will be associated with an EDT. The fax
target serves as an additional piece of routing information. It allows you to designate which
EDT/Fax should handle the faxing. For instance, whenever you are required to enter a fax
number in EMon, such as for distribution recipients or ad hoc distributions, you must also select
a fax target from a drop-down list. The EDT/Fax that is associated with this target will perform
the faxing.
How many and which types of targets you need will depends on your institution’s workflow.
However, if you intend to do both continuous and batch faxing, you would need one fax target
for continuous faxing. And for batch faxing, you would set up batch fax targets for each of your
batch schedules. For instance, you could set up one target for to perform hourly batch faxing
during business hours, and then one target for a nightly batch. For more information on fax
targets, see Fax targets in Chapter 7 on page 263.
Adding a fax target
To add a new target, follow the steps below.
Steps:
1
Go to Tools> Institution Settings> Distribution Targets.
2
Select the Fax tab.
The dialog displays all existing fax targets.
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Click Add.
The Add Fax Target dialog appears.
4
5
Enter a description for the target.
specify a fax target. It should be meaningful enough so that other administrators will be
able to identify it.
6
If you want to make this target the default target, select the Is Default check box.
The existing default target will no longer be considered the default.
7
Click OK.
The target can now be associated with an EDT/Fax. See Adding targets to an EDT
application on page 503.
Editing a fax target
To edit a fax target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> Fax tab from the Tools menu.
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2
From the Distribution Targets dialog, select the target you want to edit, and click the
Properties button.
The Edit Fax Target dialog appears.
3
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Select whether you want to make this target the default. (You cannot unmark the
default.)
target boxes list any distribution rules and EDT/Fax applications that reference this
Distribution Rules.
this target. The default is All, meaning that this fax target will be available to all
5
business entity can prevent distribution to an unintended fax target. Users will be
6
Shift keys.
7
8
Click OK again when done.
Deleting a fax target
To delete a fax target, follow the steps below.
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Steps:
1
Select Institution Settings> Distribution Targets> Fax tab from the Tools menu.
2
From Distribution Targets dialog, select the target you want to delete.
3
Click the Delete button.
Note: The default target cannot be deleted. There must always be at least one
target available.
Text targets
To help reduce configuration errors, all EDT/Text applications are required to have a target
associated with them, that will then be selectable from drop-down lists when creating
distribution rules. Additionally, creating targets from a centrally managed dialog will prevent
the creation of a new target when one may already exist.
Typically, EDT/Text applications and targets are set up by Dragon Medical 360 | eScription
Installation Programmers or Support personnel. EDT/Text is used to transfer completed reports
from Nuance to an institution’s EMR.
Adding a text target
Follow the steps below to add a text target.
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Steps:
1
2
Select the Text tab.
The dialog displays all existing text targets.
3
Click Add.
The Add Text Target dialog appears.
4
5
specify a text target. It should be meaningful enough so that other administrators will
be able to identify it.
6
Click OK.
The target can now be associated with an EDT/Text. See Adding targets to an EDT
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Editing a text target
To edit a text target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> Text tab from the Tools menu.
2
Properties button.
The Edit Text Target dialog appears.
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target boxes list any distribution rules and EDT/Text applications that reference this
Distribution Rules.
this target. The default is All, meaning that this text target will be available to all
4
business entity can prevent distribution to an unintended target. Users will be
5
Shift keys.
6
7
Click OK when done.
Deleting a text target
To delete a text target, follow the steps below.
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Steps:
1
Select Institution Settings> Distribution Targets> Text tab from the Tools menu.
2
3
Status targets
To help reduce configuration errors, all EDT/Status applications are required to have a target
associated with them, that will then be selectable from drop-down lists when creating
distribution rules. Additionally, creating targets from a centrally managed dialog will prevent
the creation of a new target when one may already exist.
Typically, EDT/Status applications and targets are set up by Dragon Medical 360 | eScription
Installation Programmers or Support personnel. EDT/Status is used to send status updates to
an institution’s deficiency system.
Adding a status target
Follow the steps below to add a status target.
Steps:
1
2
Select the Status tab.
The dialog displays all existing status targets.
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Click Add.
The Add Status Target dialog appears.
4
5
specify a status target. It should be meaningful enough so that other administrators will
be able to identify it.
6
Click OK.
The target can now be associated with an EDT/Status. See Adding targets to an EDT
Editing a status target
To edit a status target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> Status tab from the Tools
menu.
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2
Properties button.
The Edit Status Target dialog appears.
3
target boxes list any distribution rules and EDT/Status applications that reference this
Distribution Rules.
this target. The default is All, meaning that this status target will be available to all
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business entity can prevent distribution to an unintended target. Users will be
5
Shift keys.
6
7
Click OK when done.
Deleting a status target
To delete a status target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> Status tab from the Tools
menu.
2
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3
HotSpot targets
A HotSpot target is defined as being a single Cerner HotSpot server being used by a specific
institution/realm combination. A single EDT/HotSpot may handle delivery of completed
transcriptions (transmissions) to one or more HotSpot targets.
Each HotSpot target maintains configuration information specific to the server they
communicate with. This information is downloaded to the Distribution manager when an EDT
requests its configuration.
See also Cerner HotSpot dictations in Chapter 6 on page 166 for more about Cerner HotSpot.
Adding a HotSpot target
Follow the steps below to add a HotSpot target.
Steps:
1
2
Select the HotSpot tab.
The dialog displays all existing HotSpot targets.
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Click Add.
The Add HotSpot Target dialog appears.
4
5
specify a HotSpot target. It should be meaningful enough so that other administrators
will be able to identify it.
6
Enter the Connection URL.
This is the URL for the Cerner HotSpot server.
7
Enter the Cerner HotSpot Login name (username or account name).
8
Enter the password for the Cerner HotSpot account.
9
Click OK.
The target can now be associated with an EDT/HotSpot. See Adding targets to an EDT
Editing a HotSpot target
To edit a HotSpot target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> HotSpot tab from the Tools
menu.
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2
Properties button.
The Edit HotSpot Target dialog appears.
3
Modify the Description, Connection URL, Login, and/or Password.
The bottom half of this dialog lists any distribution rules and EDT/HotSpot applications
that reference this target. This is for informational purposes only, and can only be
edited via Tools> Distribution Rules.
4
Click OK when done.
Deleting a HotSpot target
To delete a HotSpot target, follow the steps below.
Steps:
1
Select Institution Settings> Distribution Targets> HotSpot tab from the Tools
menu.
2
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Adding targets to an EDT application
Once you have created a target, you can add it to the list of targets to be handled by an EDT
application. Then, when setting up distribution rules, you may be required to select a target.
The EDT that handles jobs for that target will carry out the transmission.
Steps:
1
2
Click on the EDT application that you want to add the target to.
3
The application’s properties dialog appears (the EDT/Print properties dialog is shown
below).
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4
In the EDT Targets panel, click Add.
The Targets dialog appears. It lists unused targets on the left, and currently selected
targets on the right.
5
To add a target, select it on the left side and click the Add button.
Now, this EDT will handle the transmission whenever this target is selected as part of a
distribution rule.
For more information on managing applications, see Chapter 9: Managing
Applications on page 357.
Choosing targets in EMon
Once you have created targets, and added them to an EDT, they can now be selected for use in
distribution rules. For instance, if you are distributing to a fax number, you must enter the fax
number and select a target. If you are distributing to a printer, you must select the print target
(printer).
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If a distribution rule is based on business entity, and you have filtered targets by business
entity, the distribution target drop-down list displays only the distribution targets associated
with the selected business entity (provided that the ‘Filter Distribution Targets’ option is
enabled under Tools> Options - see Filter Distribution Targets on page 538). An asterisk with a
tooltip indicates that the list is a filtered list. If the distribution rule criteria is not based on
business entity, then all available targets would be displayed in the target drop-down list.
If a rule distributes to an outbound transcription interface, you must select a text target:
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Use the IntelliScript Audio Auditing feature in EMon to view a report of dictations that were
recorded in IntelliScript but do not appear in the general work queue (i.e., missing dictations).
Note: You can also search for dictations with statuses of Abandoned in IntelliScript, No
Audio, Suspended, and Recording from the Dictation tab in order to find missing
dictations.
Note: The IntelliScript Audio Auditing feature must be enabled through the Tools>
Application Features dialog before it can be used. See Activating New Features for Use in
Auditing audio files
Follow the steps below to view a listing of the dictations that have been recorded at your
institution but do not show up in the general queue.
1
Select IntelliScript Audio Auditing from the Tools menu.
The IntelliScript Audio Auditing dialog appears. By default all missing dictations with an
Unresolved status are displayed in this dialog. To filter by a different status, click on the
arrow to the right of the Status field and select a new status.
The Machine column indicates whether a dictation was created on a primary or failover
machine. In addition, an Incident Date and Confirmation Number are provided for each
dictation in the list. Each column in the IntelliScript Audio Auditing dialog can be sorted
by clicking on the column header.
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Click Done to exit the dialog.
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Resolving unresolved dictations
Follow the steps below to resolve a dictation that has a status of Unresolved in the IntelliScript
Audio Auditing dialog.
1
Select IntelliScript Audio Auditing from the Tools menu.
The IntelliScript Audio Auditing dialog appears (see graphic above). By default all
dictations with an Unresolved status are displayed in this dialog.
2
Click to select the dictation you want to resolve and click Resolve.
The Resolution Note dialog appears.
3
Enter a description of how the dictation was resolved, and click OK.
4
Click Done.
Alerts for missing dictations
You can also use alerts to monitor missing dictations. In EMon, you can configure a Complete
Daily Summary alert that lists, among other things, dictations missing for a configurable length
of time (the default is one day). This alert is emailed daily to the appropriate people at your
institution. See Complete daily summary eAlert in Chapter 12 on page 569 or the eAlerts User
Guide for more information on configuring a Complete Daily Summary alert.
Example:
3 dictations have remained missing for more than one day:
-----------------------+---------------+--------------------Machine
| Incident Date | Confirmation Number
-----------------------+---------------+--------------------IntelliScript Primary
| 04/14/2007
| 000120G
IntelliScript Primary
| 04/14/2007
| 000121G
IntelliScript Primary
| 04/14/2007
| 000122G
-----------------------+---------------+---------------------
Also, administrators can receive an e-mail notification of missing audio files when they are
detected.
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The Server Configuration Manager provides a simple interface through which you can configure
PrintScript, IntelliScript, and EDT server properties, such as names and email addresses for any
necessary notifications of events related to the server. There are several additional
configuration options for IntelliScript servers.
IMPORTANT! Do not add servers or edit server properties without first consulting your IT/
IS department.
Note: To delete a server, contact Dragon Medical 360 | eScription Support.
Getting Started with the Server Configuration Manager
Before you begin, you must:
•
Enable the Server Configuration Manager option in the Application Features dialog.
Note: You must restart EMon for changes to take effect.
Managing your servers
Use the Server Configuration dialog to configure server settings, edit server settings, and
schedule soft shutdowns for IntelliScript Servers (see Soft shutdown on page 514).
Adding a server
Follow the steps below to add a server. If you are adding an IntelliScript server, there will be
additional settings available for you to configure.
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Steps:
1
Select Server Configuration from the Tools menu.
The Server Configuration Dialog appears with a list of any servers that have been
configured for your institution.
2
Click Add.
The Add New Server dialog appears.
3
Enter a name for the server in the Server Description field.
4
Select EDT Only, PrintScript Host, or IntelliScript Host from the Server Type drop-down
menu. If you are adding an IntelliScript server, the additional settings on the right side
of the dialog will be enabled and can be changed.
5
Enter or change additional information as necessary. See Add New Server dialog on
page 509 for field descriptions.
Note: Only Server Description and Server Type are required fields.
6
When finished, click OK.
The new server appears in the Server Configuration dialog.
Note: To delete a server, contact Dragon Medical 360 | eScription Support.
Add New Server dialog
Use the Add New Server dialog to configure servers on your system.
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Note: The Add New Server dialog is identical to the Edit Server Properties dialog.
Server Description
Assign a descriptive name to the server. The name appears whenever a list of your
institution’s servers is displayed, e.g., in the server description list in the Application
tab.
Server Type
Select either IntelliScript Host, PrintScript Host, or EDT Only.
Note: The IntelliScript settings are only enabled if you select IntelliScript Host.
Support EMail
When left blank (recommended), notifications are sent to support@escription.com by
default.
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Customer EMail
Enter a customer email address to receive server maintenance messages. If left blank,
it defaults to eScriptionAlert_YourInstitution@escription.com. This mailing list is set up
at installation time. Contact us to update this mailing list.
Comment
Enter any comments about the server.
IntelliScript Settings
Note: The IntelliScript Settings are only available for the IntelliScript Host server type.
Is Primary
Check if the server is a primary IntelliScript server. Identifying primary servers helps
with IntelliScript monitoring in the following ways.

Our internal monitoring checks to see whether failover servers (those not labeled
primary) are receiving any audio, indicating a possible problem with the primary
server.

IntelliScript monitoring can detect serious problems with the server. If a serious
problem with the primary machine is detected, IntelliScript can busy out all lines
and force dictations to the failover server.
Download All Audio
Check to indicate that all audio recorded on other servers or through other devices
should be downloaded to this server as soon as possible (when EDT/Audio updates the
servers audio records). Servers used with IntelliScript primary servers are required to
have this setting enabled. Failover servers should not have this setting checked. For
more information, see the Audio Synchronization section in the IntelliScript User
Guide.
Filesize Alarm Threshold
Set the discrepancy in seconds between the length of a dictation and the elapsed
dictation time measured by the system clock. When this discrepancy is met, the
IntelliScript File Recording monitor will generate an alarm to
Dragon Medical 360 | eScription Support.
IMPORTANT! Do not change this value without being instructed to do so by
Auto-Suspend Hours
Set the number of hours after which an incomplete recording will be moved to a
recovered state. When recovered, the dictation becomes available for editing by the
clinician.
Auto-Release Suspended
Enter the number of hours after which a dictation suspended by a clinician and never
edited will be released for speech recognition.
Auto-Release Recovered
Enter the number of minutes after which a recovered dictation will be released for
speech recognition.
Send all Dictations to Test
Check if all dictations should be sent to the customer’s test server instead of the
production server. This is useful during the final testing of the production server.
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Patient Download Days
Specify the range (in days) of patient information to download. For instance, if set to
30, EDT/Audio will request EditScript Server patient information that was created or
updated during the last 30 days. The number of days entered must be a positive
number ranging from 0 to 365. The default is set to 0, indicating that patient
information will not be downloaded.
To see this option and the option below, the Patient Information Download feature
on the Application Features dialog must be enabled. See Activating New Features for
Use in Chapter 1 on page 34. This feature allows EDT/Audio to download patient
information to the local IntelliScript database. This feature should be enabled if an
institution configures patient (MRN or patient visit, or order item) validation or
confirmation. You should also enable this feature if you want to use EDT/Audio to
download patient information, instead of using other processes.
Patient Inactivity Days
Specify the range (in days) of patient information to delete from your local IntelliScript
database. Acceptable values are 0 or a number between 365 and 730. A value of 0
indicates that patient information will not be deleted.
IMPORTANT! Deleting patient information is an irreversible action.
Before EDT/Audio can start downloading patient information, you must also enable
account number, MRN, or order validation, or confirmation in IntelliScript Configuration
Manager. For example, it is enough to trigger patient information download if you only
enable MRN validation.
Telephony Type
This is an informational field to indicate whether this server uses NMS or SIP. If
configured incorrectly, it will not impact the server. The default option is Unknown.
Failover Type
Select one of the following to indicate how failover for the server should be configured:
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
Manual - indicates failover is not automated and must be performed manually by
your IT/IS department.

Auto On Busy - indicates the PBX can automatically route calls to the failover
server if all the lines on the primary server are busy but will not fail over if the
IntelliScript primary server fails to answer a call.

Auto On Busy or No Answer - indicates that the PBX can automatically route calls
to a failover server if all lines are busy or if the primary server fails to answer the
call. IntelliScript monitoring uses this setting to determine how to react in case of
serious errors; it determines if the best course of action is to send dictations to the
failover server.
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Trunk List Box
Use the Add button below the Trunk ID box to add a trunk to an IntelliScript server. Use
Edit to change trunk settings and Delete to delete a trunk.
Note: You can add more than one trunk.
When you click Add the following dialog appears:
Specify the minimum and maximum line numbers and select a hunting type. The
Hunting Type indicates how your PBX assigns calls to lines in the trunks connected to
IntelliScript. The following hunting types are available:

Top Down: the highest numbered available line picks up.

Bottom Up: the lowest numbered available line picks up.

Round Robin Up: each line picks up in sequence, wrapping around to the lowest
line number.

Round Robin Down: each line picks up in sequence, wrapping around to the
highest line number.

Uniform: the least recently used line picks up.

Indeterminate: the PBX behaves indeterminately.

Unknown: the configuration is not known.
Editing a server
Once you have added a server, you can edit any of its properties using the Properties button.
Note: If a server is associated with an EDT, you can also edit its properties from the
Application tab. See Configuring Servers in Chapter 9 on page 390 for more information.
Steps:
1
The Server Configuration dialog opens.
2
Select the server you want to edit.
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3
Click Properties.
The Edit Server Properties dialog appears. See Add New Server dialog on page 509 for
more information on the server properties fields.
Note: The Edit Server Properties dialog is identical to the Add New Server dialog.
4
Edit the server properties as necessary.
5
When finished, click OK.
Soft shutdown
When you need to shut down your IntelliScript system to perform maintenance (e.g., reboot
the IntelliScript server, apply a patch, etc.), you can schedule a shutdown through the Server
Configuration dialog. The soft shutdown is performed at the time you specify and in such a way
that allows your clinicians time to finish their work before the system shuts down. Clinicians are
warned of the imminent shutdown, and the lines are busied out at the appropriate time. In
addition, you can specify recipients to receive email notification of events related to the
shutdown (shutdown scheduled, shutdown about to occur, shutdown cancelled, system
restored to normal).
Soft shutdown process
A half hour before the scheduled shutdown time, IntelliScript notifies clinicians that they
need to finish their work soon. Five minutes before the scheduled shutdown, IntelliScript
does not allow clinicians to start new dictations. One minute before the scheduled time,
IntelliScript will automatically log off any clinicians when they come to a voice prompt. At
the scheduled time, the IntelliScript program will shut down. Once the program is shutdown,
you can perform any maintenance to the server. When you have finished your work, you
must cancel the soft shutdown and restore the server to its normal state (see Restoring
IntelliScript on page 517).
Note: You must cancel the shutdown and restore IntelliScript even if your maintenance
involves rebooting the server. Maintenance might involve several reboots, and
IntelliScript should not start taking calls until the server is ready, so a soft shutdown is
not automatically cancelled on reboot.
Failover Considerations
If clinicians need to dictate during the maintenance period on the primary server, you should
configure your PBX to route IntelliScript phone calls to your failover server 30 to 60 minutes
prior to the shutdown. This will allow calls to be processed on the failover server during the
maintenance period, and reduces the likelihood that a clinician will be dictating on the
primary server when the shutdown occurs. After maintenance is complete, you should
restore normal routing to the primary server.
Managing soft shutdowns
Through the Soft Shutdown dialog, you can schedule a shutdown, cancel a scheduled
shutdown, and restore IntelliScript availability after a shutdown has occurred. In addition, you
can monitor the status of a scheduled shutdown in the Progress Monitor.
Scheduling a soft shutdown
Follow the steps below to schedule a shutdown.
Note: You can only have one shutdown scheduled at a time.
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Steps:
1
The Server Configuration dialog appears with a list of all of the servers that have been
configured for your institution.
2
Select the IntelliScript server for which you would like to schedule a shutdown.
3
Click the Schedule a Shutdown button.
The Soft Shutdown dialog appears.
4
Select the date on which you would like the shutdown to occur from the Soft
Shutdown will occur on the date of drop-down menu. Enter the time at which you
would like the shutdown to occur in the at the time field. Shutdowns can be scheduled
no more than a week in advance. Shutdowns may be scheduled in the past,
representing immediate shutdown, though this is not recommended practice. Note that
in the case of immediate shutdown, the shutdown process skips several states (see
Monitoring the progress of a soft shutdown on page 519).
Note: If the date and time fields already contain information, a soft shutdown has
already been scheduled for this server. You can only have one soft shutdown
scheduled at a time for a particular server. In order to change the time of the
shutdown you must first cancel the scheduled shutdown (see Canceling a scheduled
soft shutdown on page 516.)
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5
Check the Customer check box if you want email notifications sent to the distribution
list for your institution. The addresses specified in the distribution list will receive an
email notification when the soft shutdown is scheduled, when the soft shutdown is
about to occur, when the shutdown has been canceled, and when the system has been
restored to normal.
Note: Dragon Medical 360 | eScription Support automatically receives email
notifications.
6
Click OK.
7
Enter the reason for scheduling the shutdown. Click OK.
A dialog confirming that the shutdown has been scheduled successfully appears.
8
Click OK.
Note: Once the shutdown has occurred (the event column shows Application
Shutdown), use the IntelliScript Service Manager to disable IntelliScript (if
necessary). You can then perform any necessary system maintenance or reboot the
server. Note that if you reboot the server, you still need to restore IntelliScript and
cancel the soft shutdown when all of your maintenance is complete (see Restoring
IntelliScript on page 517).
Canceling a scheduled soft shutdown
If you have a soft shutdown scheduled, you can cancel it at any time during the shutdown
process. To remove a scheduled shutdown, follow the steps below.
Steps:
1
The Server Configuration dialog appears.
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2
Select the IntelliScript server for which you would like to cancel a scheduled shutdown.
3
The Soft Shutdown dialog appears. The date and time of the scheduled shutdown
appear in the date and time fields.
4
Click Clear.
5
Click Yes.
A dialog confirming that the shutdown has been canceled appears.
6
Click OK.
Note: When you cancel the soft shutdown, an email is sent to the recipients
specified in the Soft Shutdown dialog notifying them that the shutdown has been
canceled.
Restoring IntelliScript
After a soft shutdown has occurred and you have performed your system maintenance, you
must restore IntelliScript availability (i.e., turn the phone lines back on). To do this, follow
the steps below.
Note: You must restore IntelliScript (i.e., cancel the shutdown) even if your
maintenance involves rebooting the server. Maintenance might involve several reboots,
and IntelliScript should not start taking calls until the server is ready, so a soft
shutdown is not automatically canceled on reboot.
Steps:
1
The Server Configuration dialog appears.
2
Select the IntelliScript server you would like to restore.
3
The Soft Shutdown dialog appears. The date and time of the shutdown that occurred
appear in the date and time fields.
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4
Click Clear.
5
Click Yes.
A dialog confirming that the shutdown has been canceled appears.
6
Click OK.
Note: When you cancel the soft shutdown to restore the system to normal, an email
is sent to the recipients specified in the Soft Shutdown dialog notifying them that
the shutdown has been canceled.
7
Continue to click Refresh until the event column of the Progress Monitor lists
Application Normal Behavior.
8
Run IntelliScript_Startup /GUI from the command line and enable IntelliScript using the
tool provided.
Note: In some cases IntelliScript may already be enabled, and the startup utility will
display that. If that is the case, you do not need to do anything further.
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Monitoring the progress of a soft shutdown
After a soft shutdown is scheduled, you can monitor its progress through the Progress
Monitor in the Soft Shutdown dialog. The Progress Monitor displays all the states that the
soft shutdown reaches. The most recent entry is at the top. To refresh the display, click the
Refresh button at the bottom of the dialog. Note that the display does not refresh
automatically.
Progress Monitor
The following are the possible shutdown states:
•
•
•
•
Shutdown Scheduled: An administrator has scheduled a soft shutdown by entering a
date and time and clicking the OK button in EMon.
Application Acknowledges Shutdown: IntelliScript has acknowledged the soft
shutdown scheduled in EMon.
Shutdown Cancelled: An administrator has canceled the shutdown by pressing the
Clear button in the Soft Shutdown dialog.
Application Warning Users: IntelliScript is warning users that the system will shut
down in 30 minutes.
Note: In the case of immediate shutdown, this state is skipped.
•
Application Denies Access: IntelliScript will shutdown in five minutes and will not
allow users to start new dictations.
Note: In the case of immediate shutdown, this state is skipped.
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•
•
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Application Shutdown: IntelliScript is busying out all idle lines and logging off all
users who are still on the phone. The shutdown process will be completed shortly, after
which maintenance can safely begin.
Application Normal Behavior: IntelliScript is back to normal (i.e, the phone lines
have been turned back on).
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MT Review Grading Criteria
EditScript MT’s enhanced MT Review mode allows you to define your own grading criteria for
scoring dictations. For each error, you can enter a description, deduction value, and severity
level. When you first enable the feature, error criteria recommended by the American
Association for Medical Transcription (AAMT) will be preloaded as the default data. It is
categorized into five major categories:
•
Critical
•
Major
•
Minor
•
Dictator Origin
•
Informational
Getting started with MT Review
•
•
Activate Enhanced MT Review Features through the Application Features dialog. See
Activating New Features for Use in Chapter 1 on page 34 for more information.
Belong to an Administrator EMon permissions security group that has the Manage QA
grading criteria permission enabled. For more information on security groups, see
To score and review documents, you must also:
•
Belong to an eScriptionist EditScript MT permissions security group that has Use
EditScript to review transcribed documents (MT Review) and Use EditScript to
see reviewed documents for other transcriptionist permissions enabled. For more
information on security groups, see Security Groups in Chapter 3 on page 68.
Setting up grading criteria
To add a new error, or to edit or copy a default error, follow the steps below.
Steps:
1
Log in to EMon.
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2
From the Tools menu, select MT Review Grading Criteria.
The MT Review Grading Criteria dialog opens. It will be filled with default AAMT values
(which are shown in the screen shot below).
Note: At least one error criteria must exist in the MT Review Grading Criteria dialog
in order for a document to be scored.
To add grading criteria:
1
Click Add.
The MT Review Grading Criteria Wizard dialog appears.
2
Enter a description for the error.
Note: Each criteria must have the Description field filled in. It must be a unique
description and cannot contain forward or back slashes.
3
Enter a deduction value for the error. This value must be an integer or decimal, e.g., 1
or 1.0. A negative number will not be accepted.
4
Select one of the Error Severity radio buttons.
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5
Click OK.
To edit grading criteria:
1
From the MT Review Grading Criteria dialog, select an existing criteria.
2
Click the Edit button.
3
Edit the grading criteria, then click OK.
To copy grading criteria:
1
2
Click the Copy button.
3
Use the grading criteria values to create a similar criteria, then click OK.
To delete grading criteria:
1
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2
Click Delete.
The following confirmation box appears. Select one of the two radio buttons.
The first button gives you the option of setting the value of the deleted criteria to zero.
As a result, dictations that previously had points deducted for this error will now have
higher scores. If you choose the second option, the scores remain unchanged.
For complete instructions on MT Review mode for version 10, see the EditScript MT User
Guide.
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NetScript Options
The NetScript Options dialog allows you to configure the appearance and functionality of your
NetScript pages. The dialog contains the following four tabs through which you can define
various properties: General tab, Listings Page tab, Details Page tab, and Spell Check tab. See
the EditScript Online/NetScript User Guide for more information on NetScript.
Getting started with NetScript Options
•
Activate NetScript Options and Headers Management through the Applications
Feature dialog. See Activating New Features for Use in Chapter 1 on page 34 for more
information on this dialog and for instructions on activating features. Once you enable
this feature, NetScript Options appears in the Tools menu.
dialog, you must log out and log back into EMon before the feature is available in
the Tools menu.
•
NetScript Options permission enabled. For more information on security groups and user
access rights, see Security Groups in Chapter 3 on page 68.
Note: This permission is not automatically added to security groups with EMon
administrator permissions. You must add it manually.
Configuring general NetScript properties
Through the General tab of the NetScript Options dialog you can enable a timeout feature for
NetScript, give all users the ability to save documents via NetScript, as well as configure
several other search and signature settings. Follow the steps below to configure these
properties.
Steps:
1
Select NetScript Options from the Tools menu.
The NetScript Options dialog appears.
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2
Click on the General tab. Configure one or more of the available options. Click OK.
Timeout
Select the On radio button to create a timeout period for NetScript users. All NetScript
sessions will automatically expire if they have been inactive for the number of minutes
you specify in the Minutes field. This functionality is useful for security purposes. Select
the Off radio button to deactivate the timeout period.
Allow searching for intermediate statuses
Select to allow searching in NetScript for dictations that have no audio, are suspended,
deleted, abandoned, or being recorded.
Use business entity short name on search page
Select to display short names in the business entity drop-down list on the dictation
search page in NetScript. By default this option is disabled and business entity
descriptions are displayed in the drop-down list.
Allow everyone to save changes in NetScript
Select to allow eScriptionists and administrators to modify and save changes to
documents in NetScript. By default this option is disabled so that only clinicians have
this capability. In order for users other than clinicians to modify and save documents in
NetScript, they must also belong to a NetScript security group with the permission to
modify documents.
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Display review status information
Select to see when a dictation has been reviewed in the co-signature workflow. This is
useful for signing clinicians who wish to see if the document has been reviewed before
signing. See EditScript Online/NetScript User Guide for more information.
Limit eScriptionists to signed and unsigned documents
Select to limit the statuses that MTs can search on to Unsigned, Partially signed,
Signed, and Transcribed.
eSigner permission override
Select to allow certain permissions to be granted to signing clinicians for documents in
their queues. If a clinician has the right to search and electronically sign a document,
the eSigner permission override will enable the ability to modify, pend, and unpend
only documents that are in the clinician’s signature queue. This greatly enhances the
control you have over documents and saves you time when assigning permissions to
clinicians.
The e-signature permission override needs to verify the following conditions:

The clinician has the right to electronically sign the document.

The document is in the clinician’s signature queue.

The e-signature permission override has been enabled.
If all conditions are met, the signing clinician will be able to modify, pend and unpend
the document she needs to sign.
Only eSigners can print
Select to disable the Print button for administrators and MTs. See Printing from
NetScript on page 532 for more information on how to restrict the Print button. For
more information on printing from NetScript, see the EditScript Online/NetScript
User Guide.
Prevent Signature When Blanks Are Present
Select to require clinicians working in NetScript to resolve document blanks when
attempting to sign a document. When viewing a document with blanks in the rich text
editor, the blanks will be highlighted. After modification of a blank, whether by a cut,
paste, or drag and drop operation, or by typing, it will be unhighlighted. If the
document still contains blanks on signature, the clinician will see an error indicating
how many blanks remain. Also, when saving or signing, any new blanks created since
the document was opened will be highlighted.
Configuring NetScript Listings page properties
Through the Listings Page tab of the NetScript Options dialog you can define what columns
appear in the search results, determine the initial appearance of the check boxes (checked or
unchecked), determine which dictation statuses appear with a check box, and define whether
logout appears as a link or a button. Follow the steps below to configure any of these
properties.
Note: You cannot customize column labels using this dialog. Contact your
Dragon Medical 360 | eScription representative to customize column labels. If you upgrade
to this version, and your system already uses custom labels, you will not see them in
EMon, but they will appear in NetScript.
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Steps:
1
2
Click on the Listings Page tab. Configure one or more of the available options. Click
OK.
Column Type
Select the columns that are displayed in the search results on the Listings page. There
are six standard columns (Clinician, Confirmation Number, Dictation ID, Patient Name,
Work Type, Status) that always appear and cannot be deactivated. The next ten
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columns listed are enabled by default, but can be disabled. The remaining columns can
be enabled. See the EditScript Online/NetScript User Guide for more information
on the available columns.
Note: If you are upgrading, your current column configuration will be retained.
Column types
Logout Appearance
Determine the appearance of the logout option on the Listings page by selecting either
Link or Button (link is the default value).
Disable View Text For All Documents
Select to disable all check boxes on the search results page so that documents cannot
be viewed or printed. All appropriate search results and columns still display. In
addition, you can listen to audio if it is available.
Note: This applies to both NetScript and e-signature. If selected, clinicians will not
be able to sign documents.
Show Checkbox for Documents with Status
Determines whether or not documents with the Pending or Checked Out/Ready for
Editing statuses are displayed with check boxes.
By default, check boxes (which allow you to view or print a document) do not appear
next to dictations with a status of Pending in the Listings page. Select the Pending
check box to display check boxes next to pending dictations on the NetScript search
results page.
By default, check boxes do not appear next to dictations with statuses of Checked Out
or Ready for Editing. These statuses correspond to dictations that have been speech
recognized, but not yet edited by a transcriptionist. Select the Checked Out/Ready For
Editing check box to show check boxes next to these dictations.
Default Search Result Checkbox Appearance
Determines the default status of all check boxes by selecting either Checked or
Unchecked. By default, all check boxes next to dictations in the Listings page are
unchecked initially.
Default Signature Queue Checkbox Appearance
Determines the default status of all check boxes in the Signature Queue by selecting
either Checked or Unchecked. By default, for all providers at the institution, all check
boxes next to dictations are checked initially.
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For Non-Reviewed Documents in Signature Queue (Co-sig only)
Select either Checked or Unchecked to determine the default status of all check boxes
of documents in the Signature Queue that have not been reviewed by the reviewer.
This is only valid for co-signature parallel workflows. By default, the documents are
checked.
Configuring NetScript Details page properties
Through the Details Page tab of the NetScript Options dialog you can determine which action
buttons are visible on the Details page, define which optional headers are included at the top of
the page, and more. Follow the steps below to configure any of these properties.
Steps:
1
2
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Click on the Details Page tab. Configure one or more of the available options. Click
OK.
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Header Fields
Select the fields that appear above the dictation text in the Details page. Status and
Dictation ID are standard header fields and cannot be deactivated. The next six options
listed are enabled by default, but can be disabled. The remaining options can be
enabled. See the EditScript Online/NetScript User Guide for descriptions of each of
the available fields.
Note: If you are upgrading, your current header configuration will be retained.
Header fields
Action Buttons
Select the action buttons that will be available to users on the Details page. The buttons
you select here apply to all users, including e-signature users, except Pend with Note,
which only applies to non-signers. The Pend with Note button is always available for esignature users, so enabling or disabling it will only affect non-signers. To allow users
to distribute manually from within NetScript (via print, fax, or email), check the Save &
Distribute button.
See the EditScript/NetScript User Guide for complete descriptions of the available
options.
Highlighting
Select Blanks to enable highlighting of five or more underscores. When enabled, these
blanks appear in red when you view a dictation.
Select Search Terms to enable highlighting of the search terms entered in the full-text
search. When enabled, the terms you searched for appear highlighted in yellow when
you view a dictation.
Note: In order to perform full-text searches, you must enable the feature in the
Application Features dialog. For more information on using this feature, see the
EditScript Online/NetScript User Guide.
Magnify
Select Document & Header Text to allow NetScript users to increase font size on the
Details page. Users can adjust the font size (via a toolbar) when viewing a report in
NetScript.
Enable Full Width Text
Select this option to increase the size of the editing window (which contains the
transcription text) so that it stretches to fill the browser window. This allows users to
view more of the dictation text at once.
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Signature
By default, the Print button is enabled for all users, but it can be disabled for clinicians
if you do not want them to be able to print. When this option is enabled, clinicians will
see the Print button from the Details page when viewing a document. When it is
disabled, they will not have the option to Print from the Details page. See Printing from
NetScript on page 532 for more information on how to restrict the Print button.
Also see the EditScript Online/NetScript User Guide for more information.
Printing from NetScript
By default, the Print button in NetScript is enabled for all users. When you want to restrict
printing from NetScript, use the print settings in the NetScript Options dialog. There are two
settings that determine which users can print: Only eSigners can Print (on the General tab) and
Signature Print (on the Details Page tab). Depending on which users you want printing from
NetScript, use one of the combinations below.
Note: Printing is restricted based on whether the user is a clinician or an administrator/MT.
•
•
•
•
If you want all users to print

Uncheck Only eSigners can Print

Check Signature Print
If you want no users to print

Check Only eSigners can Print

Uncheck Signature Print
If you want only clinicians to print

Check Only eSigners can Print

Check Signature Print
If you want only administrators and MTs to print

Uncheck Only eSigners can Print

Uncheck Signature Print
Configuring Spell Check properties
Through the Spell Check tab of the NetScript Options dialog you can specify the default
dictionary that will be used for spell check and select which dictionaries will be available to
NetScript users. Currently, US English and UK English dictionaries are available.
Note: If your institution uses NetScript’s Spell Check feature (enabled in EMon via Tools>
Application Features), there must be at least one dictionary selected as Available, and one
dictionary designated as the Default.
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Steps:
1
2
Click on the Spell Check tab. Specify a default dictionary and select which dictionaries
will be available to NetScript users. Click OK.
Currently, in eSignature’s group signature workflow, whenever a document is distributed for
signature, it is distributed to all of the clinicians in the group. When a clinician logs in to
NetScript to sign, all documents for clinicians in the group are present in his/her signature
queue.
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A new option on the Application Features dialog called Document Selector for Group
Signature (Tools menu> Application Features) allows clinicians who are part of group
signature to view only documents for which they are the speaker or signing clinician.
With this feature enabled, a new drop-down menu appears on the Search results page for all
clinicians. It contains two options:
•
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View own documents - shows only the documents for which the logged in clinician is the
speaker or signing clinician (selected by default).
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View All - shows all documents for all clinicians in the eSignature group.
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Options
The features available from the EMon Options dialog allow you to customize various userspecific program elements to best suit your individual preferences.
Steps for setting/changing EMon options:
1
From the Tools menu, select Options.
The EMon Options dialog appears.
2
Configure the available session options as desired, and click OK to save the changes.
Note: Changes made to the EMon Options dialog will not take effect until the next
time you log in to EMon.
Characters Per Line
Specify the maximum number of characters per line for dictation viewing windows,
such as Edit Dictation. When set to max (default), the maximum characters per line will
be allowed.
Note: This setting only applies to sites that are not using the eRTF component.
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Days History
Specify the length of history, in days, that is displayed through the Has Recently
Completed field in a queue dialog.
Default Priority
Specify the priority that appears initially in the Assign dictation(s) to an eScriptionist
dialog.
Note: You can always change the priority from the dialog. This setting simply
determines the default priority that appears.
Delimiter Char
Click to configure a custom delimiter (a character that indicates the beginning or end of
a character string) for searching that applies to the four fields supported by the
‘Multiple Identifier Dictation Search’ feature: Dictation ID, Medical Record, Account
Number and Confirmation Number (on the Dictation tab). When using the ‘Multiple
Identifier Dictation Search’ feature, a space (or comma) is used to separate two values
when searching for multiple values.
If the Delimiter Char field is blank (the default), the default delimiters - space and
comma - are used as delimiters for the Multiple Identifier Dictation Search. To use the
space character for searching when the ‘Multiple Identifier Dictation Search’ feature is
disabled, the space character must not be configured as the delimiter character (the
field should not be left blank). Only non-alpha numeric characters may be entered into
the field.
Reset Tables
Click to reset a column layout(s) to its default order. Like the other options available
from this dialog, this setting will not take effect until the next time you log in to EMon.
Allow login to test system
When checked, you will have the option to login to the Test system for your institution
every time you login to EMon. When this setting is un-checked, only the Production
system will be available at login.
Prompt for upgrades on startup
When checked, you will be prompted at startup when program upgrades are available
for your institution.
Allow unsigning
When checked, you will have the ability to manually unsign documents that are
currently marked as Signed. This ability is applied only to the local computer. For more
information, see Unsigning a Document in Chapter 6 on page 205.
Note: The action of unsigning a document is discouraged, and is done at the
discretion of your institution. Nuance takes no responsibility for documents that
have been changed from Signed to Unsigned.
Sort data case-insensitive
When checked, any sorting of lists and tables in EMon will be case-insensitive. That
means that when sorting a list or a table by a column that contains text (as opposed
to a column that contains a number or a date) case will not be taken into account. In
case-sensitive sorting, capital letters and lowercase letters are treated differently,
which affects the order in which the results of the sort are displayed.
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Filter Distribution Targets
When setting up distribution targets, administrators can associate specific business
entities with a target to prevent the distribution of documents to unrelated or
unauthorized targets. If the Filter Distribution Targets option is checked, EMon will
present users with a filtered Distribution Targets list during an ad-hoc distribution
request or while configuring Distribution Rules based on business entity. The list will
show only targets associated with the dictation’s business entity.
If this option is not enabled, the drop-down lists of targets will show all existing targets.
If a user chooses a target that has been associated with a business entity different from
the one in the dictation, a message will appear indicating that the user cannot use that
target. See Managing distribution targets on page 482 to set up distribution target
filtering.
Always open MT Instructions when editing a document
When checked, if you click the Edit Document button (plain text or RTF) on the
Dictation Properties screen in EMon, and MT Instructions are associated with the
document, they will automatically display in a separate window, in addition to the Edit
document window.
Display MRN and Account Number in Dictation Properties and Text Editor title bar
Check the MRN check box to display the patient’s medical record number in the title bar
of the Dictation Properties dialog and in the title bar of the plain text editor. Check the
Account Number check box to display the patient’s account number in the title bar of
the Dictation Properties dialog and in the title bar of the plain text editor. By default,
the MRN and account number are not displayed. If they are both selected, the MRN will
appear before the account number.
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Reports
Reports allow you to monitor the transcription
workflow at your institution and review
important productivity and billing data.
Through reports, you can obtain an accurate
understanding of how productive your
transcription workflow is by comparing
current productivity data with previous
productivity data.
11

About Billing and Productivity
Reports

Available Reports

Using Excel PivotTables
All Productivity and Billing reports are
provided in two formats: HTML and Excel. You
can use your Excel Reports to manipulate data
to suit your needs.
For complete descriptions of the available
reports and for information on modifying your
reports, please see the Reports User Guide
available on the Support Center’s Utilities &
Manuals page.
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About Billing and Productivity Reports
You can use reports to closely monitor the transcription workflow at your institution and review
important productivity and billing data. Through reports, you can obtain a quick and accurate
understanding of how productive your transcription workflow is by viewing current productivity
data.
All Productivity and Billing reports are available in two formats: HTML and Excel. The HTML
format produces the best results when viewing the static report. The Excel format offers
increased manageability through the use of PivotTables, which allows you to combine and
compare large amounts of data interactively. Using PivotTables, your reports can be
customized and manipulated to display the data that is most important to you.
Accessing your reports
Follow the steps below to access your reports through EMon. All billing and productivity reports
are stored on your EditScript Online customer center.
Note: Reports are not available from the Test system.
Steps:
1
Log in to EMon.
2
Click Reports in the menu bar, then click View.
The login dialog appears.
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3
Enter your User name and Password.
Tip: Passwords are case sensitive.
4
Click OK.
The Productivity and Billing Reports page appears.
Saving the report
If you want to manipulate your report, we recommend saving the Excel report to your local PC.
To save the excel report, follow the steps below.
Steps:
1
From the Productivity and Billing Reports page, find the report you want to save.
2
Right-click on the Excel link next to the report.
The Right-Click menu displays.
3
Click Save Target As.
The Save As dialog appears.
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4
Save the file to your local PC, and click Save.
Note: Before opening your report, make sure your Macros Security Level is set to
Medium. To do this, see Setting the macros security level in Excel on page 542.
Setting the macros security level in Excel
Excel reports use a macro to calculate and display median or average data. A macro is an
action or set of actions that can be used to automate tasks. You must enable macros to ensure
that all information displays correctly in your reports.
Follow the steps below to set the appropriate security level to enable macros in reports.
Steps:
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Click Tools> Macro> Security from the Excel menu bar.
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The Security dialog appears.
2
Select Medium, and click OK.
When you open a report, the Security warning dialog appears. To enable macros for a
report, click Enable Macros.
Note: If you do not enable Macros, then the data in the reports will not display
correctly.
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Available Reports
There are four standard reports: Productivity, Productivity Analysis, Feature-Usage Analysis,
and Billing. In addition to the standard reports, optional reports are available. There are three
optional reports: MTSO, Pended Analysis, and Payroll. If your institution uses an MTSO for
transcription, MTSO reports are made available during Go-Live. The optional reports listed
above can be added at any time by submitting a request to your
Dragon Medical 360 | eScription Client Development or Project Manager.
Productivity
Productivity reports allow you to monitor MT and clinician productivity on the
Dragon Medical 360 | eScription system. They also provide you with helpful information on
your current transcription backlog. Current Productivity reports are processed each night and
contain exactly one month of data. On the final day of every month, these reports are archived
and added, by month, to the list of reports under the Productivity heading on your reports
page.
Productivity reports contain the following categories:
System Status
View data on the current backlog, the oldest un-transcribed document dictated on, the
total number of lines transcribed and the total number of hours dictated.
MT Productivity
View the reports under MT Productivity for data on turn around time (TAT), extended
turn around time, weekly MT line count, the hours/minutes transcribed by an MT, and
the line count per business entity.
Tip: You can now see the Extended TAT for all documents. Extended TAT
calculates the turn around time including the time a dictation is pended.
Clinician Productivity
View the various productivity metrics for dictating clinicians, including the hours/
minutes dictated by a clinician and the average dictation length by clinician.
Backlog
Monitor the current transcription backlog for your institution including: the total backlog
in hours/minutes, the number of jobs in backlog, and the list of backlog jobs.
Productivity Analysis
Productivity Analysis reports contain computations and historical context of the productivity
improvements made at your facility. Productivity Improvement is the percent increase in speed
between typing and editing. For example, a productivity gain of 0% would indicate that edited
documents are produced at the same rate as typed documents. A 100% productivity
improvement would indicate that edited documents are completed twice as fast as typed
documents. Productivity Analysis reports are generated on the 3rd day of every month.
Productivity Analysis reports contain the following categories:
Institution Productivity Analysis
View the overall productivity gains for your facility by transcription group. Productivity
improvement for each group is calculated based on data from the MT Productivity
Analysis, and is stored in the % Productivity Improvement column. The improvements
for each group are averaged to provide an Overall % Productivity Improvement. The
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contribution of each group is weighted by the amount of work accomplished by that
group during the last 30 days (displayed in the Line Count column).
MT Productivity Analysis
View productivity improvements for each MT and work type. These results are used to
calculate the overall productivity gains. If the totals for both the Edited Line Count and
the Typed Line Count for an MT/work type pair are above 200 lines, we make a %
Productivity Improvement determination. The productivity gains for each MT/work type
pair are then weighted for the Edited Line Count and averaged to produce the overall
number for each transcriptionist group. The results are displayed in the Overall
Productivity worksheet.
Clinician Productivity Analysis
View the productivity improvements by clinicians based on data from the MT
Productivity Analysis. This is helpful to identify clinicians whose productivity might be
below average for your institution.
Productivity Analysis Documentation
Explains the purpose of this report and the information provided. It includes
information on the calculations done to determine the productivity improvement.
Feature-Usage Analysis
Feature Usage Analysis report contains measurements of the six EditScript MT productivityenhancing features and behaviors. This information is cumulative and includes data from the
three most recent analyses. The Feature Usage Analysis report is generated on a weekly basis
and contains usage results for previous weeks. At the end of every month, the data is archived.
Use the tabs at the bottom of the report to view the Feature Usage Analysis in different
formats. The different worksheets include:
Description
View descriptions of the six productivity-enhancing features and behaviors. The
worksheet explains how to understand the data included in the reports.
Feature Usage Analysis Summary
View the use of Dragon Medical 360 | eScription features by a specific transcription
group by date. The number under Y for a specific feature represents the number of MTs
who used the feature during the specified time period. The number under N represents
the number of MTs who did not use the feature during that time. You can use this
report to monitor the number of MTs using the productivity features by week.
Feature Usage Analysis Graph
View a graph which shows the percentage of MTs using each feature. You can sort the
graph by transcription group, feature, or week.
Usage Analysis by MT
View an individual MT usage for all features by week. The letter Y indicates that the
specific feature was used during the specified time period. The letter N indicates that
the feature was not used during that time. You can sort this worksheet to view results
for just one MT. This worksheet is useful to an MT who wants to view her own progress.
Usage Analysis by feature
View which MTs are not using a specific feature by week. The table show only MTs who
have an N for the specific feature listed. You can view which MTs are using the feature
by week by selecting Y in the Pivot Table. For instructions on selecting how to display,
see Choosing what items to display on page 551.
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Usage Change
View MTs whose feature usage has changed in a given week. If an MT’s usage has
changed then the MT is highlighted in orange. An MT’s usage may change if she either
begins or stops using a feature on a regular basis.
Billing
Billing reports are generated on the first of every month and allow you to monitor what
expenses are owed to Nuance for labor (transcription work, for example) and software. These
reports provide you with a “big picture” billing analysis of activity in the previous month. Billing
reports contain the following worksheets:
Invoice by Item
View the total invoice of billable software (IntelliScript Maintenance, for example) and
labor (Transcription) charges. For Transcription charges, a line count and software
invoice is provided for both transcription methods (edited and typed).
Clinic Total (MTSO + Dragon Medical 360 | eScription)
View the total invoice(s) by transcription group for a specified billing period. Click on an
item to view a detailed breakdown of a particular invoice.
Clinician Detail
View total invoice information for items associated with a dictating clinician. The
method of transcription, line count total, and number of transcriptions are provided in
this report.
Billing Period
View the total invoice for each date of transcription during a specified billing period.
QA (optional)
Dragon Medical 360 | eScription version 10 QA reporting supports dynamic report generation
and introduces a new way to access your QA reports. Using the Nuance Management Console
(NMC), a web portal, you can log in and configure reports specifically to meet your institution’s
needs. For each report you will define standard parameters, such as date range, MT Group, and
Business Entity, and also select up to four dimensions for which you want to see data.
Dimensions include Transcriptionist Name, Transcriptionist ID, Reviewer Name, Reviewer ID,
Review Date, Speaker, Work Type, and Transcriptionist MT Group.
Once you create a report, you can save and subscribe to it. Subscribing to a report allows you
to schedule the report to be sent to you via email on a regular basis.
With V10 QA reporting, you can create reports that:
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
Show the review score for each graded document, and each version graded.

Organize reports by criteria such as Business Entity, Work Type, and Speaker.

Distinguish between grades applied to MTs and grades applied to reviewers.

Distinguish between grades applied in prerelease MT Review (MT Review done in
Pending List Management mode) and grades applied in retrospective MT Review.

For each reviewer, show how many jobs were scored, line counts, how many
errors were scored against each MT.
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
Aggregate results into averages for each MT, reviewer, speaker, or other criteria.
Note: Customers can view prerelease MT Review scores for their own MT Group
only, and they can view retrospective MT Review scores for all.
See the Reports User Guide v10 for details.
MTSO (optional)
MTSO reports contain a comprehensive analysis of the billable transcription services provided
by your MTSO. You can view the total labor invoice for a specified billing period (Total Billing)
and the billing totals for each day within a billing cycle (Billing Period). In addition, you can
easily monitor the line count totals per transcriptionist. You determine how often MTSO reports
are generated. Contact your Dragon Medical 360 | eScription Client Development Manager to
create a schedule for this report.
Pended Analysis (optional)
Pended Analysis reports provide a variety of data on pended messages and allow you to
monitor the reasons why dictations pend. Pended Analysis reports also allow you to identify the
groups which generate the most pended messages, by clinicians, transcriptionists, work types,
business entities or transcription groups. Additionally, you can use the reports to identify the
individuals who are the most productive at un-pending messages through EditScript MT
Pending List Management mode and the Message tab in EMon. You determine how often the
Pended Analysis report is generated. Contact your Dragon Medical 360 | eScription Client
Development Manager to set up a schedule for this report.
The Pended Analysis Report contains the following categories:
Pended Dictations Statistics
Identify the highest number of pended messages based on a variety of criteria including
MT, clinician, work type, business entity, Transcription Group, and problem note.
Unpended Dictations Statistics
Monitor which users are pending and unpending dictations.
All Pend Data: Grid View
View pending data for every pended dictation during a specified length of time.
Payroll (optional)
Payroll reports provide payroll line count data for specific MTs within a payroll cycle. If you wish
to have a report created of your payroll data, your Dragon Medical 360 | eScription Client
Development Manager can work with you to develop a report to meet your specific
requirements.
Multiple methods for counting lines, in addition to the method outlined in your contract, can be
stored and utilized for payroll purposes. For instance, if you prefer to use a different line count
method for payroll than you would for billing, your payroll reports can be based on that
alternate method. By default, the line count method defined in your contract is represented in
your payroll reports.
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Using Excel PivotTables
A PivotTable is an interactive table utility in Microsoft Excel that quickly combines and compares
large amounts of data. Rows and columns in a PivotTable report can be easily manipulated so
different summaries of source data appear, and the details for areas of interest can be readily
identified and highlighted. When you view a report in Excel, you can quickly modify the content
and look of the report so that only the data you need to see is visible in a way that is clear and
easy to comprehend.
The following examples will take you through some ways to manipulate your reports. The
following step-by-step examples assume that you have downloaded the Excel Productivity
Report to your local PC.
Displaying the PivotTable toolbar
You can manipulate your reports by clicking on the PivotTable directly or by using the
PivotTable toolbar. The PivotTable toolbar may appear automatically or you can display it by
following the steps below.
Steps:
1
2
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Open the Excel Report you wish to view.
Click View> Toolbars> PivotTable to display the PivotTable toolbar.
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The PivotTable Toolbar appears in the toolbar area.
Tip: Depending on your preference, you can move the PivotTable toolbar out of the
toolbar area.
Adding content to your report
The following steps will walk you through how to add content (additional data) to your report.
Steps:
1
Open your Excel Productivity Report, and enable Macros.
The Productivity Report Summary Page appears.
2
Click on the Line Count per Business Entity Report link.
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The Line Count per Business Entity Report appears. The report displays the Date
Transcribed and Line Count within a weekly date range.
3
Click on a table cell or click the Show Field List icon on the PivotTable Toolbar to add
a data field to the Report.
Show Field List
The PivotTable Field List dialog appears.
4
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Select the data field you would like to add to the report. In this example, we select the
Transcription Method field item.
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5
Click Add To Row Area to add the Transcription Method data item to the row area.
The transcription method appears in the report.
Choosing what items to display
The previous report displays the line count per week and transcription method. The following
example walks you through how to select what items you want displayed. The report currently
displays data for both transcription methods, Edited and Typed. We will modify the report so
only the data for Edited documents appears.
Steps:
1
Click on the downward-facing arrow beside the Transcription Method data field.
The Show Items dialog appears. Through this dialog, you can define what data types
are displayed. By default, Show All is selected.
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2
3
4
Un-check the (Show All) check box.
Check the Edited check box.
Click OK.
Only data for the Edited transcription method appears.
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Changing grouped data
Using the PivotTables, it is easy to change grouped data and generate new calculations. In this
example, we will change the date range from weekly to daily.
Steps:
1
Right-click on the Date Transcribed data field to group specific data in a report.
2
Select Group and Show Detail and then Group.
The Grouping dialog appears. Through this dialog, you can specify the Start and End
date for the data group and define exactly how the data will be grouped.
3
Select Days to group the Date Transcribed data.
4
Change the Number of Days from 7 to 1.
5
Click OK.
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The Date Transcribed data is now grouped by days. You can now track the Edited Line
Count totals for each day.
Drilling-down to the base data of your report
It is often useful to view the base data behind a report. This is know as drilling-down. Follow
the steps below to see the raw data for that the Line Count report is built upon.
Steps:
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Double-click on any data cell, such as the total line count.
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The base data appears in a new Excel sheet as partially shown below. All of the data
available in the report is shown and not just the data related to the cell you clicked on.
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eAlerts
eAlerts allow you to monitor the components
of your Dragon Medical 360 | eScription
system. eAlerts are notifications that are
emailed to appropriate administrators and
support teams at your institution to
communicate status information for various
product components. There are two types of
eAlerts - Configurable eAlert Rules, which you
set up in EMon, and Standard eAlerts, which
require that you contact your
Dragon Medical 360 | eScription
representative to subscribe to.
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About eAlerts

Configurable eAlert Rules

Standard eAlerts
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About eAlerts
eAlerts are html-based reports sent to a specified set of people through an email distribution
list. eAlerts are used to monitor your system, let you know of any downtime, backlog, and/or
daily occurrences so you can better manage your transcription workflow. See below for
summaries of each available alert.
Configurable eAlerts
Complete daily summary
Contains information on the current status of the transcription queue, including a
summary of the work done on the previous day. In addition, it lists all jobs that require
immediate attention such as pended dictations.
Monitor transcription backlog
Notifies you when the number of dictations in the backlog has exceeded the specified
number. You can configure this alert so that only dictations that meet your criteria are
monitored and count towards the backlog number.
Inform additional MTs to start/stop working
Notifies additional MTs to start working when the number of dictations in the queue has
reached a specified number. In addition, once the number of dictations in the queue
has fallen below a specified number, an email informs MTs to stop working.
Monitor pending utterances backlog
Provides a summary of documents in the pended work queue. All pended documents
meeting the criteria defined for the eAlert are shown, along with the types of pending
reasons attached to these documents, how many times each pending reason was used,
and a list of the pending document tasks.
Inform additional MTs by extrapolating work completion rate
Notifies additional MTs whenever a work queue contains a specified number of
dictations that will not be completed in the desired turnaround time.
Fax distribution daily summary
Contains a complete summary of faxing activity from the previous day. This alert is
useful to determine which dictations require manual distribution.
Turnaround Time
Notifies you when there are more documents that are due than the specified value on a
specified day of the week and period of time.
Turnaround Time (TAT) Snapshot eAlert
Provides a ‘snapshot’ of how many dictations are due up to a specified turnaround time.
Users can configure when the alert will be sent based on either the number of
documents due in that timeframe or the duration of audio length for the dictations due
in the timeframe. Additionally, the report shows documents that have already missed
TAT.
Standard eAlerts
Immediate fax status
Notifies you when a fax fails, and allows you to work to correct a problem immediately.
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IntelliScript status alert
Contains a summary of the IntelliScript server at your site and provides a list of open
dictations that might require attention.
IntelliScript DVR
Notifies you when spoken dictations are not properly recorded or when settings on the
DVR device are not configured properly.
PrintScript
Notifies you when PrintScript could not print due to an error with the printer device.
AutoScript summary
Contains the list of speakers who have recently been set up for speech recognition.
Downtime alert
Notifies you of planned system downtimes including the date/time at which the
downtime will occur, what applications will be affected, and how long the systems will
be unavailable.
Configurable eAlert Rules
EMon features a helpful wizard for configuring eAlert rules. This wizard allows you to add, edit,
and delete eAlerts Rules. There are eight eAlert Rules that you can configure through the eAlert
Rules Wizard in EMon: Complete Daily Summary, Fax Distribution Daily Summary, and the
alerts that address the queue backlog - Monitor Transcription Backlog, Inform Additional MTs to
Start/Stop Working, Monitor Pending Utterances Backlog, Inform Additional MTs by
Extrapolating Work Completion Rate, Turnaround Time, and Turnaround Time Snapshot.
To see detailed descriptions about each eAlert rule, click on the following links:
•
Complete daily summary eAlert on page 569
•
Monitor transcription backlog alert on page 573
•
Inform additional MTs to start/stop working alert on page 575
•
Monitor Pending Utterances Backlog on page 576
•
Inform additional MTs by extrapolating work completion rate alert on page 579
•
Fax distribution daily summary alert on page 580
•
Turnaround Time alert on page 581
•
Turnaround Time (TAT) Snapshot eAlert on page 583
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Getting started with eAlerts
Before you can configure eAlert Rules in EMon, you must:
•
Activate eAlert Rules though the Application Features dialog. See Activating Features for
Use in Chapter 1 on page 36 for more information on this dialog and for instructions on
activating features.
IMPORTANT! Once you enable this feature through the Application Features dialog,
you must restart EMon before the feature is available in the Tools menu.
•
Belong to an Administrator EMon permissions security group that has Manage eAlert
Rules permission enabled. For more information on security groups and user
permissions, see Security Groups in Chapter 3 on page 76.
Managing eAlerts
From the eAlerts Rules Wizard in EMon, you can create, edit, and delete eAlert Rules.
Creating a new eAlert rule
EMon features a helpful wizard for configuring and managing various configurable eAlert rules.
There are six different eAlert rules that can be created through the wizard. The process for
creating each rule is similar - you enter parameters and navigate through the wizard using the
Next button. The wizard pages and the content differ depending on the eAlert rule you are
creating.
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Steps:
1
From the Tools menu, click eAlert Rules.
The eAlert Rules main dialog appears.
This main screen displays two columns: the name of the eAlert and an Is Enabled
column indicating whether the eAlert is enabled. eAlerts are enabled by default. To
disable an eAlert, select it in the list and click the Disable button. A message appears
asking you to confirm. To re-enable an eAlert, select it and click the Enable button.
The enabled/disabling of an eAlert takes effect immediately. Note that if an alert trigger
is executing at the time you disable an alert, it will be allowed to continue.
To view the description of an eAlert, hover your mouse over it. A tooltip will appear if a
description was entered for the alert when it was created.
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2
The eAlert Rules Wizard appears. The type of alert displays in the title bar.
3
Enter a unique name for each eAlert. The name you enter appears on the eAlerts main
screen.
If the name has already been used for another eAlert, you are prompted with an error
message when you click Finish to create the eAlert.
4
Enter a Description for the new rule (optional).
5
Enter an Email Subject that clearly identifies the alert to its recipients. It can contain a
maximum of 500 characters. This is a required field. Note that the field will populate
with a default email subject that includes the type of the eAlert and the institution.
6
Select the radio button for the desired alert type, and click Next.
Depending on what eAlert you selected, you will see either filter screens to set
restrictions on your eAlert rule or the eAlert settings screens. Click through the screens
and make sure that all of your eAlerts filters and options have been set. See the
description of the alert type in this chapter for more information.
7
Click Next.
For all eAlerts, the Recipients and Triggers screen appears. Use this screen to specify
who should receive the alert and when it should be run. See Recipients and Triggers on
page 563 for details.
8
After configuring all settings, click Finish.
The eAlert Rule appears in the main eAlerts Rules list.
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Recipients and Triggers
For all configurable alerts, the Recipients and Triggers screen allows you to specify who should
receive the alert and when it should be run. This wizard screen appears after filters and settings
have been configured.
Managing recipients
On the ‘Recipient and Triggers’ screen you can add up to 100 unique email addresses. The
recipients added here will receive all eAlerts resulting from the associated trigger(s).
Additionally, from this screen you can open the Recipients and Triggers dialog where you
can designate extra recipients who should only receive the alert based on schedule (such as
day vs. night, weekdays vs. weekend). See Trigger-specific recipients on page 565 for more
information.
To add a recipient:
1
Type an email address into the Recipients field
2
Click the Add to List button.
The system validates the email address, and if acceptable, adds it to the list of
recipients. You must enter at least one recipient.
To delete a recipient:
1
Select it in the list, then click the Delete button.
2
Click Yes to confirm.
To remove all recipients from the list, click the Clear button, then confirm.
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Triggers
Triggers allow you to configure a single eAlert to run on multiple schedules. You must
configure at least one trigger per eAlert.
To create a trigger:
1
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First click the Add button in the Triggers section of the wizard screen.
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The Add/Edit Triggers dialog appears:
2
Next, choose the Recurrence Pattern and Range.
Recurrence Pattern indicates whether the alert will run daily or weekly:

Daily - the alert runs daily

Weekly - the alert runs on the selected days of the week
Recurrence Range indicates how often to run the alert per selected day(s):

Occurs once per day at a specified time

Occurs repeatedly throughout the day at a designated interval (in minutes or
hours, such as every 2 hours)

Occurs between two time periods (such as 9:00AM and 5:00PM) at a designated
time interval (in minutes or hours)
After setting the trigger, you have the option to add more recipients who will only receive
the alerts for the current trigger. See below.
Trigger-specific recipients
Some eAlerts may have different recipient lists based on schedule. For instance, alerts may
be sent to one manager during the day and a different one at night. These additional
recipients can be added when you set up a trigger. The eAlert will be sent to the recipients in
the main Recipients list and also to those listed specifically for the trigger.
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To add a trigger-specific recipient:
1
Enter the email address in the Additional Recipient field.
2
Click Add to List.
You can enter a maximum of 100 email addresses (these are in addition to the emails
in the main Recipients list).
3
Click Save to save the trigger.
It appears in the Triggers list on the Recipients and Triggers screen.
Editing a trigger
You can edit an existing trigger by selecting it in the Triggers list and clicking the Edit
button. The Recipients and Triggers dialog appears.
To delete a recipient of the trigger, select it in the list then click the Delete button.
To remove all recipient email addresses added for the trigger, press Clear. This button
appears only in the dialog. It clears recipients for the currently selected trigger; you cannot
clear all triggers at once.
After completing your modifications, select Save.
Deleting a trigger
To delete a trigger, select it in the Triggers list and click the Delete button. Click Yes to
confirm.
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Manually running an eAlert
The ‘Run Now’ option allows you to manually run an eAlert. This is also useful for testing
conditions you are setting up.
To run the eAlert, highlight one of the created triggers, then click the Run Now button.
Any unsaved changes to the eAlert will be saved and the following message appears:
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Click Yes. The report is run. The options that have been set up determine whether the eAlert is
sent.
Editing an eAlert rule
Follow the steps below to edit an existing eAlert rule. Rule edits are made through the same
dialogs used to create eAlert rules.
Steps:
1
Select eAlert Rules from the Tools menu.
The eAlert Rules dialog appears.
2
Select the rule you want to edit, then click Edit or press ALT+E.
3
Navigate the wizard by following the dialog prompts, and make the necessary changes.
4
Click Finish to save your changes.
Deleting an eAlert rule
Follow the steps below to delete an eAlert rule.
Steps:
1
Select eAlert Rules from the Tools menu.
The eAlert Rules dialog appears.
2
Select the rule you want to delete, then click Delete or press ALT+L.
3
Click Yes to delete the rule. Click No to cancel.
4
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Configurable eAlerts
See below for descriptions of the configurable eAlerts.
Complete daily summary eAlert
The Complete daily summary alert contains options that provide information on the current
status of the transcription queue, including a summary of the work done on the previous day.
In addition, it lists all of the jobs that require immediate attention.
The Complete daily summary eAlert can be optionally filtered by business entity and/or work
type.
IMPORTANT! By default, a Complete daily summary eAlert will NOT include PHI (protected
health information). This will better ensure patient privacy if your summaries are printed or
viewed in a nonsecure area. You will, however, have the option to include Pending Notes,
MRNs, and Patient Account Number, if you choose, on the PHI Options screen.
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Complete daily summary options and parameters
See below for the options and parameters available in the complete daily summary alert. A
description of each setting is also provided.
Note that the options in the Work Queue Summary section can be turned on or off. Only the
checked items will appear in the eAlert report.
Also, the Timeframe you select applies only to the options listed in the ‘Timeframe Based
Dictation/Document Summary’.
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Work Queue Summary:
PARAMETER
DESCRIPTION
OPTIONAL?
Show work queue summary
by Business Entity
Categorize all of the information included in the
work queue summary by business entity.
Yes.
List dictations checked out
for <N> days
List of dictations that have been checked out to an
eScriptionist for a configurable number of days.
Yes.
Default: 2 days
List dictations untranscribed
for <N> days (known
speaker)
List of dictations that have been ready for
transcription or editing for a configurable number of
days.
Yes.
Default: 2 days
List dictations untranscribed
for <N> days (unknown
speaker)
List of dictations that have been ready for
transcription or editing for a configurable number of
days.
Yes.
Default: 2 days
Note: Unknown speakers occur in the system if
you do not have speaker validation enabled.
Because the speaker is not known, a
transcriptionist may not be assigned to these
dictations.
List dictations pending for
<N> days
Dictations that require administrative attention.
Yes.
Default: 1 day
List dictations missing for
<N> days
Dictations that were recorded on the IntelliScript
Server, but never made it to EMon.
Yes.
Default: 1 day
Show Business Entities in
dictation lists
Includes a business entity column in all lists of
dictations.
Yes.
Daily Distribution Summary:
PARAMETER
DESCRIPTION
OPTIONAL?
List documents transcribed/
unpended but not distributed
(Any distribution type)
List of all documents that either had a problem
corrected (unpended) or were transcribed, but were
not sent to the medical records system, printed,
faxed, or emailed.
Yes.
Documents that were
unpended/transcribed but
not printed, faxed, emailed,
or sent through the text
interface
Documents that either had a problem corrected
(unpended) or were transcribed, but were not
distributed via one of the four listed methods.
Text: Yes
Print: Yes
Email: Yes
Fax: Yes
List all distributed
documents
List of all distributed documents, categorized by
speaker and business entity.
Yes.
Summary by Speaker &
WorkType
Summary by speaker and workType of documents
uploaded via Text interface.
Yes
Summary by Business Entity
Summary by business entity of documents
uploaded via Text interface.
Yes
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Timeframe Based Dictation/Document Summary:
PARAMETER
DESCRIPTION
OPTIONAL?
List dictations by accession
number
Categorize all documents dictated by accession
number.
Yes.
Note: This section is especially helpful for sites
with specialties such as radiology or cardiology
that associate dictations with order numbers.
List distributions by
accession number
Categorize all distributed documents by accession
number.
Yes.
Note: This section is especially helpful for sites
that associate dictations with order numbers.
List documents that took 60
minutes to transcribe
List of all documents that took longer than 60
minutes to transcribe.
Yes.
List documents that were
pended
List of all pended documents.
Yes.
List documents that were
signed
List of all signed documents.
Yes.
List documents transmitted
with IntelliScript DVR
List of documents dictated on handheld digital
recorders and transmitted using IntelliScript DVR.
Yes.
List new contacts who were
added by eScriptionists
List of temporary contact information added in
EditScript MT.
Yes.
List transcribed documents
List of transcribed documents for the timeframe
selected.
Timeframe
For the options in the ‘Timeframe Based Dictation/Document Summary’ section, you can
choose different timeframes on which the eAlert should report:
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
yesterday (from 12:00AM to 11:59PM), or

the last ‘X’ hours. Options are: 3, 6, 8, 12, 16, or 24.
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Complete daily summary sample:
Monitor transcription backlog alert
The Monitor transcription backlog eAlert rule sends an email when the number of dictations in
the backlog has exceeded a number defined by you. You can configure this alert so only
dictations that meet your criteria are monitored and count towards the backlog number. This
alert is particularly helpful for monitoring dictations of a specified priority level that have been
in the queue for a specified period of time. This alert helps to ensure that dictations are
completed in a timely manner, and that a dictation is not checked out by a transcriptionist for
an extended period of time.
This alert can be filtered by work status, dictating clinician, work type, business entity, priority,
and age. You define when the alert should be triggered using the Options screen (see below).
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Use the Options screen to define when the alert should be triggered.
Send eAlert when count
Select an operator (=, <, <=, >, or >=), then specify the number of dictations that will
trigger this alert. For instance, if you select > and enter a value of 10, the alert would
be triggered when more than 10 matching dictations are in the work queue.
Duration is
Choose this option to configure the eAlert based on the duration of audio (in minutes)
in the backlog. Select an operator (=, <, <=, >, or >=), then enter the number of
minutes. For example, if Duration is > 500 minutes, the eAlert is sent if the sum of the
audio length of the dictations in the backlog is more than 500 minutes
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List untranscribed dictations included in the eAlert
Check this option to include untranscribed dictations in the eAlert report.
Use the Recipients and Triggers screen to specify how often the alert should be run.
Note: The report for this eAlert now includes a column for the minutes of dictation
audio (see below).
Inform additional MTs to start/stop working alert
This eAlert rule sends an email to additional MTs notifying them to start working when the
number of dictations in the queue has reached a specified number (in general the queue is
queried every five minutes). The alert includes the number of jobs and their current statuses.
In addition, once the number of dictations in the queue has fallen below a specified number, the
alert sends an email to MTs informing them to stop working. For example, assume that a
normal backlog is 100 jobs. When the backlog increases to 150, additional pre-selected
transcriptionists are informed via email to assist in reducing the backlog. When the backlog
decreases to less then 25 jobs, the additional staff is informed to stop working.
This alert can filtered by work status, dictating clinician, work type, business entity, priority,
and age.
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Send Start Alert when count >
Specify the number of dictations that will trigger this alert. For instance, entering a
value of 10 here would trigger the alert whenever more than 10 dictations were found
in the queue.
Send Stop Alert when count <
Specify the number of dictations that will trigger the Stop alert. For instance, entering a
value of 5 would trigger the alert whenever fewer than 5 dictations were found in the
queue.
Include this (optional) header in Start Alerts
Add a header to all start alerts that are sent out. This allows you to include specific
instructions with this alert.
Include this (optional) header in Stop Alerts
Add a header to all start alerts that are sent out. This allows you to include specific
instructions with this alert.
Select this box to include untranscribed dictations in the report.
Note: The report for this eAlert includes a column for the minutes of dictation audio.
Monitor Pending Utterances Backlog
This alert provides a summary of documents in the pended work queue. All pended
documents meeting the criteria defined for the eAlert are shown, along with the types of
pending reasons attached to these documents, how many times each pending reason was
used, and a list of the pending document tasks.
The alert can be filtered by:
•
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•
Work Type
•
Business Entity
•
Priority
•
Age
•
Pending Reasons & Pending Document Tasks (choose one)

Pending Reason

Pending Document Task
Use the Options screen to set the criteria that determines whether an alert should be
generated and sent:
Count threshold with operator
Choose this option to configure the eAlert based on the number of jobs in the pending
backlog. Select an operator (=, <, <=, >, or >=), then enter the number of dictations.
For example, if you select Count is > 50, the eAlert is sent if the number of pending
dictations (after applying any filters selected) is greater than 50.
Duration of audio with operator
Choose this option to configure the eAlert based on the duration of audio (in minutes)
in the backlog. Select an operator (=, <, <=, >, or >=), then enter the number of
minutes. For example, if Duration is > 500 minutes, the eAlert is sent if the sum of the
audio length of the dictations in the backlog is more than 500 minutes.
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Check this option to include untranscribed, pended dictations in the eAlert report.
Following is a sample report:
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Inform additional MTs by extrapolating work completion rate alert
This alert is sent to additional MTs whenever a work queue contains a specified number of
dictations that will not be completed in the desired turn around time. This alert uses prior work
completion rates based on MT productivity to determine the completion rate for the dictations
in the queue. If it appears that, according to the work completion rate, a certain number of
dictations will not be completed in the desired turn around time, an alert informs MTs to start
working. In addition, a second alert notifies MTs to stop working when most of the documents
in the queue will be completed in the specified time. You can configure this alert so that only
dictations that meet your criteria are monitored and count towards the backlog number.
This alert can be filtered by dictating clinician, work type, business entity, and priority.
Inform additional MTs by extrapolating work completion rate dialog
Enter desired Turn Around Time for these dictations
Specify a Turn Around Time (TAT) in days:hours:minutes for dictations to be compared
against before this alert is triggered.
Enter the sample period for calculating transcription rate
Enter the sample period in days:hours:minutes to be compared with the TAT to
determine whether additional MTs are needed for the current workload.
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value of 10 here would trigger the alert whenever more than 10 dictations are in the
work queue.
Send Stop Alert when most documents would be completed this early
Specify the time at which to stop the alert (the time at which most documents will be
completed by).
Include this (optional) header in Start Alerts
Add a header to all start alerts. You can include specific instructions with this alert.
Include this (optional) header in Stop Alerts
Add a header to all stop alerts. You can include specific instructions with this alert.
List dictations used to extrapolate
Select this box to include dictations in the report that were used to determine the work
completion rate.
Note: The report for this eAlert includes a column for the minutes of dictation audio.
Fax distribution daily summary alert
The Fax distribution daily summary eAlert rule provides a summary of faxing activity from the
previous day, including the following statuses:
•
Ready to Print: Fax has been queued for distribution.
•
Ready to Fax: Fax has been received by the Fax Server.
•
Fax Scheduled: Fax has been queued to transmit, based on priority of the dictation.
•
Fax Busy: Fax failed, last error is busy.
•
No Fax Tone: Fax failed, last error is no fax tone on the receiving line.
•
No Fax Answer: Fax failed, last error is no answer on the receiving line.
•
Fax Failed: Fax failed, last error is unknown.
•
Fax Completed: Fax completed successfully.
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Fax distribution daily summary dialog
Use the Options screen to specify the contents of the alert.
Display list of documents in fax queue
Check this setting to include a list of documents currently in the fax queue.
Include patient account numbers in document list
Check this setting to show patient account numbers in the list of queued documents.
Sample:
Turnaround Time alert
At your institution, some dictations may be more urgent than others and need to be turned
around faster. In order to ensure that dictations are completed in the correct order and meet
their expected turnaround time, they are assigned a priority. This priority increases as a
dictation ages in order to achieve the desired turnaround time. The due date of the dictation is
the time the dictation was created plus the target turnaround time.
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The Turnaround Time (TAT) eAlert notifies you when the number of documents due exceeds the
number that you specify for the day of the week and time period that you specify.
This alert can be filtered by work status, dictating clinician, work type, and business entity. You
define when the alert should be triggered using the Options screen (see below).
Turnaround Time dialog
Day of the week to run report:
Choose the day of the week to run the report.
Hour Interval
Choose the time period that the report will cover.
value of 10 here would trigger the alert whenever more than 10 dictations are due.
Send Stop Alert when count <
Specify the number of dictations that will trigger the Stop alert. For instance, entering a
value of 5 would trigger the Stop alert whenever fewer than 5 dictations are due.
Example: An admin sets a Turnaround Time eAlert to get notified if, on every Friday
(day of the week), there are more than 100 documents due (start count) between 8 AM
(From) to 12 PM (To), and chooses to get the eAlert every 30 minutes (Time duration)
until the count goes below 25 (stop count). All the filter criteria from the previous
windows will be applied to the dictation.
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Turnaround Time (TAT) Snapshot eAlert
This new eAlert provides a ‘snapshot’ of how many dictations are due up to a specified
turnaround time. Users can configure when the alert will be sent based on either the number of
documents due in that timeframe or the duration of audio length for the dictations due in the
timeframe. Additionally, the report shows documents that have already missed TAT.
Note: For this report to be available, the Turnaround Time Wizard and Turnaround Time
Display options must be enabled in EMon’s Application Features dialog (Tools>
Application Features). If the Turnaround Time Display feature is later disabled, all
Turnaround Time Snapshot rules will be disabled and hidden.
The alert can be filtered by:

Business Entity
Use the Options screen to set the criteria that determines whether an alert should be
generated and sent:
Include documents due up to
Documents that are due up to the number of hours entered here will be included in the
report. Choices are: 1, 2, 3, 4, 5, 6, 12, 24, and above 24 hours.
Count threshold with operator
Choose this option to configure the eAlert based on the number of jobs due in the
selected timeframe. Select an operator (=, <, <=, >, or >=), then enter the number of
dictations. For example, if you select Count is > 50, the eAlert is sent if the number of
dictations due in the timeframe entered (after applying any filters) is greater than 50.
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Duration of audio with operator
Choose this option to configure the eAlert based on the duration of audio (in minutes).
Select an operator (=, <, <=, >, or >=), then enter the number of minutes. For
example, if Duration is > 500 minutes, the eAlert is sent if the sum of the audio length
of the dictations that are due in the timeframe entered is more than 500 minutes.
List untranscribed dictations in eAlert
Check this option to include untranscribed dictations in the report.
Following is a sample report:
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Standard eAlerts
eAlerts are emailed to appropriate administrators and support teams at your institution to
communicate daily status information for various product components. They can also be used
to notify Dragon Medical 360 | eScription Support of situations that require their attention. To
receive standard eAlerts, you must subscribe to them by contacting your
Dragon Medical 360 | eScription representative.
Subscribing to an eAlert
To subscribe to one or more eAlerts, follow these steps.
Steps:
1
Create an email group distribution address for each eAlert you wish to use. Through the
email group address, reports will be emailed to the appropriate individuals. For
example, an email sent to eScriptWorkStatus@Acme.org might be distributed to both
Pat.SystemGuy@Acme.org and Jean.TranscriptionManager@Acme.org.
Tip: The user who configured the distribution list should also be the individual who
controls the distribution list. That way, the user can add or remove individuals from
the distribution list without requiring assistance from
2
Verify that the distribution address can receive both external and internal email.
3
Once the distribution list has been configured and tested, contact your
Dragon Medical 360 | eScription Client Development Manager or Support
Representative to request the desired eAlert. Be sure to include the distribution address
with your request.
Immediate Fax Status alerts
This report is generated whenever a fax fails. This allows the administrator to learn of the
problem immediately, and begin taking steps to address the problem(s).
SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
At time of occurrence
eScriptionFaxStatus@yourinstitutionaddress.org
Individuals responsible for dictation workflow
Individuals who access EMon
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Sample:
IntelliScript Status alerts
This alert contains a summary of the IntelliScript server at your site and provides a list of open
dictations that might require attention.
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SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
Sent daily between 1AM and
2AM EST
eScriptionIntelliScriptStatus@yourinstitutionaddress.org
Individuals responsible for
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Sample:
IntelliScript Digital Voice Recorder alerts
Alerts for the IntelliScript Digital Voice Recorder notify you when spoken dictations are not
properly recorded or when settings on the actual recording device are not configured properly.
Examples of both scenarios can be seen in the graphic under Sample below.
SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
Sent daily at 6AM ET
eScriptionDVRStatus@yourinstitutionaddress.org
Individuals who monitor digitalrecorder workflow at your
institution
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Sample:
Example of a recording alert
Example of a device problem alert
PrintScript alert
This alert notifies you when PrintScript could not print due to an error with the printer device.
PrintScript eAlerts generally contain the name of the printer that is experiencing the problem,
the printer status, and information on the number of jobs waiting to print to the specified
printer, as well as how long the documents have been in the print queue.
SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
Sent whenever an error is
encountered
eScriptionPrintScriptStatus@yourinstitutionaddress.org
Individuals responsible for the
printing devices at your institution
Individuals responsible for your
network
588
EMon User Guide V10
Chapter 12: eAlerts
Sample:
AutoScript Summary alert
This alert contains a list of speakers who have recently been set up for speech recognition.
SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
Sent daily whenever a new
speaker is recognized
eScriptionAutoScriptStatus@yourinstitutionaddress.org
Individuals responsible for
dictation workflow
Sample:
Downtime alert
This alert notifies you of planned system downtimes, such as when a system requires
upgrading. These eAlerts include the date/time at which the downtime will occur, what
applications will be affected, and how long the system will be unavailable.
EMon User Guide V10
589
Chapter 12: eAlerts
Occasionally, Dragon Medical 360 | eScription will communicate an unanticipated downtime to
this distribution list.
SCHEDULE
RECOMMENDED EMAIL
LIST ADDRESS
SUGGESTED
RECIPIENTS
Sent whenever a downtime is
planned
eScriptionDowntime@yourinstitutionaddress.org
Individuals responsible for dictation workflow
EMon users
IS staff
Sample:
590
EMon User Guide V10
Changing Expired
Passwords
The following sections explains how to change
an expired password in EMon, EditScript
Online, and EditScript MT.
Password expirations are set up through the
Password Policy dialog in EMon. See Chapter
3: Security Options on page 61 for more
information.
Note: If a person is both an administrator
and an eScriptionist, the expiration of one
password will require both account
passwords to be reset.
A
Topics discussed in this appendix:

Changing your Password in
EMon

EditScript Online

EditScript MT
591
Appendix A: Changing Expired Passwords
Changing your Password in EMon
If your password has expired, you will not be able to access the
Dragon Medical 360 | eScription system until it is reset.
Steps:
1
Log in to EMon.
If you password has expired, the Change Password dialog appears.
2
Enter a new password in the New Password and Confirm Password fields.
3
Click OK.
The new password is now set, and EMon opens.
Note: If your new password does not meet your institution’s password policy, you
will receive an error message detailing the requirements your password must meet.
592
EMon User Guide V10
Changing your Password in EditScript Online
Note: You will always be able to log in to EditScript Online. However, you will not be able to
access NetScript, e-signature, or Reports until your password is reset.
Steps:
1
If your password has expired and you try to access NetScript (Search for Dictations or
e-signature links), the following screen appears.
2
Click on the here link to change your password.
The Change Password screen appears.
EMon User Guide V10
593
3
Enter a new password in the New password and Re-type new password fields.
4
Click Save.
A notice appears that your password has been changed, and you can resume work.
594
EMon User Guide V10
Changing your Password in EditScript MT
Steps:
1
Log in to EditScript MT.
If your password has expired, the following dialog appears.
2
Click Yes.
The eScription.com website opens.
3
Log in using your customer login, user name, and password.
Your institution’s home page opens.
4
Click on the > Change Password link located on the left of the page.
EMon User Guide V10
595
The Change Password page appears.
5
Enter a new password in the New password and Re-type new password fields.
6
Click Save.
A notice appears that your password has been changed.
7
596
Return to the EditScript MT login dialog, and log in using your new password.
EMon User Guide V10
Internet Bandwidth
Usage
B
Dragon Medical 360 | eScription uses internet
bandwidth to transfer data between EditScript
Server and participating institution sites. This
appendix provides an estimate overview of
how much bandwidth various data types
might occupy during transfer.
597
Appendix B: Internet Bandwidth Usage
Details
Audio data is much larger than other data types. Audio data for 1 million lines of dictation
during business hours uses approximately 1/60 of the total capacity of a T1 internet
connection, corresponding to roughly 30 gigabytes per year, 115 megabytes per day and 11
megabytes per hour.
•
1500 kilobytes per second (kbps) can be transmitted over a T1 connection
•
1 second of uncompressed audio is 64 kbps (1/24 of T1)
•
1 second of compressed audio is approximately 38 kbps (1/40 of T1)
•
Physicians dictate approximately 10 lines per minute
•
1 million lines per year corresponds to 100,000 minutes of speech per year
•
A business year is approximately 150,000 minutes, based on a 50-week year, 5-day
week, 10-hour day
Summary:
•
1 million lines corresponds to 100,000 minutes of speech transmitted over 150,000
minutes, which is 1/60 (or 1.6%) of an outbound T1 line during business hours
MILLION LINES/
YR
% OF T1
MILLION LINES/YR
% OF T1
1M
1.6%
8M
13%
2M
3%
9M
15%
3M
5%
10M
17%
4M
7%
15M
25%
5M
8%
20M
33%
6M
10%
30M
50%
7M
11%
40M
67%
Typical data transmission sizes:
598
FILE TYPE
SIZE
SOURCE
DESTINATION
Audio file
1MB (3 minute dictation)
EDT/Audio
EditScript Server
Audio file
1MB (3 minute dictation)
EditScript Server
EditScript Client (transcriptionist)
HL7/ADT transaction
0.5KB
EDT/HL7
EditScript Server
EMon User Guide V10
AutoScript draft
20KB
EditScript Server
Transcribed report
3KB
EditScript Server
Distributed report
3KB (ASCII)
20KB (RTF)
EditScript Server
EDT/Text
EDT/Print
EMon User Guide V10
599
600
EMon User Guide V10
Glossary
addendum
A document that has been linked to a signed, completed report. It
can either be just linked or have the original text inserted into the
new addendum document.
amendment
The document that results when an unsigned report is edited to
include new, corrected content, as instructed by a clinician.
Audit Trail
An electronic record of recent activity involving users or documents across the system.
AutoScript
The speech processing component of the
Dragon Medical 360 | eScription system that automatically converts the spoken dictations into fully formatted draft texts.
certificate
An optional, client-based security measure that determines what
users can operate EditScript on a local machine. If your institution
is configured to require certificates for access to EMon, you will
be prompted to request a certificate the first time you start the
program.
EditScript MT
EditScript for Medical Transcriptionists. This is the transcription
tool used to edit and/or transcribe dictations.
EditScript Server
The database component to the Dragon Medical 360 | eScription
system through which all other applications communicate.
601
Glossary
EditScript Online
Web portal through which Administrators, Medical Transcriptionists (MTs), and Clinicians can access and view documents.
EDT
eScription Data Transfer. EDTs allow for information to be sent
from and received by EditScript Server.
EMon
This Dragon Medical 360 | eScription component delivers wide
visibility into the dictation and transcription process, as well as
tools for managing that process efficiently day to day. Designed
for Transcription Supervisors and other administrators, the EMon
administrative console provides a single point of control for
securely managing all system settings, and for tracking work performed in the Dragon Medical 360 | eScription system.
EMR
Electronic Medical Records. A system at your institution
responsible for storing electronic patient records.
eRTF
The eRTF (Rich Text Format) component is installed simultaneously with EMon, and enables you to view and/or edit documents
that contain font and other formatting information.
eScriptionist
The Dragon Medical 360 | eScription term for Medical Transcriptionist, or MT.
normal
A text document containing text that is common to multiple
reports. During dictation, a clinician may instruct the transcriptionist to use a specific normal when they transcribe a report.
Security Groups
Permission groups that restrict members from accessing, viewing, and modifying certain data and workflow elements. The security options in EMon are controlled from the Security Groups
option in the Tools menu.
STAT
The standard term for a high priority dictation, or a dictation that
requires immediate transcription and a short turn-around-time
(see TAT).
Style Guide
A manual that enforces consistent typing practices for particular
terms, phrases, conditions, medications and formatting.
TAT
Turn Around Time. The length of time it takes for a clinician’s
dictation to be returned to them in report form.
work queue
A window feature in EditScript that allows you to view the dictations (jobs) that are currently available in the common work
queue, as well as those that are already checked out in your
name to be edited or transcribed.
602
EMon User Guide V10
Index
A
about EMon 11
Accessing your reports
From EMon 540
activating
new features for use 34
addenda 201
distributing 203
multiple 204
signing 204
adding
administrators 138
business entities 144
clinicians 121
eScriptionists 102
fax targets 488, 503
interfaces 361
patient visit filter rules 97
print targets 260
template classes 471
work types 148
Additional business entity data fields 147
AdHoc transmissions 253, 259
Administrator tab 50
administrators
adding 119, 138
deleting 139
Advanced button 172
advanced dictation search 164
advanced institution settings 455
aging
editing aging data 194
Allow Unsigning option 537
alternate codes 151
Alternate Physician workflow 126
Always open MT Instructions (EMon) 436
Always Show ALL 460
amendments 201
notes on 201
analyzing distribution rule usage 230
Application Features dialog 35
Application tab 53
application types 359
applications 357
restarting 398
Archived 157, 251
assigning
a high priority to a distribution 253
a single job to an eScriptionist 117
rules to distribution templates 290
audio auditing 506
audio conversion 360, 383
Audit Trail 180
for documents 179
for security groups 94
for users 140
of distribution templates 298
printing 181
automatic install 28
AutoScript Summary eAlert 589
B
batch distribution 259
billing and productivity reports 540
603
Index
Billing report 546
adding 144
changing 146
work queue 146
Business Entity tab 52
C
cancelling a dictation 272
cancelling a distribution 253
Cerner HotSpot 166, 210, 250
certificates
requesting 33
Change button 170
changing
clinician passwords 135
EMon options 536
eScriptionist password 105
eScriptionist profile 105
interfaces 389
order 170
patient 170
priority rules 188
security group properties 90
the CC list for a document 173
visit 170
work types 151
Clinician tab 49
clinicians
adding 121
changing passwords 135
deleting 136
modifying information 130
multiple distribution preferences 130
viewing the signing queue 136
viewing the work queue 136
closing EMon 33
combo codes 151
comparing document versions 181
Complete daily summary eAlert 569
configurable eAlerts 559
configuring
a proxy 32
applications 361
distribution interfaces 259
eAlert 559
interfaces 361
priority rules 186
validation rules 306
connectivity rules 392
creating 392
deleting 396
604
editing 395
continuous distribution 259
control fields 283
copying
distribution templates 296
security groups 90
cover pages 268
creating
distribution rules 209
distributions 253
eAlert rules 560
fax targets 264
queue of QA documents 438
crediting PLM users 420
custom date format 41
D
date format 41
defining eScriptionist work queue 117
deleting
an administrator 139
clinicians 136
eAlert rules 568
fax targets 491
priority rules 189
security groups 90
detaching linked documents 204
Dictating Clinician 124
Dictation IDs
searching multiple 163
Dictation tab 54
dictations
archived 158
listening to 177
distributing documents 207
assigning a high priority 253
cancelling 253
configuring interfaces for 259
creating a new distribution 253
Distribution tab options 249
from within NetScript 531
printing 247
repeating 252
EMon User Guide V10
Index
templates 276
using the Distribution dialog 243
via manual methods 243
viewing Audit Trail information 255
when pended 234
distribution preferences
creating multiple 130
distribution rules
creating 209
deleting 233
descriptions 227
editing 233
filtering 229
managing 227
usage analysis 230
Distribution tab 57
distribution targets 482
filtering 538
adding 276
assigning rules to 290
copying 296
deleting 296
EDT/Text 300
importing 297
reverting to older version 299
testing 288
using merge fields with 280
viewing Audit Trail information for
298
viewing properties of 297
document
distribution 207
recipients 213
status 156
533
documents
auditing audio of 506
building a queue of for QA 438
changing the CC list 173
comparing 181
detaching 204
editing 174
history of 179
listening to 185
managing properties of 168
pended 305, 318
printing history 181
resolving 507
viewing draft of 176
Downtime eAlert 589
Duplicate Copy Options 238
EMon User Guide V10
E
eAlerts 557
about 558
AutoScript Summary 589
complete daily summary 569
configurable 559
creating 560
Downtime 589
Fax distribution daily summary 580
getting started 560
Immediate Fax Status
Immediate Fax Status eAlert 585
Inform additional MTs by extrapolating work completion rate 579
Inform additional MTs to work 575
IntelliScript Digital Voice Recorder
587
IntelliScript Status 586
managing 560
Monitor transcription backlog 573
PrintScript 588
rules 568
Standard 585
standard alerts 585
subscribing to 585
Edit Data button 171
editing
alternate or combo codes 151
dictations 174
fax targets 489
normals 445
patient information 171
editing eAlert rules 568
EDT/Audio 365
EDT/Email 381
EDT/Fax 377
EDT/HL7 368
EDT/HotSpot 386
EDT/Print 374
EDT/Status 371
EDT/Text 362
EDT/Text templates 300
creating a new document for testing
302
EMon
interface 43
options 536
security options 61
tools 415
605
Index
employee ID 104
EMR Speaker Specialty 125
enhanced distribution rule management
227
Enhanced In-Text MT Review Interface
41
Enhanced Pending List Management 321
eRTF 31
eScription tab 48
eScriptionists
adding 102
assigning work to 117
changing passwords 105
changing profiles 105
deleting 119
work queues 117
Excel PivotTables 548
toolbar 548
exiting EMon 33
F
failed distributions 252
Fax distribution daily summary eAlert
580
fax target
adding 488, 503
choosing 265, 504
creating 264
deleting 491
editing 489
FaxScript
single cover page for multiple faxes
268
features, turning on 34
Feature-usage analysis report 545
Field interdependency setting 457
filtering 217, 246, 482, 486, 491, 495,
498
filtering distribution rules 229
filtering distribution targets 217, 246,
482, 486, 491, 495, 498, 538
finding a dictation 156
font, changing in eRTF 175
G
getting started in EMon 13
getting started with reports
securing your reports 542
understanding macros 542
glossary 601
grading criteria 521
group signature 533
606
H
hardware and software requirements 23
hardware requirements 23
HL7 parsing 401
HotSpot 166, 210, 250
how to use this guide 12
I
importing distribution templates 297
Inform additional MTs by extrapolating
work completion rate eAlert 579
Inform additional MTs to work eAlert 575
inserting a merge field 280
installation instructions 23
installing EMon 23
institution settings
advanced 455
distribution targets 482
patient classes 474
patient facilities 480
patient locations 478
patient types 476
institution-specific fields 457
IntelliScript audio auditing 506
IntelliScript DVR eAlert 587
IntelliScript login 128
IntelliScript status eAlert 586
interface 43
Administrator tab 50
Application tab 53
Business Entity tab 52
Clinician tab 49
Dictation tab 54
Distribution tab 57
eScriptionist tab 48
Menu bar 44
Message tab 56
Priority Rule tab 58
tab windows 47
Work Type tab 51
interfaces 357
adding 361
interfaces (EDT)
changing 389
configuring for distribution 259
EDT/Audio 365
EDT/Email 381
EDT/Fax 377
EDT/HL7 368
EDT/HotSpot 386
EDT/Print 374
EDT/Status 371
EMon User Guide V10
Index
EDT/Text 362
HL7 parsing 401
restarting 398
socket management 401
viewing 389
introduction 11
L
line counts 55
listening to a dictation 185
loading EMon 32
lockout 66
M
macros, understanding 542
Make administrator button 119
managing 144
dictation properties 168
dictations and transcriptions 168
documents 155
eScriptionists 102
normals 442
pended documents 305
security group members 97
users 101
work types 148
manual distribution 243
manual printing 247
Max pages per group 270
Max retries 380
Menu bar 44
merge fields
inserting 280
using 280
Message tab 56
messages, responding to 318
MINIMUMLINESONLASTPAGE 283
Minutes between fax retries 380
Mobile options 460
modifying
administrator information 139
clinician information 130
Monitor transcription backlog eAlert 573
MT Instructions 428
activating 428
button 434
copying 434
deleting 434
editing 433
viewing in EMon 434
EMon User Guide V10
MT Review (V10) 41
MTSO
compatibility issues 92
security group types 68
MTSO report 547
Multiple Identifier Dictation Search 163
Multiple Properties Update 160
multi-section dictation, enabling 126
multi-site configurations
distribution preferences 130
N
NetScript Options
activating 525
configuring
details page properties 530
general properties 525
listings page properties 527
spell check properties 532
new features 14
new normals interface 446
normals 442
creating 444
default method for managing 442
deleting 446
editing 445
normals administration 446
viewing via default method 443
O
options, EMon 536
orders 408
Outbound Interface Testing 300, 442
Outbound Template Validation 300
P
passwords
establishing a password policy 62
lockout 66
setting an expiration date by user 64
patient classes 474
patient facilities 480
patient information
editing 170
patient types 476
patient visit data filters 97
adding 97
copying 99
deleting 99
editing 99
Payroll report 547
607
Index
Pended analysis report 547
pended documents 305, 318
distributing 234
resolving 318
Pending Queue Reimbursement Credit
420
permissions
adding to security groups 72
PHI 569
Prevent Signature When Blanks Are Present 527
print targets 260
printer
targets 260
printer descriptions 261, 265
printing 247
dictation Audit Trail 181
user audit history 140
PrintScript eAlert 588
priority 185
aging 186
ceiling 187
Turnaround Time Rules 189
Priority Rule tab 58
priority rules 186
best practices for 187
changing 188
deleting 189
priority, changing for a single dictation
185
Productivity reports
MT Productivity 544
Properties dialog
dictation 168
proxy, configuring 32
Q
QA report 546
QA review 438
building a queue 438
changing review status 441
choosing random documents 438
grading criteria 521
manually selecting documents 439
QA Review (V9) 41
R
re-distributing failed distributions 252
repeating a distribution 252
reporting options 539
reports
adding content 549
608
billing 546
billing and productivity 540
changing grouped data 553
choosing what items to display 551
drilling-down to the base data 554
Excel PivotTables 548
feature-usage analysis 545
MTSO 547
payroll 547
pended analysis 547
productivity
Productivity reports 544
QA 546
saving 541
types of reports 544
requesting a certificate 33
resident physician workflow 126
Resident/Other Clinician Signing role 125
resident/other clinician signing role 125
resolving unresolved dictations 254, 507
restarting an interface 398
review status 440
changing in QA mode 441
S
saving your report 541
searching for
a dictation or transcription 156
dictations, advanced options 164
multiple dictations 163
Securing your reports 542
securing your reports 542
security 61
audit trail 94
filtering patient visit data 97
groups 68, 70
groups for MTSOs 68
permissions 72
Send AdHoc transmissions 253, 259
Server Configuration dialog 514
setting EMon options 536
sharing
shortcuts 58
signing queue 136
signing role 125
single cover page 268
snippets 312
socket management for EDT interfaces
401
soft shutdown 514
canceling a scheduled shutdown 516
monitoring the progress of 519
EMon User Guide V10
Index
process of 514
restoring server after 517
scheduling 514
states 519
software requirements 23
speaker
code 54
spell check 115
standard eAlert types 585
Standard eAlerts 585
starting EMon 32
status types 156
print and fax 272
QA 441
statuses for QA Review 440
subscribing to a standard eAlert 585
system workflow 12
T
tab windows 47
targets 482
fax 264
print 260
telephone keypad sensitivity while recording 126
template class 216, 293, 471
templates
EDT/Text 300
testing EDT/Text templates 300
timeout 459, 460
tools menu 415, 416
training prompts, enabling 125
Transmission Management Improvements 256
turnaround time display 196
Turnaround Time Rules 189
copying 194
creating 190
deleting 195
restoring 195
Turnaround Time rules
editing 195
turning on new features 34
types of reports 544
typical workflow for recognized data 12
U
deleting a group 90
managing group members 97
users
administrators 138
Audit Trail information 140
clinicians 121
eScriptionists 102
managing 101
using
EMon 101
new features 34
normals administration 446
this guide 12
V
conditions 312
copying 311
creating 306
deleting 312
editing 311
viewing
business entity work queues 146
clinician work queues 136
clinicians signing queue 136
dictation drafts 176
distribution Audit Trail 255
distribution template properties 297
document Audit Trail 179
interfaces 389
line counts 55
W
Watchdog configuration 376
what is eRTF? 31
what’s new in this version? 14
work queue
defining for eScriptionist 117
viewing for clinicians 136
Work Type tab 51
work types
adding 148
alternate and combo codes 151
changing 151
managing 148
workflow 126
working in EMon 101
understanding macros in Excel 542
user access rights
changing group properties 90
copying a group 90
EMon User Guide V10
609
Index
610
EMon User Guide V10

emon_user_guide_v10.

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