Austerity measures are all well and good in a challenging economic climate, but often investing in technology results in improved efficiency, which ultimately saves money.
A perfect example of technological advances for the better is the shift from analogue to digital dictation.
Digital dictation solutions offer a host of advantages over analogue cassette-based devices and can be seamlessly integrated into your existing company workflows. The main advantages of switching over to digital dictation include:
• Greater efficiency in the organisation of your work processes
• Sending of dictation jobs via your PC network
• Prioritisation of urgent jobs
• Confidential data kept secure
• Generation of job lists for your transcription team
• Cassettes no longer required
• Optimal sound quality
• Simple and secure archiving
• Option to use speech recognition technology
The advantages of moving to digital dictation are easy to understand, and include:
Greater Efficiency in the Organisation of Your Work Processes
All data is saved electronically on your PC and can be made available for processing immediately via your network. Dictations are automatically distributed, making your standard work processes quicker and highly efficient.
Cassettes No Longer Required
With digital dictation, all information is available in electronic format and clearly set out in a simple job list. Electronic back-ups can be made for all digital dictations, making lost or damaged tapes a thing of the past.
Optimal Sound Quality
The quality of digital sound files is excellent for transcription, minimising errors and allowing documents to be processed more quickly. The standard headset and foot control also mean that the transcription team can continue to use the same working process that they use for analogue files to transcribe the new digital sound files.
Simple and Secure Archiving
The digital dictation files are automatically saved in archive folders, so you can access them at a later date. The files take up very little memory space – and you won’t have to find room on the shelves and in the filing cabinets of your office.
Option to Use Speech Recognition Technology
Our digital products are compatible with speech recognition solutions, which make it possible for you to convert your spoken words into text in seconds. The system improves with each dictation and adapts to the way you speak – for guaranteed optimal results.
Sending of Dictation Jobs via Your PC Network
Dictation files can be sent directly from the creator’s PC to the transcription team – either via the LAN (office network) or e-mail – and distributed among several different typists in advance. Dictations can also be sent when you are out of the office, ensuring maximum flexibility.
Prioritisation of Urgent Jobs
The transcription team can clearly see which jobs are urgent and require immediate transcription by consulting their electronic jobs list. A dictation can be easily prioritised in the jobs list with just the click of a button on the dictation device.
Confidential Data Kept Secure
Confidential and sensitive data can be protected by encrypted passwords to prevent unauthorised access and can be saved in a folder specifically for confidential data.
Generation of Job Lists for Your Transcription Team
Details for all dictations are available in electronic format and displayed in a clear and simple jobs list. The jobs list displays all new and ongoing jobs for the transcription team. Information such as the date and length of dictations allow the transcription team to start and complete jobs either in chronological order or based on the amount of time available to them, thus ensuring maximum time efficiency. None of this information is available when an analogue cassette is sent to a typist in the mail!
As with all technology-based improvements, there is an associated cost. However, Digital Exchange is trying the limit this somewhat by offering a buy-back of your analogue dictation equipment when you upgrade to digital.
If you would like more detailed information about digital dictation, or need guidance as to the best solution for your business, please contact us, or call 0800 073 1701.
Please follow the links below to other specific areas of Dictation technology.
