Why Transition to TAeSeries®

For AAI customers already realizing the many benefits of the Arrendale Transcript Advantage (TA®) product line, you may be asking yourself, “Why should I be interested in TAeSeries®? ”.

The answer is for many diverse reasons.  TAeSeries® provides additional solutions for your HIM or departmental transcription needs.  Consider the following:

1.  TAeSeries® includes an integrated, state of the art dictation system.  If your facility is considering the replacement of your current dictation system, transitioning to TAeSeries® instead of replacing a standalone dictation system may make significant financial sense.  Integrated dictation means you now have total control of the voice file, including storage for longer periods of time.  Technology advancements have demystified the dictation business and allowed for non-proprietary systems at significant savings.  For more information, see the related article on page x of this issue.

2.  TAeSeries® provides substantial telephony savings for your at-home transcription staff.  Since TAeSeries® sends the voice file to the remote transcriptionists via the Internet, they only need a single local Internet connection.  No longer are dual telephone lines required for both listening and transcription connection.  Since transcriptionists do not require a port on the eDictate system, additional savings for your organization are realized because you need fewer telephone circuits and dictation ports.

3.  TAeSeries® is HIPAA-enabled allowing your organization to comply with new standards for security, auditability and technology.  Triple DES encryption and secure, web enabled portals have been built into TAeSeries® to satisfy coming HIPAA standards.  Our secured, controlled workstation environment provides superior HIPAA auditability compared to implementations using standard browsers like Netscape Navigator or Internet Explorer.

4.       TAeSeries® provides comprehensive management tools for supervisors, to facilitate and control the automation of workflow.

(a)     Supervisors, from their PC workstation, have the ability to access the dictation console, review statistical productivity reports from Crystal Report Writer, and view dictation backlog stats via TAeJax (Job Allocation Manager) summary screens.  Information is available in detail by facility, department, transcriptionist, job, physician and work type. 

(b)     All supervisor activities can occur from off-site locations as well as the supervisor’s on-site office when an Internet connection is available.  That way a supervisor can remotely check departmental activity while on vacation or away at training classes using TAeSeries® on her or his licensed PC. 

(c)     In addition, TAeSeries® notifies supervisors automatically if remote transcriptionists have not signed on to work per their agreed, on-line schedule.  This supervisor notice is sent twice per hour and also notifies supervisors if remote MTs log off before the shift was scheduled to end.

(d)     TAeSeries® provides an automated way to renumber and split multiple dictations that occur under a single dictation job number.  Useful when a physician begins a second dictation without properly ending the first dictation. 

5.  TAeSeries® integrated voice, text and data enables your QA staff to be more productive since eSeries includes many features geared toward automation, speed and accuracy.

(a)     Transcriptionists can bookmark the exact location within dictation where a problem exists, such as unknown words, garbled voice or questionable demographics, by automatically positioning the voice file to the text in question.

(b)     QA staff, with access to both dictation and transcription, can go straight to the problem area for review and correction, saving valuable time.

(c)     With eSeries, supervisors determine how frequently each transcriptionist’s work is reviewed for quality purposes.  For instance with new hires, each transcription can be automatically sent to QA if desired.  In addition, selected report types by transcriptionist can be automatically sent at varying rates to QA.  This is useful when cross training MTs on new report types. 

(d)     TAeSeries® is sophisticated enough that transcriptions can be routed to either medical QA or non-medical QA depending on the particular report content in question. 

6.   TAeSeries® includes an internal message notification system, allowing authorized users to send messages such as: “Jane, after your current report, complete stat before other jobs”.  The organization’s TAeSeries® network administrator configures which classes of users can communicate with which other classes.  Transcriptionists are typically provided TAeNotify access to supervisors, tech support and QA, but not to physicians or other transcriptionists.

7.    TAeSeries® supports a rich text format for document appearance.  This includes the use of bolding, underlining, italics, letterhead and logos. 

8.        Arrendale has upgrade paths to meet your needs for transition to TAeSeries®.  Within most facilities, your current TA® Server may be utilized as the server for TAeSeries®. The dictation and Internet transcription modules of TAeSeries® can operate with your current document management utilizing the AS/400 or eSeries JAVA-based document management at facility discretion.

August 2001 TA® News