WORKFLOW^Ì

Workflow^Ì utilizes a web-based design to perform the many daily tasks typical within a transcription department.  Software installation and compatibility issues with Windows operating systems are eliminated with Workflow^Ì due to the browser-based product design.  Supervisors can easily check on transcription production and current activity at their desk or remotely using any Internet-enabled (IE 6.0 and higher) PC.  Remote access can also be provided via a network connection for multi-campus facilities. 

Minimal involvement by HIM supervisors is required to manage workflow processes including allocating work, reviewing daily workflow, setting up authorized users and templates.  Other job administration functions of Workflow^Ì include changing the status of a particular job, assigning STATs and listening to a problem voice file.  Workflow^Ì provides a display of transcriptionists currently on-line and enables supervisors to prevent allocation of jobs from a particular physician to a selected transcriptionist.  For efficiency when setting up additional work types, templates can be ‘cloned’ from a current work type instead of creating a new work type from scratch.  Authorized users are able to view all the versions of a transcription, including the original, a QA edited version and a third version with physician edits.  Date, time and author of edits is provided. 

Dictation voice files from AAI’s Dictate^Ì telephone input, DVR (digital voice recorder), SpeechMike and PDA dictation files are all merged into Workflow^Ì.  Similarly, Workflow^Ì optionally handles the job allocation process when using third party dictation systems such as Dictaphone, DVI, Lanier and WinScribe with TA^Ì.  Job allocation functionality automatically assigns each dictation to an appropriate transcriptionist and QA editor (if so configured) based upon variable parameters such as work type, number of jobs in transcriptionist queue and physician dictator.  When desired, Workflow^Ì allows manual assignment by supervisors for job allocation.  Automatic allocation of STATs places these jobs at the top of the transcriptionist’s queue, ahead of all other jobs. 

Each system user has a user profile with Workflow^Ì including transcriptionists, QA editors, clerks, supervisors and physicians.  Profiles for transcriptionists include details of the work types, facilities for multi-campus organizations, personal contact information, passive QA details and incentive plans.  Profiles for other users include permissions or restrictions to view, edit, download, print and fax.  For efficiency an existing user profile may be ‘cloned’ when setting up a new user.  Workflow^Ì is flexible, allowing for column display and sorting (over 20 choices) on many screens, customizing the system to each user’s specific preference.  Columns may be sorted in ascending or descending order. 

JOB ALLOCATION OPTIONS

¨       Due Date and Time (based on Turnaround set by work type)

¨       Priority and Due Date

¨       Facility and Due Date

¨       Facility, Priority and Due Date

¨       All Unassigned Jobs

JOB MONITOR

The Job Monitor of Workflow^Ì provides Turnaround updates with a color-coded summary breakdown of system activity.  This monitor or ‘dashboard’ auto-refreshes constantly to keep HIM staff on top of current conditions.    The Job Monitor classifies all work by turnaround categories with an immediate, multi-level drill down to detail screens by facility, by work type and by job number.  Jobs are categorized by 1) out of turnaround (red), 2) 0 to 4 hours remaining (yellow) and 3) more than 4 hours (green) remaining to meet turnaround goals.  With the Job Monitor of Workflow^Ì, supervisors have the information needed to take prompt action to correct impending turnaround problems.  One glance at the Job Monitor after a meeting or at the start of the day gives HIM directors the specifics about current dictation and transcription activity. 

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