Emdat InSync

Software Reference Manual

Introduction
Installation
Client Configuration
Using the InSync Application
Transferring Dictations
Patient / Appointment, Associate and Transcription File Transfers

Introduction:

The InSync application is used on the client’s workstation to synchronize the hand-held recorders that are used for dictating with the Emdat Server. This program is a small application, and a shortcut of it should be placed in the Windows Startup directory. After doing this, each time the machine is turned on the application will automatically load.

InSync is also used for a variety of other file transfers including Patient Appointment Information, Associate Address Information and sending transcription information back to the client in the form of Export Templates or HL7.

The program when running displays in the lower right corner of the screen as an icon of a hand-held recorder. The area in which the program runs is known as the Windows System Tray. It is next to the time that displays on your workstation’s monitor.

Installation:

The InSync application can be downloaded via the Internet by going to http://www.staritech.com/clientlogin.html This web site contains the latest Upgrade for existing users and also the Full Installation for new users. Select the application and file that you want to download by clicking on it with your mouse.

Once you have clicked on the appropriate file, a screen will be displayed asking the user whether they want to open or save the file. Select "Save" and press OK.

Once the user has selected "OK" above, another window will ask where the file is to be saved. To make the file easily accessible when retrieving it later, make sure and save the file to the "Desktop". You can leave the file name alone. There is no need to change it.

After the program is saved to your desktop, you can close the Software Download webpage.  Then, double-click on the icon.  This will begin the InScribe software installation program.  Follow each step until the installation is complete.  Normal installations will take all the defaults that are provided, so you should only have to press the "Next" button in the installation to continue.

Once the program is installed, you can delete the installation program from your desktop.  A shortcut for the program will be on your Start menu under Programs, Emdat.

At this point, if you will be using a digital recorder at this station for uploading, you can connect the cable to the computer.  For the Voice-It recorder, a spare Serial port (COM port) will be required.  For the Uher recorder, a SansDisk device should be connected to the computer, and the software for the SansDisk should be installed. For an Olympus DS3000 Recorder, a USB connection is required.

The installation process is now complete and you are ready to test the software. To do so, you will need a few pieces of information.

	Client Name: (Supplied by your Transcription Company)
	Client Password: (Supplied by your Transcription Company)
	Access to a Hand-Held Recorder

The client username and password is unique to your organization and is used to identify the computer to the Emdat Server. Each client is assigned only 1 client username and password. This client username and password is to be used for all installations of the InSync application at your organization.

To start InSync for the first time, press the "Start" button in the lower left of your screen, select "Programs", "Emdat" and "InSync". This will start the InSync program for the first time.  When you start the program, the dialog box below comes up.  While this window is open, the software is checking to make sure your internet connection is active and is also checking the server to see if upgrades are available for the application.  If upgrades exist, they will automatically download and install.  Finally, it verifies your client and password with the server.  The first time you start the program, you will need to enter this information, and will be presented with the Client Configuration window.  Refer to the next section for information on how to work with that window.

Client Configuration:

The first time you start the program, or when you choose "Client Configuration" from the program's menu, you will be presented with the window below, prompting you for the information above.  This is the Client Configuration screen. The Server tab on this screen is used to configure communications between InSync and the Emdat server. This tab is setup as follows:

• Client Username:  Enter the Client Name provided to you by the transcription company.
• Client Password:  Enter the Client Password provided to you by the transcription company.
• Server Time-Out:  Use this option to increase the length of time the program will wait for server messages.  You should only do this if your internet connection is extremely poor and you are instructed to do so by technical support.

The Recorder tab on this screen is used to setup the communications between InSync and your recorder, or another audio source. This tab is setup as follows:

• Recorder:  Choose the type of recorder(s) you will be using to upload dictations.  Multiple recorders can be used at the same workstation. 
• Voice It Options
  • COM Port:  Set the port that you attached the Voice It recorder cable to.
  • Scan:  If you have a recorder, you can press this button to have the application scan for the port that you have connected to.
  • Retries:  Set this higher if your COM port is having difficulty communicating with the recorder, and only if instructed to do so by technical support
  • Quality:  The Voice-It recorder support Long Play (LP) and Short Play (SP).  Long play allows for longer recording time on the recorders, but at a reduction in voice quality.  This setting will configure each recorder to that setting by default.
• Uher Options
  • Uher Drive:  Enter the drive letter that the SansDisk is connected to.
• Standard WAV Options
  • Path to WAV Files:  Enter the path that the program will monitor for sending dictation files to the server.
  • Path to Stat WAV Files:  Enter the path that the program will monitor for sending Stat dictation files to the server.
  • Path to Recorder Program:  Enter the path to the executable program that you will be using to retrieve dictations from a device not directly supported by Emdat.
  • Autoname Files:  Emdat files are names distinctly so that they can be identified on the server.  If the files being placed in the directories above are not named accordingly, the server will have difficulty processing them.  Check this box to have the program automatically use the naming convention required.
• Cerner / Quadris Options
  • Path to dictation files:  Enter the path that the program will monitor for sending dictation files from a Cerner Quadris dictation system.
• DVI Options
  • Path to Dictation Files:  Filepath in which WAV files will be extracted from the DVI system.
• Olympus DS3000 Options
  • DSS Conversion Time-Out:  Number of seconds to wait before failing an upload from the DS3000.

The Data Files tab on this screen is used to setup an automated transfer of Patient and Associate files, and for retrieving files from the Emdat server. This can be done on the command line on a scheduled basis (preferred), or using this screen the program can continue to run and monitor for these files.

• Patient File Options
  • Check for Patient File every: Enter the number of minutes that the program will wait before checking for a patient file to send.
  • Format of Patient File: Choose the format in which you will be sending the patient file. There are three available formats, and you can get a description of these formats from the File Format documentation, also available on-line.
  • Patient Filename: The patient file that you wish to send, including the file path. If this file exists when the check interval expires, it will be sent.
  • Save File As: After being sent, the patient file will be saved to this new name or location, so that it will not be sent again. If this is left blank, the file will be deleted after sending. NOTE: If you send a patient file from the command line and this box is left blank, the file will not be deleted, however if this box is not blank it will be saved as this new filename.
• Associate File Options
  • Check for Associate File every: Enter the number of minutes that the program will wait before checking for an associate file to send.
  • Format of Associate File: Choose the format in which you will be sending the associate file. There are three available formats, and you can get a description of these formats from the File Format documentation, also available on-line.
  • Associate Filename: The associate file that you wish to send, including the file path. If this file exists when the check interval expires, it will be sent.
  • Save File As: After being sent, the associate file will be saved to this new name or location, so that it will not be sent again. If this is left blank, the file will be deleted after sending. NOTE: If you send an associate file from the command line and this box is left blank, the file will not be deleted, however if this box is not blank it will be saved as this new filename.
• Data File Options
  • Check for Data Files every: Enter the number of minutes that the program will wait before checking for available files on the server.
  • Filepath in which to save files: Enter the path in which you want to save the files that are retrieved from the server.
  • Run program when files received: Enter the path of a program you want to have run whenever a file is received from the server
  • Run program when no files received: Enter the path of a program you want to have run whenever a scheduled check for files results in no files being received from the server.

The Options tab on this screen is used to setup additional options related to the way you want InSync to operate on this computer. This tab is setup as follows:

• Assign Dictations to Location:  By default, dictations are assigned to the location that the Dictator is setup for.  If you want, you can have all dictation uploaded from this station assigned to a specific location, regardless of how the dictator is setup.
• Save Sent Dictations:  By default, dictations are stored on the local computer for 14 days after being sent to the Emdat server. You can adjust the number of days using this setting. Making this setting zero (0) will cause InSync always retain the sent audio files. Caution: using this option can cause your hard drive to fill up. Regular cleanup of audio files is highly recommended.
• Prompt for Location on Upload:  By default, dictations are assigned to the location that the Dictator is setup for.  If you want, you can have the program prompt for a location when dictations are uploaded.  The chosen location will override the dictator's location for those dictations.
• Launch InSync at Startup:  Check this box to have InSync automatically load when you turn on your computer.  This is useful for computers that are always on the internet.
• Show Shutdown Confirmation:  Check this box if want InSync to warn you when you are closing it. Dictations will not be automatically sent to Emdat while InSync is shutdown. This is checked by default.
• Never Prompt with Messages:  Check this box to prevent InSync from displaying messages that might appear when the program is unattended.
• Always Check Internet:  Check this box to have InSync verify your internet connection before any attempt to communicate with the Emdat Server. This is a valuable option if running on a computer with a flaky internet connection.
• Never Check Internet:  Check this box to have InSync never verify the internet connection. This option is valuable on computers that have difficulty with the Emdat Internet check.
• Auto-Send Dictations every:  Set for the number of minutes you want InSync to auto-send dictations if they are waiting to be sent.
• Convert WAV Files to:  Set for the file format you want WAV files converted to. The Voice-It and Uher recorders use their own format, and are unaffected by this option. MP3 is a slightly larger file, but a higher-quality result than TrueSpeech.

Using the InSync Application

Once the InSync program is running, it appears as an Icon in the Windows System Tray, located on the right side of the Task Bar.

If you hover over the icon, you will see the Version number of the application, as well as the Client Name that you are logged in as and the machine name of the computer on which you are running.

The application menu can be viewed by clicking (using either mouse button) on the icon.

InSync Update

The InSync Update menu item connects to the Emdat server and checks to see if there are any support files that have been updated for this application.  It does not check to see if the application itself has a new version -- that is done when the program starts.  This option also happens automatically on startup.

Upload from <recorder>

The Upload from <recorder> option(s) allow you to manually upload dictations from the recorder.  For Voice-It and Olympus recorders, this process should be automatic -- when the recorder is plugged in, it will upload.  If it does not, you can manually kick off the process by choosing this menu item.  The Uher and Standard WAV recorder options do not use this option -- they upload dictations directly from the file source during a "Send Waiting Files."

Send Waiting Files

The Send Waiting Files option scans all directories for files.  It sends all files ready in those folders up to the server.  For Voice-It and Olympus recorders, this process should be automatic -- when the recorder finished uploading dictations to the computer, it will send waiting files.  If it does not (due to an interruption in the upload), you can manually kick off the process by choosing this menu item.

Dictation Log

The Dictation Log will show all dictations that were sent from this station between two given dates.  You can Print the log your Windows default printer by clicking on the "Print List" button.

Resend Files

The Resend Files option will allow you to resend dictations to the server.  Dictations are saved on the local drive for 30 days, after which they are deleted.  The Resend window will show only dictations that remain and are available to be sent.  To resend files, check the files you want to resend and click the OK button.  This option is available for time in which a file may not have successfully been sent to the server.  It has rarely been used.

Enter New Patient

The Enter New Patient option will allow you to add a patient to the on-line patient database.

When you enter a Patient ID and move off of the field, a search is performed on the server.  If the patient exists, the information will be filled in automatically.  Pressing OK will update the information on the server.  The Additional Notes fields are used for printing the current patient only, and do not get saved in the database.  The print option is available for sites that check patients in at the front desk and want to enter patient info into our system at check-in. 

When you click the OK button, the current patient is saved and the screen is cleared so as to be available for the next patient.  Click the Close button to close the window.

To configure the printing options, click the Options button.  The following screen will appear.

Clear Notes on Exit:  Clear the Additional Notes field between patients.
Auto-Print on Exit:  Automatically print each patient when the update is complete.
To Printer:  Allows you to send the printout to a printer other that the default Windows printer.
Line Spacing:  Allows you to adjust the space between each printed line.
Font Size:  Allows you to adjust the size at which the text will print.
Print Format:  The format in which each patient will print.  You can use this to define labels.
Field List:  A listing of fields that you can use in the Print Format.

Press Close to save your options.

New Dictation

The New Dictation option will allow a PC with a Soundcard and a Microphone to be used as a dictation station.  Selecting this option opens a Dictation Header window.

Choose the username of the dictator, the document type, and the location of the dictation.  You can also indicate on this screen the Patient ID of the patient, which will be transmitted automatically to the transcription company, and you can mark this dictation as a Stat.  Press New to begin the new dictation, Cancel to close the Dictation Header window without starting a New Dictation, or Configure to configure this screen.

The Configuration Screen allows you to change the order of the fields and to show or hide the fields based on how your facility uses the system. It also allows you to enter in a length for the patient id. Entering a value will help to move to the next field, and is useful if a barcode reader is used on the system.

To start a new dictation, click the New Dictation button.  A Dictation Header window will open.

Once the new dictation is started, you can use the Record button to begin a recording, and you can pause, stop, and play the dictation back.  You can record at any point in the dictation.

After finishing a recording, you can start a new one by clicking New Dictation again, or you can stop by clicking Close.  Once you click Close, all dictations performed during that session are uploaded to the server.

Configure Recorder

The Configure Recorder option will allow you to configure your Voice-It or Uher recorder for use with the InSync application.  The recorders are configured for a dictator.  For the Voice-It recorder, the configuration option also names the folders on the recorder based on the Document Types that will be recorded and uploads the date and time from the PC.  This date and time are used to identify the Dictation Date for each recording.

When you choose the Configure Recorder option, you will be prompted for a user.

Choose a user and press OK.  If you are configuring a Uher recorder, this is all there is.  For Voice It recorders, you are then prompted with the Folders window.

Select the folders you want uploaded to the recorder.  You can also change the recorder quality on this screen.  When you are finished, press OK and attached the recorder.  DO NOT PLUG IN THE RECORDER UNTIL INSTRUCTED TO DO SO.  The configuration process will take a few seconds.

If there were files on the recorder prior to configuration, they will be uploaded.  After the configuration, you will be asked if these files should be sent to the Emdat server.

Change Client Connection Information

The Change Client Connection Information brings up the dialog that is described in the Client Configuration section of this document.  To enter this screen, you will need the Client Password, as supplied by your transcription company.

Launch Emdat InQuiry

Use this option to bring up the InQuiry application automatically.

Help

Use this option to bring up this document.

Exit

Select this option to close Emdat InSync.  When you choose this option, you will be notified that no uploads can take place while the application is closed.

Transferring Dictations

When the recorder is connected to the InSync Upload Cable, the recorder will automatically begin to synchronize with the workstation and Emdat Server. The process is broken down into two components. The first component downloads the dictations from the digital recorder to the workstation. A sample of this screen is pictured below. The screen will show the owner of the recorder (who the recorder is configured for) and the size of the file.

The second window to come up will be the message informing the user that they can disconnect the recorder while the dictations are sent to the Emdat Server. It is not necessary to have the recorder connected while the files are transferring from the computer to the Emdat Server. If any other files are waiting to be sent from a previous upload attempt, they will also be transferred at this time.

The time it takes to transfer the files to the Emdat Server will depend upon the speed of the client’s Internet connection and the number and size of the dictation files being transferred. When all files have been transferred successfully, the user will be prompted with the following message. It is important to verify that all dictations have transferred successfully.

The user at this point will press “OK” and the application is ready for the next recorder to be synchronized

Patient / Appointment, Associate and Transcription File Transfers

Clients may wish to have appointment information for their dictating clinicians transferred to Emdat to ensure the quality of the patient name, date of birth, gender and patient number. By having this information on the Emdat Server, the dictating clinician must only dictate the patient number. Emdat asks that the dictating clinician dictate the patients name as verification.

Clients may also want to have associate information for those physicians to whom they send a copy of the transcription.  By having this information on the Emdat Server, the dictating physician can ask for a copy to be sent, and the transcriptionist can look up that physician in an on-line database.  Additionally, that physician's mailing information is already on-line, so that cover letters and envelopes can be printed by the client free of charge.

Finally, Clients may want to receive their transcriptions back in an electronic format for use in an on-line medical records system that they may already have installed at their clinic, or just to have as a backup.

The InSync program can be used to accommodate all of these request.  The program can be run with various parameters which will tell the program how to operate.  

Patient File

You can use the /p, /p2, or /p3 parameter to send a patient file.  Each parameter corresponds to one of  three formats in which the patient file can be sent.  To see a layout of this file, please refer to the File Format documentation.

To use these options, create a shortcut (or use any scheduling software).  Change the command line to read:

"C:\Program Files\Emdat\Upload\UPLOAD.EXE" /p "<patient file>"

Change the <patient file> to the name of the file you wish to send.  Be sure to enclose it in quotes if there is a space character in the filepath.

Associate File

You can use the /a, /a2, or /a3 parameter to send an associate file.  Each parameter corresponds to one of  three formats in which the patient file can be sent.  To see a layout of this file, please refer to the File Format documentation.

To use these options, create a shortcut (or use any scheduling software).  Change the command line to read:

"C:\Program Files\Emdat\Upload\UPLOAD.EXE" /a "<associate file>"

Change the <associate file> to the name of the file you wish to send.  Be sure to enclose it in quotes if there is a space character in the filepath.

Transcription Files

You can use the /files parameter to receive transcription files.  The Emdat server can be setup to create exports of the transcriptions on a daily basis, and it will prepare these files on the server for pickup.  Please contact your transcription company if you wish to use this option.

To use this options, create a shortcut (or use any scheduling software).  Change the command line to read:

"C:\Program Files\Emdat\Upload\UPLOAD.EXE" /files "<filepath>\"

Change the <filepath> to the name of the path in which you want to receive the files.  Usually, this is a path that is being monitored by an Electronic Medical Records program.  Be sure to enclose it in quotes if there is a space character in the filepath, and be sure to remember a trailing backslash on the filepath.