PROFESSIONAL SOLUTIONS

Conference Recording

 

Professionals moving from handheld micro-cassette dictation recorders will find that today’s digital handheld voice recorders make the transition easier than ever before. Leading manufacturers offer excellent choices that can make your work much more productive and much more enjoyable, with reliability far exceeding fragile cassettes.

Conference Recording

Philips DPM 8900

Philips DPM 8900 Meeting Recorder Set
Designed to capture your meetings, the professional Conference Recording System 8900 provides excellent sound quality combined with easy-to-use technology.


Philips DVT 8000

Philips DVT 8000 Meeting Recorder Set
The Digital Voice Tracer conference kit captures everything that is said in excellent audio quality.


Olympus ME30W

Olympus ME30W Conference Microphone Kit
The ME30W Conference Kit is a powerful, high-quality recording system.


Olympus DM-720

Olympus DM-720 Meeting Recorder Set
Recording a board meeting has never been easier with the Olympus DM-720 conference kit.


Suggested Microphone Configurations

Boardrooms

In a typical boardroom situation, the participants are seated facing others across a table. Place your conference microphones at the center of either end of the board table. Depending on the size of the table, two quality table-top microphones should be sufficient.

DS-5000 Digital Recorder

The digital recorder can be placed near a person in the center of the table, with each microphone connected to the person’sleft or right.

Conferences

For larger meetings, such as those common in training or sales seminars, tables are often arranged in “U” shaped configurations.
Regardless of how the U is created – wide or narrow – you can achieve adequate voice capture by placing two or more microphones in appropriate locations.

Digital Recorder

Digital Recorder

 

Desktop Diction

 

In many dictation environments, professionals find it easier to do their dictation at their desk or dedicated workstation. In those cases, authors can benefit from the high-fidelity and added functionality of today’s digital desktop recorders.

Recorders

Philips SpeechMike Air

Philips SpeechMike Air
For people who do not compromise, SpeechMike Air presents the perfection of the world’s number one dictation microphone.


 

Olympus RecMic II 4010P

Olympus RecMic II
The RecMic II USB microphone takes professional
dictation to the next level.


 

Philips SpeechMike III Series

Philips SpeechMike III Series
The Olympus DS-3400 digital voice recorder puts the power of cutting-edge dictation technology into the hands of professional business users everywhere.


 

Philips SpeechMike Premium LFH 3500

Philips SpeechMike Premium LFH 3500
The Philips SpeechMike Premium LFH 3500 features a floating microphone with a built-in noise pop filter.


 

Work Flow

Digital Work Flow

Of course, using a digital handheld voice recorder is not much good if it cannot help you maintain or improve your dictation workflow. While your actual workflow may differ, the following are some of the more popular scenarios we have encountered in the thousands of installations we have performed. HCD can customize your installation to meet your individual needs. The following scenarios can apply to many different types of firms, as well, including legal, healthcare, engineering, corporate, etc.

Single Office Firm
DS-5000 Digital Recorder

    • The dictating author records one or more voice files on their handheld recorder.
    • The recorder is “docked” or connected to their desktop PC.
    • The digital voice files are automatically copied to the network File Server, and a back-up of each file is made on the attorney’s PC. The recorder is then automatically erased and within a few seconds, the author is back at work.
    • The typist receives an alert that dictation files are now available on the server.
    • The typist selects the file they wish to transcribe from within their Transcription Software. By selecting a file, others who may be eligible to type are prevented from listening to the voice file, thereby eliminating an unnecessary duplication of work.
    • Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
    • The typed documents are stored and shared according to your existing workflow.

Multi-Office Firm
DS-5000 Digital Recorder

The main difference between a single office and a multi-office configuration is that if multiple offices wish to “pool” their transcription so that more than one typist can access the work regardless of the originating office, connections from each PC to a central server must be established via a VPN (Virtual Private Network). Other than that, the workflow remains much the same:

    • The dictating author records one or more voice files on their handheld recorder.
    • The recorder is “docked” or connected to their desktop PC.
    • The digital voice files are automatically copied to the network File Server, and a back-up of each file is made on the attorney’s PC. The recorder is then automatically erased and within a few seconds, the author is back at work.
    • The typist receives an alert that dictation files are now available on the server.
    • The typist selects the file they wish to transcribe from within their Transcription Software. By selecting a file, others who may be eligible to type are prevented from listening to the voice file,
      thereby eliminating an unnecessary duplication of work.
    • Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
    • The typed documents are stored and shared according to your existing workflow.
 
 

Digital vs Tape

Professional handheld digital recorders work very much like the tape dictation machines you may be used to: slide up the side
switch to record, slide down to playback, hold down to review. Fortunately, that’s where much of the similarity ends:

    • Digital files sound better than tape, especially after
      cassettes have been recycled several times.
    • No tapes to break!
    • Digital voice files can be easily sent over a network or
      the Internet to a transcriptionist. Turnaround on dictation is faster.
    • No expensive service contracts. What’s to service on a
      solid-state device?
    • No tape expense. And, with most professional models,
      rechargeable battery packs mean no more battery expense.

Handheld Diction

Professionals moving from handheld micro-cassette dictation recorders will find that today’s digital handheld voice recorders make the transition easier than ever before. Leading manufacturers offer excellent choices that can make your work much more productive and much more enjoyable, with reliability far exceeding fragile cassettes.

Recorders

Philips SpeechAir Smart Voice Recorder

Philips SpeechAir Smart Voice Recorder PSP2000
Take your dictation to the next level with precise three microphone recording and wi-fi capability.


Olympus DS-9500

Olympus DS-9500
The Olympus DS-9500 features a triple layer studio quality filter, shockproof casing and offers maximum flexibility with wi-fi compatibility.


Olympus DS-7000

DS-7000 Digital Recorder
Professional dictation has never been so powerful and simple.
The DS-7000 satisfy highest demands for business dictation requirements.


Philips Digital Pocket Memo 9620

Philips Digital Pocket Memo 9620
The Philips Digital Pocket Memo 9600 series sets new standards in advanced functionality and style. Voice commands, on-board file encryption and password protection are but a few of the powerful features of the 9600.


Olympus DS-5500

DS-5500 Digital Recorder
The DS-5500 is tailored to meet all professional dictation requirements.


Philips DigitalPocket Memo 9520

Philips Digital Pocket Memo 9520
The Digital Pocket Memo 9500 is a professional dictation recorder that is perfect for professionals and non-professionals alike who wish to upgrade to digital dictation. The 9500 includes the popular four-position slide switch for familiar, single-handed operation.


Olympus DS-3500

DS-3500 Digital Recorder
The Olympus DS-3500 digital voice recorder puts the power of cutting-edge dictation technology into the hands of professional business users everywhere.


 

Work Flow

Digital Work Flow

Desktop digital recording provides a convenient and high-quality means of delivering digital voice files to a transcriptionist, whether in-house or remote. While these scenarios reflect the most common installations, American Dictation can provide a customized installation to meet your specific needs.

Dictation Workstation

DS-5000 Digital Recorder

    • The dictating author records one or more voice files on their desktop recorder.
    • The digital voice files are automatically copied to the network File Server, and a back-up of each file is made on the attorney’s PC. The recorder is then automatically erased and within a few seconds, the author is back at work.
    • The typist receives an alert that dictation files are now available on the server.
    • The typist selects the file they wish to transcribe from within their Transcription Software. By selecting a file, others who may be eligible to type are prevented from listening to the voice file, thereby eliminating an unnecessary duplication of work.
    • Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
    • The typed documents are stored and shared according to your existing workflow.

Remote Transcription

DS-5000 Digital Recorder

Most common in medical offices, a transcriptionist may be working from a remote office or home. Using the built-in Internet transfer functionality of the software, the voice files can be encrypted (for HIPAA compliance) and sent to the Transcriptionist via e-mail or FTP*.

Note: at this time, only the Olympus DSS Player Pro software system can allow the transcriptionist to return typed documents via the same encrypted method by which the voice files are sent.

    • The dictating author records one or more voice files on their desktop recorder.
    • The digital voice files are automatically copied to the author’s PC. The software will then send the files (encrypted for security purposes, if desired) via e-mail to a selected typist.
      Alternatively, the files can be transferred by FTP* to an FTP server*.
      The recorder is then automatically erased and within a few seconds, the author is back at work.
    • The transcriptionist retrieves the files from their e-mail or FTP server*.
    • The transcriptionist selects the file they wish to transcribe from within their Transcription Software.
    • Once the voice file is typed, it is moved out of the work queue and archived or deleted at a later time.
    • The typed documents may be returned to the author via the Internet (see not above).

How It Works

Unlike handheld digital recorders, desktop recorders create a digital voice file directly on your computer as you dictate. While this limits your portability, it does provide you with the highest recording fidelity as well as you give you additional flexibility to:

    • Use speech recognition software in real time to create documents and control your PC.
    • Control your PC mouse as you dictate (depending on recorder model).

Transcription

Digital transcription is changing the way transcription has been done for almost 100 years. No more fragile tapes, no more delivery costs or filing headaches. No more garbled voices. Today’s transcription is all digital. Digital dictation files are very similar to the MP3’s and WAV files you play on your computer every day. Professional digital transcription kits give you the foot control you need to be efficient, while also adding such helpful features as file management and distribution, document linking, encryption and archiving.


Transcription Kits

 
 

AS-9000 Transcription Kit
The AS-9000 Transcription Kit includes a 4 button footswitch and stereo headset to ensure ergonomic working by the transcriptionist.


 

Philips LFH 7277

Philips Digital Pocket Memo 9620
SpeechExec Pro Transcription Set 7277 is a powerful and user-friendly digital transcription system.


 

AS-5000 Transcription Kit
The AS-5000 represents one of the most advanced and cost-effective transcription kits on the market.

 
 
 

How it Works

First, there are two components to dictation processing: the spoken dictation and the typed transcription document.

Dictation is Audio
Dictation is the audio voice file created by the author (e.g., lawyer, physician, etc) and is just like any other computer file. Compare it to an MP3 file you may have downloaded to listen. You can take the MP3 and e-mail it to a friend, copy it to a portable MP3 player or CD, or drag and drop it into a folder on your computer.

Dictation audio files work the same way. They may come to you in any number of ways:

      • Network Sharing. You may be networked with the author. After recording, the saved audio file is saved to a shared drive on your network. Once saved, you now have access to transcribe.
      • Internet. The author may send you the audio file by e-mail for FTP (File Transfer Protocol), both convenient methods of sending files.
      • Direct Download. If the author is using a handheld digital recorder, they might connect it to your computer and download the voice dictations quickly and easily to your PC.
      • Removable Media. Although rarely used, given the convenience of the other methods, voice files can be saved to memory cards, CD’s or USB drives and copied to your computer.

Transcription is a Document
Using a USB-connected foot pedal – or foot-switch – you can use software that allows the foot-switch to control the playback of the dictation while you type, pausing, rewinding and fast-forwarding just as you’ve always done with conventional systems.

Furthermore, professional transcription kits usually include a stereo headset that plugs into your computer or USB connector to allow you to hear the audio files privately and with maximum fidelity.

Once you have typed your document, you can return the finished transcription back to the author or other designated person by any of the same methods by which you received your dictation.