Olympus Dictation Management System & Dragon Versions 11 & 12

Transcription

1 Olympus Dictation Management System & Dragon Versions 11 & 12 Solutions

2 ABOUT THE AUTHOR: Alexandria Carstens has been a Certified Trainer for Dragon NaturallySpeaking and Dragon Medical speech recognition software since Alexandria has been beta testing Dragon since 2001, working closely with its software engineers to continually improve the application. What started as a 24 page booklet in 2000, the Speakeasy Solutions Dragon NaturallySpeaking Training Workbook quickly grew to approximately 300 pages. The intent was to remove the client's responsibility of actively taking notes during a training session so that they could focus on the subject at hand using Dragon effectively. Training materials are constantly being rewritten, improved and adjuncts for specific purposes created. Alexandria began the Speakeasy Solutions blog in 2009, the purpose to share factual information about the speech recognition and digital dictation industry from an objective viewpoint. Alexandria has been a passionate user of Dragon since 1998, when she became stricken with chronic upper limb soft tissue damage. As a result of this lifelong debilitating condition, learning the "ins and outs" of realistically using Dragon has been paramount to her continued use of computer technology. Alexandria is not content to simply be a user of Dragon, but as she says she "lives, eats, and breathes Dragon" for not only her benefit, but in order to assist her clients. A devotee of efficiency, Alexandria is ever determined to utilize those aspects of Dragon that will accomplish the most effective results in any given workflow scenario. Alexandria is always keen to explore improved methods of using Dragon for virtually any task involving the computer, and takes great pleasure in assisting others do the same. Alexandria studied Geology Chemistry at Queen's University in Kingston, Ontario, but quickly found a home for her innate administrative and computer skills within engineering and legal situations. Alexandria enjoys living in Vancouver, British Columbia, a city perfect for her foodie pursuits. She enjoys "all things Japanese", history, future technologies, automobiles, table top games, photography, nature, nutrition, reading and cinema.

3 Olympus Dictation Management System & Dragon Versions 11 & 12 Copyright 2012 Speakeasy Solutions Inc. All rights reserved. Printed in Canada. Published by: Speakeasy Solutions Inc., P.O. Box 21720, 1424 Commercial Drive, Vancouver, British Columbia V5L 5G3 Canada 12 YEARS OF EXCELLENCE SPEAKEASY SOLUTIONS No part of this book may be used or reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or by any information storage or retrieval system without the prior written permission of Speakeasy Solutions Inc. This workbook is for persons using the Olympus ODMS Software and Dragon Versions 11 or 12, and who receive training from Speakeasy Solutions Inc. The contents of this document are subject to change without notice. The publisher and author assumes no responsibility for errors or omissions, or for damages resulting from the use of the information contained herein. The names of all products mentioned herein are for identification purposes only and may be trademarks or registered trademarks of their respective owners. Speakeasy Solutions Inc. disclaims any affiliation, association, connection with, sponsorship, or endorsement by such owners with the exception of Nuance, for whom Speakeasy Solutions Inc. are authorized resellers and trainers of Dragon, Sennheiser Olympus, and Philips, for whom Speakeasy Solutions are authorized distributors or speakeasysolutions.com speakeasysolutions.com/blog speakeasysolutions.com/client-access-area twitter.com/#!/sesdictation speakeasysolutions.com/newsletter speakeasysolutions.com/make-an-inquiry facebook.com/speakeasysolutions WARNING: When using speech recognition on an ongoing basis, you should endeavour to maintain a healthy voice. The possibility of vocal strain is very real if you speak quite a bit throughout the day. In order to prevent potential stress to the vocal cords, you should keep them lubricated. You can achieve vocal cord lubrication most effectively by drinking large amounts of water. Since a couple of hours must pass for the vocal cords to absorb the water you drink, you should begin drinking water early in the morning, or as soon as you wake up. Avoid drinking liquids with caffeine, alcohol, or sugar as each of these substances dehydrate your body and your vocal cords, leaving you susceptible to vocal strain. Room temperature water is the best to drink; therefore, you may wish to keep a jug of water near your desk at all times. Refill your cup or water bottle from the jug and when the jug is empty, refill it from your main water source Speakeasy Solutions Inc. 1

4 Solutions This guide is not intended to replace training and guidance from a professional Dragon Trainer. This guide is designed for use as an adjunct to the training program given, and as a resource after training is complete. As always, feel free to contact Speakeasy Solutions Inc. with any questions or concerns that you have at any time. Thank you. Dragon is licensed per user, and not per machine/computer. This is an extremely flexible licensing arrangement and takes into account the reality that most individuals have a main PC, a notebook, a home computer or may have several offices. If an assistant is performing corrections, an additional license is not necessary. Please contact Speakeasy Solutions Inc. should you require additional licenses of Dragon. 2 Olympus Dictation Management System & Dragon Versions 11 & 12

5 Contents A. Introduction 7 B. Dragon & ODMS 7 1. The Prerequisite ODMS Software 7 2. Dictation & Transcription Process Overview 7 C. Establishing a Dragon User Profile 7 1. Creating the User Profile 7 2. Reading Dragon's Training Text 8 i. Prepared Training Text 8 ii. Microphone Position 8 iii. Length of Time to Read 9 iv. What to Read 9 v. How to Read 9 3. Adapting Dragon with Recorded Training Text 9 4. How to Dictate for Dragon Transcription 11 i. Microphone Position 11 ii. How to Speak (Quick, Clear, Complete & Continuous) 12 iii. Dictating New Lines & Paragraphs 12 iv. Dictating Numbers 13 v. Dictating Unusual Names 13 vi. Dictating in Different Environments 13 vii. Speaking Commands 13 D. Configuring the ODMS Dictation Module Opening the Dictation Module Downloading Only with the Dictation Module Downloading & Transcription with the Dictation Module 14 i. Workflow Tab 14 ii. Voice Recognition Region 15 E. Using the ODMS Dictation Module Transcribing with the Dictation Module 18 i. Connecting the DS ii. Dragon Transcription Proofreading & Correction with the Dictation Module Speakeasy Solutions Inc. 3

6 i. Opening the Transcribed Document 20 ii. Editing v. Correcting 20 iii. Correcting with Playback 21 iv. Completing Correction Retranscribing a Finished File with the Dictation Module 21 F. Configuring the ODMS Transcription Module Opening the Transcription Module Dictation Files Sent via Dictation Module Transcription with the Transcription Module 23 i. Voice Recognition 23 ii. Profile Configuration aka Dragon NaturallySpeaking 24 iii. Background Voice Recognition 25 iv. Text Correction 26 v. Template 26 G. Using the ODMS Transcription Module Transcribing with the Transcription Module 27 i. Receiving Files 27 ii. Dragon Transcription Proofreading & Correction with the Transcription Module 29 i. Opening the Transcribed Document 29 ii. Editing v. Correcting 29 iii. Correcting with Playback 30 iv. Completing Correction Retranscribing a Finished File with the Transcription Module 32 H. Viewing a Finished File 32 I. Vocabulary & Acoustic Adaptation Introduction 33 i. Vocabulary Adaptation 33 ii. Acoustic Adaptation 33 iii. Do Not Run Acoustic Adaptation When Vocabulary Adaptation Acoustic Adaptation 36 J. ODMS Tips 38 4 Olympus Dictation Management System & Dragon Versions 11 & 12

7 1. Dictation & Transcription Modules 38 i. Audio Device 38 ii. Playback Control Dictation Module 38 i. Manual File Download Transcription Module 39 i. Audio Playback Options 39 ii. Foot Pedal Customization 39 K. Refining an Author's Dragon Vocabulary Vocabulary Editor Overview 39 i. Introduction 39 ii. Layout 40 iii. Written Form Conventions 40 iv. Spoken Form Conventions Adding Items to the Vocabulary Editor 41 i. Introduction 41 ii. Adding Capitalized Phrases 42 iii. Adding Other Phrases 42 iv. Adding Acronyms 43 v. Adding Unusual & Foreign Words 44 vi. Adding Words with Symbols Deleting Vocabulary Items Item Behaviour & Properties 45 i. General 45 ii. Normal Formatting 46 iii. Alternate Written Form 1 & Legal Citations When to Correct & When to Add a Word or Phrase to the Vocabulary Help from Speakeasy Solutions Importing & Exporting Word Lists 49 i. Introduction 49 ii. Word List Formats 49 iii. Exporting Word Lists Speakeasy Solutions Inc. 5

8 iv. Preparing Word Lists for Importing 51 v. Importing Word Lists Learn from Specific Documents 53 i. Improve Recognition Accuracy 53 ii. iii. Document Formats for Analysis 54 Performing the Analysis 54 L. Backing up a Dragon User Profile Rationale Manual User Profile Backup (Dragon Export) Backup Frequency & Organization Known Good User Profile User Profile Import 59 Have you subscribed to the Speakeasy Solutions newsletter yet? Receive the latest news regarding speech recognition & digital voice dictation product releases, support notes, tips and more. 6 Olympus Dictation Management System & Dragon Versions 11 & 12

9 ABOUT SPEAKEASY SOLUTIONS: Speakeasy Solutions Inc. is dedicated to providing you with personal, professional, and honest service. We strive to maintain ongoing relationships with our clients and provide them with expert support and the information they need to maximize their potential. You will quickly discover how speech recognition (also referred to as voice recognition), and digital voice dictation and transcription enhances your day-to-day operations and increases productivity. Speakeasy Solutions Inc. continually researches dictation and associated technologies to ensure that you receive current information and valuable assistance on a timely basis. Speakeasy Solutions Inc. focuses on your particular needs above all else providing you with customized, personal and premium service. HISTORY OF SPEAKEASY SOLUTIONS: In the late 1990s the future founders of Speakeasy Solutions Inc. were stricken with upper limb chronic repetitive stress injuries, placing their occupations on hold. Their careers spanning the fields of administration, IT/IS and law, as well as a life-long natural affinity for technology, paved the way towards the formation of a new and highly specialized vocation: speech recognition and digital voice dictation providers. At the time, Dragon NaturallySpeaking was in its infancy (version 3 had just been released) and the first professional digital voice recorders were entering the market. A few companies in North America were offering these products and fewer still providing accompanying services. Speakeasy Solutions Inc. was formed in 2000 with a sincere desire in providing quality dictation solutions to professionals and those with physical limitations. Speakeasy Solutions Inc. s founding principles were: 12 YEARS OF EXCELLENCE SPEAKEASY SOLUTIONS Offer honest advice with the client s best interests in mind Provide excellent service that exceeds industry standards Continually improve product and service offerings through ceaseless research in order to provide clients with "the best" products, support and service possible These are Speakeasy Solutions Inc. s core values, and they always will be.

10 or speakeasysolutions.com speakeasysolutions.com/blog speakeasysolutions.com/client-access-area twitter.com/#!/sesdictation speakeasysolutions.com/newsletter speakeasysolutions.com/make-an-inquiry facebook.com/speakeasysolutions