Voice Recorders and Dictation - How do they work?

Streamline Office Dictation With Digital Transcription Workflow Solutions

Many medical and legal practices in Australia have made the switch to digital dictation machinetranscription equipment and hardware to speed up their operations and to produce more accurate and lower cost transcription.

However, this transition to digital transcription is not always easy or smooth because it is hard to get good advice about what equipment works best. That's because each business has different dictation requirements and different transcription workflow needs. We can help you with this transition.

How will Digital Transcription integrate into my office workflow?

For years, audio tape cassettes and recorders were essential items in the legal and medical profession. Doctors used these recorders for dictation of medical procedures, note-taking and to update patient records. Attorneys relied on tapes to record depositions and judicial proceedings to use the information to help build their cases. These tapes were later sent to a transcriptionist who either worked in the office or locally, and they would listen to the recording and manually update files and records.

While these recording devices greatly improved the accuracy of information, there were numerous disadvantages. Sound recording was subpar. A transcriptionist struggled to decipher the person's recorded words due to the poor sound quality. Tape audio recorders were also bulky to carry around to every meeting. In addition, the cassette tape itself wasn't always reliable as it could loosen from the spool or tear.

Digital Transcription Workflow Solutions Are A Better Choice

Medical and legal professionals need a better way to improve their transcription workflow that doesn't resort to old-fashioned tape recording. Today, the digital voice recorder and transcription kit provide the business solutions they are looking for in their daily office operations.

Digital voice recorders no longer rely on a cassette tape. Instead, a voice becomes digitally recorded on the internal memory inside the recorder or on a removable memory card. The recorder or flash drive is then connected to a computer as the voice recording is made into a media file. This audio file is placed on a network server or sent via email which the transcriptionist can access from anywhere in the world.

Benefits Of Digital Transcription Equipment To Office Workflow

The benefits of a digital voice recorder and digital transcription kit are enormous. Playback quality is cleaner and crisper, allowing the transcriptionist to understand the recorded voice as this increases general workflow and output production. In addition, there are numerous choices of sound file formats to choose from that offers editing to the files and changes to the sampling rate. Other benefits of digital transcription solutions include:

- Send files over the Internet or network eliminating shipping costs
- Digital voice recorders can be used numerous times without lessening recording quality through  wear-and-tear
- Doesn't need cassette tapes that break or tear
- Digital transcription kit has organizational tools for easier file management
- Expandable memory options offer unlimited audio recording time
- Digital files can be secured by encryption - safely storing client information.
- Digital voice recorders can be used with Dragon Naturally Speaking speech recognition software.

Olympus Offers Modern Transcription Software And Equipment

High-end digital voice recorders and transcription kits are not hard to come by. Digital dictation and transcriptionThe equipment has been available for years, becoming more advanced and easier to operate. Olympus has been the pioneer of digital recorders as they created the baseline that other companies in the industry followed. Two of the top Olympus transcription equipment packages to consider are the Olympus
DS9500 Digital Voice Recorder and the Olympus AS9000 Digital Transcription Kit.

Olympus DS 9500 Digital Voice Recorder

The Olympus DS-9500 digital voice recorder offers the latest in workflow integration. The available software works with different speech recognition applications including the popular Dragon NaturallySpeaking to offer superior sound quality. The digital voice recorder comes with a 256-bit file encryption to keep sensitive information secure as well as customizable functions to suit the office environment.

Olympus AS9000 Digital Transcription Kit

The Olympus AS9000 digital transcription kit works with a variety of digital voice recorders - including the DS 7000 recorder - as a professional transcriptionist can streamline their dictation services. Dictation files can be received through network servers or email. There are several playback options available for different media file formats as files can be easily managed. The included footswitch give hands-free control and data sharing between users and transcriptionists happens in real-time.

How To Integrate Digital Transcription Workflow Solutions In Your Office

Digital voice recorders and transcription kits will only benefit the office when setting up at an optimal level. Every legal office and medical practice is different, so the setup must encompass the needs of the people who will be utilizing transcription workflow in daily tasks. Basic equipment and software for the office includes:
- Digital voice recorder and docking station (DS9500)
- PC connected to the voice recorder via USB
- An internet connection
- Transcription management software (included with the AS9000)
- Secure Internet file delivery service (FTP for medical practices)
- Playback software and equipment - headset & foot pedals  (included with the AS9000)
- Word processing software or medical/legal practice records management software

Using the digital transcription kit and recorder is a simple process. Typical workflow scenarios will consist of:

1) Recording the information on the digital recorder.

2) Docking the digital voice recorder to the PC or using a USB cable to connect the recorder to the PC. The docking station charges the recorder and automatically uploads to the network location that is set during installation. We can help you with this step.

3) Files are automatically downloaded to the PC as the files are removed from the digital voice recorder. Then the files are moved directly to a network server or through a virtual private network if it is an office with multiple PC connections. Files may also be sent via email or secure FTP to the transcriptionist's computer.

4) The transcriptionist receives a notification about files being available as they can select the voice file and move it to their work queue. They then transcribe the recording into text.

5) The file is flagged as complete in the transcription management software and is sent on for a final check.

We can help 

Voice Recognition Australia has over 18 years experience helping medical and legal practices transition from older tape dictation systems to modern digital voice recorder transcription systems. We can also supply the latest in digital transcription equipment. Technical support, onsite training, and equipment installation are also available by quotation.

Please call us to discuss your digital transcription needs on 1300 255 900.


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        Olympus DS-7000

        REPLACED BY THE NEW OLYMPUS DS9500 Expandable SD and MicroSD Card Memory (includes 2GB SD Card, about 140 Hours) DSS Pro and DSS Classic Formats (.DS2 and .DSS) Rechargeable with Lithium-Ion Battery Included Append and Edit Feature (Slide Switch) Lockable with 256bit Encryption New anti-vibration microphone housing Many included accessories...

        Olympus AS7000 Transcription Kit

        Olympus AS-7000 Transcription Kit The AS7000 is the Ultimate Addition To Your Olympus Professional Dictation System The powerful AS-7000 Transcription Kit combines with the DS-7000 and DS-3500 professional dictation systems – or other Olympus professional voice recorDragon Microphoneders – to provide a complete, end-to-end business solution. Featuring a redesigned, four-button...

        PHILIPS DPM8000 - Digital Voice Recorder

        Philips DPM8000 - Digital Voice Recorder Highlights Superior audio quality and design 3D Mic system for best audio quality and accurate speech-recognition results Built-in motion sensor for automatic microphone selection Ergonomic slide switch for efficient single-handed operation Robust stainless steel casing for extra durabilityA recent video of the DPM-8000 in...

        $699.00 $544.00 Add to cartAdd to cart

        Infinity VEC IN-USB2 Transcription USB Foot Pedal

        The Infinity VEC IN-USB-2 transcription foot pedal was recently re-engineered for the highest level of performance and comfort. The IN-USB2 is a USB foot pedal designed to be a pc transcription or dictation foot pedal compatible with most common digital transcription software applications that exist in the marketplace today. The INUSB2 can even help you create...

        $149.00 $119.00 Add to cartAdd to cart

        Olympus D9500 & AS9000 Dictation Package

        The New Olympus DS-9500 and AS-9000 are tailored to meet all your professional dictation needs. They are part of the complete Olympus dictation solution comprising voice recorder, transcription kit, and dictation management software.Olympus' premium dictation recorder, the DS-9500, is now available in a bundle with the AS-9000 typing kit at...

        $1,148.00 $1,048.00 Add to cartAdd to cart

        Olympus WS-853 Voice Recorder

        Olympus WS-853 Digital Notetaker - Excellent for speech recognition Key Specifications 8GB On-Board Memory (about 120 hours in high quality) Expandable MicroSD Card MemoryDragon NaturallySpeaking modeMP3 Voice Balancer for meetingsStereo/Mono ( Built-in microphone) Rechargeable with included NiMH AAA Battery True Stereo Mic – Stereo feeling in every recordingThe WS-853 features...

        Olympus WS-852 Voice Recorder

        Olympus WS-852 Digital Notetaker - Excellent for speech recognition Key Specifications 4GB On-Board Memory (about 60 hours in high quality) Expandable MicroSD Card MemoryDragon NaturallySpeaking modeMP3 Voice Balancer for meetingsStereo/Mono ( Built-in microphone) Rechargeable with included NiMH AAA Battery True Stereo Mic – Stereo feeling in every recordingThe WS-852 features...

        Philips DVT4000 Voice Tracer Conversation Recording

        Philips DVT4000 Voice Tracer Conversation Recording AutoAdjust+ for perfect settings in every situation Recording in different environments is often a challenge. AutoAdjust+ is an innovative, intelligent recording algorithm which analyses the incoming audio signal and automatically chooses the perfect settings for each recording situation. It automatically adjusts and selects the...

        Philips DVT8010 Voice Tracer meeting recorder

        Philips DVT 8010 Voice Tracer Meeting Recorder 360° recording for perfectly documented meetings The innovative full radius meeting recorder captures everyone’s ideas in excellent audio quality no matter where they are seated at the table. The meeting microphone’s boundary layer design uses dynamic acoustic pressure to provide excellent sound and...

        Olympus RS28H Foot Pedal - Universal

        The RS28H Foot Pedal - 3 Pedal Footswitch is a suitable replacement for the foot pedal that comes in the AS2300, AS2400, AS4000 and AS5000 Transcription Kits.

        Olympus VP-10 Voice Recorder

        Olympus VP-10 Pen Style Digital Notetaker - Excellent for speech recognition Key Specifications 4GB On-Board Memory (about 60 hours in high quality)Pc connectivity - Direct USB 2.0 High Speed PCM(WAV) / MP3 / WMA Rechargeable with included NiMH AAA Battery High quality stereo recording in all environments In order to...

        Olympus DS-3500 Dictaphone

        The Olympus DS-3500 Professional Digital Dictaphone Key Specifications: SD and MicroSD card memory (2GB MicroSD included, about 140 hours).DS2, .WAV and .MP3 recording formatsLarge high-contrast colour displayRechargeable with Lithium-Ion Battery Included Append and Edit Feature (push button)Lockable with 256 bit file encryption The DS3500 digital Dictaphone is second in digital...