Which digital dictation system do you choose?
July 15, 2009
- It’s not expensive
- The devices work in the same way you’re used to
- Manufacturers are no longer producing analogue tapes, so we’re all forced into the “digital switchover”
Document Direct is compatible with the majority of digital dictation systems (DDS) and sound file formats. That means we can work with Philips, Olympus, BigHand, Winscribe and many other formats now available. But which system is the best for you? We’re almost 4 years old and have amassed a great deal of experience when it comes to working with the different systems, types of hardware and the various costs associated with them. There are many benefits to switching over to digital.
- The dictation can be transcribed faster by fewer secretaries which reduces your secretarial overhead and increases workflow
- Opportunities are created for flexible and remote working, you (and your staff) are no longer office bound
- Hard cash is saved when overhead can be slashed by outsourcing
So why are there still so many firms who don’t yet have a DDS? We’re in a situation now where firms need to save money but they can’t afford to invest in a DDS. Add to the fact that most people don’t like change and are fearful of new technology so they will procrastinate even more in making a decision. But each of these objections can easily be overcome.
We recently set up a solicitors practice, using free software, so they could choose to send their dictation to their in-house secretary or their favourite outsource typing agency. The only cost to the firm was for the handsets (and they vary vastly in price). The solicitors practice no longer needs to worry about secretarial cover during the holiday season. With a click of a button, their work is outsourced at a much lower cost than using a temping agency. Their work was backlogged by as much as three days. Now that we’ve helped them clear their dictation they’re working through their files faster. This can only be a good thing when it comes to holding onto work in progress and billing.
Would you like more information about implementing a digital dictation system in your firm? If so, contact us now.
Do you want to know how outsourcing works?
February 5, 2009
Outsourcing typing must be one of the simplest and quickest ways of increasing efficiency, controlling overhead costs whilst at the same time, improving your lifestyle. Work is produced faster, pay as you use means costs are controlled and outsourcing removes the headaches of recruiting, training, re-training, finding holiday/sickness cover and, if staffing is reduced too, it also reduces the amount of management time needed in running your business.
So with all of the free trials on offer, promises of a value added services from template production and superfast turnaround times, what is stopping you from having a go?
This article is lengthy and it contains detail of our processes.
- Do you use a digital dictation system already? If no, go to question 2. If yes, then skip number 2 and go directly to question 3.
- Every firm is set up slightly differently and each individual has their preference to how they work with dictation. Below are questions we ask you, to find out which is the best dictation system for you to use.
- Do you sit at your desk and work at your computer? If so, we will offer you our Winscribe Author dictation program, at no cost to you, which can be installed on your computer or laptop. This program works with a Philips Speechmike which plugs into your PC. Creating a new dictation is as simple as creating a new email. You can type notes to your dictation and also attach documents, if, for example, you needed to send us a specific template or perhaps a document which needs copy typing or amending.
- Are you on the move? If you dictate away from the office, prefer walking around and generally don’t like wires, then my favourite, the Philips Pocket Memo, is a good choice for you. Instead of using tapes, the Pocket Memo has a memory card and the device has the familiar slide control. Once you’ve dictated onto your Pocket Memo, the sound files need to be transferred to the Document Direct typists.
- No software needs to be installed and you can send your dictation from any computer connected to the internet. Simply go to our website to upload your dictations direct from your device. Our help guide is available here.
- If you’re dictating a lot of small jobs then uploading onto the website might be a little time consuming and fiddly for you. Winscribe’s Importer program can be installed on your computer. The Importer program is constantly scanning your PC for new dictations, so when you connect your Pocket Memo to your computer it copies them and sends them across the internet direct to the Document Direct typists.
- Do you work with your mobile phone? Winscribe’s dictation software for Blackberry is now available from Document Direct. Using your Blackberry as an all-in-one device means you can send your dictation from anywhere, receiving your work back to your phone too with mobile email.
- All of the above options are subject to your company IT infrastructure (if any) but are cost effective and require very little capital outlay.
- You already have a dictation system and depending on which type you have there are a number of solutions for you.
- If you use Winscribe we will liaise with your software assurance provider to configure your system so that Document Direct appears as an additional typist group. You may also be interested in Winscribe’s 360 Degree product which tracks the progress of each dictation which is outsourced.
- If you use the BigHand dictation system then we can arrange for the BigHand Outsource Module to be installed onto your system, at no cost to you. The Outsource Module adds Document Direct as an additional typist to your company. Your fee earners can choose to send dictations direct to us or an administrator can choose which dictations to drag/drop to the Document Direct typist. The progress of the outsourced dictations can be tracked and will show on the screen when the dictation is finished and the fee earner should expect their work to be in their system.
- Philips/Olympus systems have their own proprietary software but the sound files are produced in the DSS format which is compatible with the Document Direct system. As each firm is set up differently and has unique needs we will liaise with your IT department to install and configure Winscribe’s Importer program (see above).
- If you have any other dictation system then we would ask that you email a sample sound file to us so that we can check compatibility with the Document Direct system.
- So now the dictation system has been chosen the next stage is telling us what documents you need typing.
- If you have a bank of standard documents, templates and precedents then simply transfer them over to us.
- If you have some standard templates but are not happy with them, tell us. We will modernise them, add word processing features such as automatic numbering, page numbering, headers and footers - at no added cost to you. A sample of our templates is the Particulars of Claim template.
- If you have a house style, or would like one, tell us. We will build up a knowledge base on your preferred style of documents so they’re produced just the way you like them.
- What happens after the dictation is typed? How do you collect your finished work? Again, each firm and individual will have their own preferred method.
- We can email documents to a preferred email address.
- This can be direct to a fee earner, or to an appointed secretary. In many cases it’s the secretaries that we’re helping as they are far too busy with their PA duties, being an unqualified fee earner, and they prefer to choose which dictations to outsource.
- Each individual author can have the work sent to as many email addresses as required and can be changed at any point. It’s useful for any users who have mobile email, are not always connected to a company network and perhaps want copies to be sent to an administrator.
- The completed documents can be collected from our website and downloaded. Whilst this system cuts down email traffic it is necessary to have a computer connected to the internet.
- Work can be completed within the firm’s case management system. We will liaise with your IT department to discuss your infrastructure and requirements for us to connect remotely to your systems.
- We can email documents to a preferred email address.
- How much does it all cost? Once you’ve decided out which dictation system you’re using the cost of outsourcing to Document Direct is based purely on the amount of dictation sent to us. We base our charges on the length of the recordings and have just one standard rate, regardless of priority or urgency. We produce a report which totals your dictations and forms the basis of our invoice. Our reports can be as detailed as you wish and can even include a client reference so you can assign your typing charges as a disbursement to client files.
Cost = number of minutes x £1.30
You may have lots of questions still unanswered in which case don’t hesitate to drop me an email or give us a call.
Mobile dictation on a Windows PDA
November 18, 2008
Your multiple-use mobile phone can do so much more than make phone calls, and deliver and receive emails. Now your PDA can be a digital dictation device with Winscribe’s Pocket Author software.
Download the free software by clicking here. Click on RUN and the application will be intalled on your PC and linked to Active Sync. When you next connect your mobile phone to your PC the dictation program will be installed on it.
You will need some magical pieces of information from us to have the program connect to our system and get you started.
Contact us now to have your free account set up.
PC-free file transfer
October 6, 2008
Let’s face it, installing software can be a right pain, especially when there’s compatibility issues with different computers and versions of Windows. The innovative Philips LAN Docking Station adds an entirely new dimension to PC-free file transfer. It allows dictations to be transferred via LAN from the Digital Pocket Memo directly to the transcriptionist, whether local or outsourced. Free of geographical constraint: dictations can be sent to any destination, whether to the room next door or anywhere in the world. There is no need to connect the docking station to a PC, no need for software, and only minimum user training is necessary. It can also be set up and maintained via remote configuration. Encryption and password protection on the Digital Pocket Memo ensure that dictations can be sent securely over the company network or the Internet.
Contact BDF Solutions, a Liverpool supplier, who will arrange a demonstration and a free trial.
Do you dictate away from your desk?
May 18, 2008
If you’re a barrister or a surveyor, chances are you don’t sit at your computer when you’re dictating. Perhaps you prefer the freedom of carrying a pocket device that you can use wherever you are, whether on site surveying, or at court between hearings. A Philips Pocket Memo device is just for you. It’s a similar size to a mobile phone and works in a very similar way to the old tape machines (eg, if you like the slide control to record and play you can still have it).
We recommend this type of device because you can dictate while on the go. Your recordings are stored on a memory card (similar to the way a digital camera works). And even better, no software needs to be installed on your computer. This type of device works with our website so you can plug your pocket memo into any internet computer with the USB cable provided, go to our website and upload directly from the memory card in the device.
If you would like to have a trial account with us to upload dictation via our website, please click here.
Your office in your pocket with Winscribe for Blackberry
May 18, 2008
If you’re working on the move all the time and prefer the freedom that PDAs and Blackberrys can give you, then you may be interested to learn that you can now send dictation to your secretary from literally anywhere.
Winscribe have developed their software which can be installed directly onto a Blackberry. You can now use the scrolling mouse on a Blackberry to select commands to record, play, rewind and send. Your dictation is sent direct to your favourite typist over your GPRS connection. Of course once your document is typed up, you can receive it back directly to your Blackberry.
The cost of this is an amazing £75 for an annual subscription to hook up your Blackberry to your own team of online typists, giving you typing support 24 hours a day, 7 days a week.
For more information click here to visit Winscribe.
- Document Direct
- Free telephone calls for the legal sector
- Merit - An information/communication/technology user group
- No Option for a Law Firm - High-tec law firm IT jargon at it’s best
- Online Training Courses
