ITGUI04 Digital Dictation & Transcription Software

ITGUI04

Digital Dictation & Transcription Software

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Version:

V2

Ratified by:

Technology Programme Group

Date ratified:

21/09/2022

Job Title of author:

Head of IT & Data

Reviewed by Committee or Expert Group

Change Advisory Board

Related procedural documents

ITPOL05 IT Software Management Policy IGPOL53 – Information Security Policy 21/09/2025

Review date:

It is the responsibility of users to ensure that you are using the most up to date document template – i.e., obtained via the intranet In developing/reviewing these guidelines Provide Community has had regard to the principles of the NHS Constitution

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Version Control Sheet Version 1.0 2.0

Date July 2019 September 2022

Author Status Head of IT & Data Head of IT & Data

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Comment

Contents 1.

Purpose ................................................................................................................ 5

2.

Scope ................................................................................................................... 5

3.

Product Selection.................................................................................................. 5

4.

Procurement & Cost ............................................................................................. 6

5.

Implementation ..................................................................................................... 6

6.

Support ................................................................................................................. 7

7.

Licences ............................................................................................................... 7

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1. Purpose This guidance document is in place to give understanding about the types of dictation software supported by the Provide Technology Team. This includes procurement, implementation and support.

2. Scope All digital dictation and transcription software and related digital hardware that is required by or is in use by Provide employees or staff undertaking work on behalf of Provide, on Provide premises and using Provide issued software.

3. Product Selection The Provide Technology Team will make available a range of products that meet the requirements of the business, these are currently: Dragon one Dictation This is used where individuals wish to self-dictate information such as reports, letters and entries into electronic patient records either directly into the required location or saved for later completion (e.g., Could be recorded and downloaded later). The product uses artificial intelligence to learn the user’s voice and become more accurate over time.

Dragon one also lets the user navigate some Windows based systems using their voice, including SystmOne. Dragon Medicalone Practice Edition As above but has a full dictionary of medical terms making this a better choice for clinicians.

Digi dictate Allows staff (typically a clinician) to record their dictations in a digital format and send these over a secure network to the required clinician using a pre-defined workflow. The product has integration with SystmOne, allowing dictations to be associated with a patient record.

Digi player Allows staff to listen the dictations recorded using Digi dictate. Includes features to make the transcription of the documents as easy as possible. The workflows helps the management of the recordings and completed documents.

Services must not use other dictation software without the products being fully assessed and approved by the Technology Programme Board.

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4. Procurement & Cost All software must be purchased by the Provide Technology Team, it will then be re-charged to the requesting services budget. Annual support costs and licencing charged by the supplier in subsequent years will be re-charged to the budget of the service using the software at that time.

The procurement request must be made to the Provide Service desk who will need to know the following information: ▪ ▪ ▪ ▪ ▪ ▪ ▪

Product type Why the product is required Name of the intended user Service of the intended user Line Manager Budget code If hardware (such as a digital microphone) is required

Digi dictate and Digi player use rules to define who can see which dictations. Therefore, details of transcribers (usually administrators) access to recordings by which dictators (usually clinicians) must be given.

Example: Secretary R should have access to recordings by Doctors 3 and 4 only.

These rules are configured on the products console (installed on a Provide server) and must be updated by the Infrastructure Team.

5. Implementation Below is a high-level overview of the implementation process: • • • •

• • • • • •

Order placed with the Service Desk (with all details in Section 4 of this document) Service Desk check the financial approval Service Desk order the product Upon receipt of the licence, the Service Desk record the licence details in the appropriate place and receipt the order on Integra and then assign the call to Infrastructure Infrastructure deploys the product using SCCM For Digi products, Infrastructure get Crescendo to update the licence files For Digi products, Infrastructure creates the workflow rules in the console Infrastructure adds any initial login details to the call notes and assign back to the Service Desk The Service Desk issue the credentials to the user along with guidance materials and ensure the user can login to the product.

The Service Desk assign the call to the Systems Team who then implement the SystmOne integration before closing the call

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6. Support The Provide Technology Team will make available support and guidance materials for dictation software and where able to, will support users with these products. Where the Provide Technology Team is unable to answer support queries, they will liaise with the product supplier on behalf of the user.

7. Licences All software must have the appropriate licences in place at all times. Details of the licences for Digi dictate and Digi player is well controlled by the products console and details of the associated users must be kept up to date by the Provide Technology Team. Therefore, any change of users must be notified to the Service Desk.

Dragon licences will be recorded along with user details in the IT Asset Register.

Some software, such as Dragon will be licenced by user and therefore will be for the use of the named user only.

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