Set Up

Getting Started

System requirements:
The first thing you will need is a dictation input device.  (For a list of headsets, microphones,  handheld digital voice recorders, PDA's, and PDA phones CaseScribe currently supports as dictation input devices see Supported Devices.) 

You will also need an internet-connected, Windows-based laptop or desktop PC (requires Windows XP) with any standard web browser.

Cookies required:
CaseScribe requires that you have cookies enabled on your browser to be able to login to the web site.

About security:
Once you log in, you'll have 10 minutes of inactivity between pages before being requested to log in again.  Also, each browser session requires a logon so, each browser window tracks its own inactivity time.  This provides you with optimal privacy and security.

Setting up Account, Speaker, Editor:
Account
The first level of security is the Account level.  When you log onto your account, you can change your account settings, and add, modify or remove Speakers ID's and Editor ID's.  Manage My Account lets you change almost all of your account settings with the exception of your username and company name; if you need to change either of those fields, you need a new CaseScribe account.  This security level allows you to control the account and is recommended for administrative level people in the company.

Speaker
The second security level is the Speaker level.  Multiple speaker ID's can be created by the Account manager within a specific account for each professional in the company.  The professional can then choose a dictation device, train CaseScribe to recognize their voice (independently of each other), submit dictations, and edit their own transcriptions.  Speaker ID's can dictate, edit transcriptions, do continual training, and email transcriptions to themselves.  Logging into your speaker ID allows you to change your Speaker ID settings, review or edit your transcriptions, download software, add or remove dictation devices, and perform speaker training.

Editor
The third security level is the Editor level.  If the transcriptions are to be edited by office staff, or a transcriptionist currently on staff, an Editor ID is established by the Account manager.  Logging onto an editor account allows the staff individual to review and edit transcriptions from multiple Speaker ID's within an account, and then email the completed transcriptions to each professional.  Editor accounts cannot create speaker accounts or modify speaker settings.

Multi-user or group practice
To set up CaseScribe for a multi-user or group practice, you need to establish an administrator to possess Account level credentials and then have them create Speaker ID's for each professional in the practice, along with Editor ID's for each staff member who will be editing transcriptions. 

Passwords
Each security level requires its own password.  Therefore, each Account will have an account password, each Speaker will have their own Speaker password, and each Editor will have their own Editor password.  If a Speaker, or Editor has forgotten their password, they will need to see their Account manager to reset it.  If an Account manager has forgotten their password, click on “Forgot Your Password” and an email will be sent with a link to reset the password.

Dictating:

Speaking speed
While dictating speak clearly at a pace that is comfortable to you, about 3-4 inches away from the microphone for a handheld and about 2-3 inches away from the headset microphone.  If you make a mistake or misread a word, don't go back, just keep going.

Punctuation
Make sure to dictate punctuation such as period, comma, question mark, etc. and when a new line starts, make sure you say "new line" or when a new paragraph starts, please make sure to dictate "new paragraph".  CaseScribe is not currently set up to provide automated punctuation.

General Punctuation Commands Table:

Register for an Account                   (step 1)

Registering for a CaseScribe account is your first step.

We’ll guide you through setting up your Account and Speaker ID, downloading the CaseScribe software, then training the system online to recognize your voice.  You will need to upload 1 minute (or more) of typical text training files to dictate, to create your Speaker ID voice profile.  After training the system to your voice you’ll be ready to go!

To register for an account:

1. With your dictation input device available, go to www.casescribe.com
2. Click Register
3. Read through the “Register for a CaseScribe Account” screen, and click Register Now at the bottom of the screen.
4. Enter all requested data in the appropriate fields.
5. Click Submit Registration.

Add a Speaker ID                            (step 2)

You've just created your Account.  Your next step is to add, or create, a Speaker ID, which is your voice profile; this includes adding your dictation device.

You must set up at least one Speaker ID to use CaseScribe.  Each Speaker ID corresponds to a single individual with a single dictation device, and identifies a specific speaker when a dictation is submitted for transcription.  It also provides additional information about your dictation device, and alternate ways to receive transcriptions of your dictations.

You are already logged on to www.casescribe.com.  Now:

1. Click Add a Speaker ID (under Account).
2. Enter your Account name and Account password; Click Log In.
3. Enter all requested data in the appropriate fields.  (If you need more information on Topic or Acoustic, see the charts below.)
4. Click the Add Speaker ID button.

Dictation device:  Select the device you intend to use, from the options provided in the drop down menu.  Each Speaker ID is allowed a maximum of 4 dictation input devices: PDA, PDA phone, headset (on PC), and digital recorder (on PC).

Email:  Be sure to use the email address you would like your transcriptions sent to.

Fax:  Be sure to use the fax number you would like your transcriptions faxed to.

Topic: 
You will need to select the Domain that most closely matches the type of dictations you will be speaking.  This tells CaseScribe which vocabularies to apply to automatically transcribe your dictations.

Topic Chart:

Acoustic:
You will need to select the Acoustic that most closely matches what type of speaker you are, and what type of dictation input device you will be using.  This helps CaseScribe automatically transcribe your dictations with the highest level of accuracy.

Acoustic Chart:

Add an Editor (optional)

At this point you may also add an Editor.  You do not need to set up an Editor ID -- a Speaker can edit their own transcriptions.  However, adding an Editor allows a person with these credentials (for example, office staff, or a transcriptionist) the ability to access and edit transcriptions across multiple speakers, and then email the completed transcription to the professional. 

You are already logged into your account, so just:

1. Click Add an Editor.
2. Enter all requested data in the appropriate fields.

If you are not already logged into your account:

1. Click Manage My Account.
2. Enter your Account name and Account password.
3. Click Add an Editor.
4. Enter all requested data in the appropriate fields.
    

Training

Speaker Training                             (step 3)

You've just created your Speaker ID. 

If you've set up this Speaker ID for yourself, log on as a Speaker (you are currently logged on as the Account manager) and proceed with training CaseScribe to recognize your voice.

If you've set up this Speaker ID for someone else, give them the Speaker credentials that you established and request that they log on to CaseScribe and proceed to Speaker Training.

You are now ready to train CaseScribe to recognize your voice.  Training CaseScribe requires the speaker to dictate a predefined text of their choice into their dictation device and send that dictation to the CaseScribe servers.  CaseScribe will then train itself to recognize the speaker's voice and send the speaker an email (to the address defined in the Speaker ID) when it has completed training.

To train CaseScribe for this dictation device, you will upload a training file that you will later dictate to CaseScribe.  Here's a summary of the steps:

1.       Upload a file for training that you will dictate.  You will need to upload at least 1 minute (or more) of representative text training files to dictate, to create your Speaker ID voice profile.  Be sure to select representative files for training. 

2.       Download CaseScribe software and install.  You can download the CaseScribe Software by clicking on Download Software.  Be sure to check the Supported Devices page first to be sure your dictation device is supported by CaseScribe.  The CaseScribe software will see that you added a dictation device to your speaker ID and will prompt you to train this dictation device for use with CaseScribe.

3.       Dictate training files on your dictation device, and upload each one as a separate dictation to the CaseScribe servers.

4.       When you receive a confirmation email from CaseScribe telling you that training was successfully completed, your Speaker ID will be ready to submit dictations (email will be sent to the address defined in the Speaker ID).

1. Upload a file for training
You will need to upload 1 minute (or more -- for increased accuracy) of typical text training files to dictate, to create your Speaker ID voice profile.  These files must be in plain text (.TXT) format.  You may wish to have a paper copy available to read when you dictate, or you can read it off of the CaseScribe web site.  Be sure to select something that is representative of the type of dictating you normally do, to achieve the most accurate transcription results. 

Each text file that you upload will have an associated summary title that you will enter.  When CaseScribe is ready for you to dictate these files for training purposes, you will identify which training file you want to dictate to, by selecting its title on your dictation device.

When you have created, or chosen, a representative text training file and are ready to upload (you are already logged on to www.casescribe.com):

1. Click Upload a File for Training.
2. Enter your Account name, Speaker ID, and Speaker password.
3. Upload your chosen training file.
   1. Enter Training Text Title.
   2. Enter Training File to Upload.
   3. Click Submit This Text File for Training button.
4. When complete, message will say “Training file successfully uploaded”.

Select a Training File
Select representative files for training.  CaseScribe has typical dictation text files available for training, for specific medical fields.  Currently, only General Dentistry is available; more to come, soon.

Upload a File for Training
Upload your own training files, one at a time.  Each text file that you upload will have an associated summary title that you will enter.  When CaseScribe is ready for you to dictate these files for training purposes, you will identify which training file you want to dictate to, by selecting its title on your dictation device.

2. Download and install the CaseScribe software

When you have verified that your device is supported, please read the Terms and Use section.  In addition, by downloading any software from the CaseScribe web site, you agree with and will abide by the terms in the CaseScribe Software License Agreement. 

CaseScribePC -- install on your PC, for use with a headset or digital voice recorder

You are already logged on to www.casescribe.com, as a Speaker.  To download and install CaseScribePC:

1. Exit all Windows programs
2. Under Speaker, click Download Software.
3. Scroll down to CaseScribePC at the bottom of the Download Software screen, and click on the link indicated.
4. Follow the prompts to download.  Select Run instead of Save when downloading.
5. Windows Media Format 9 Series Runtime will be installed.  (This is necessary if you’re going to upload WMA audio files.  For example, the Olympus Digital Voice Recorder model WM-100 uses WMA format audio files.)
6. Follow the prompts on the CaseScribePC Installation Wizard.       

You are already logged on to www.casescribe.com, as a Speaker.  To download and install CaseScribePDA:

1. Under Speaker, click Download Software.
2. Follow the instructions under CaseScribePDA.

3. Dictate Training Files

CaseScribePC

Digital Recorder:
NOTE: Please make sure that you have already uploaded your training files, and downloaded the CaseScribe client software, before proceeding.

1. With your CaseScribe website window still open, click on Dictate Training Files.
   
   Now you have the text to dictate on the CaseScribe web window (another option is to print out the training text file, and read from that to dictate).  Now you're ready to dictate your training file. You may want to practice with the digital recorder a bit to get the feel for how to use it.
    

2. Read this entire section first before proceeding.  While dictating, speak clearly about 3 inches away from the microphone, at a pace that is comfortable for you.  Make sure to dictate punctuation such as period, comma, question mark, etc. and when a new line starts, say "new line" or when a new paragraph starts, dictate "new paragraph".  If you make a mistake or misread a word, don't go back, just keep going.  Remember to press the Record button to begin recording.  When you're done dictating, stop recording by pressing the Stop button.  (If you need to pause, press Record; when you are ready to resume dictating, press Record.)
    
3. When you are ready to begin:
   1. Turn on your handheld digital recorder.
   2. Look at the Dictate Training Files window, or get your printout, for text you will read.
   3. Click on the Record button to start
   4. Dictate the training file,
   5. Click on Stop button to stop.
       

4. Close the www.casescribe.com window.
    
5. You now need to move the dictated training file off the handheld digital recorder and into the Dictations folder on your PC.  Follow the instructions included with your digital recorder to copy/move the file.  For an Olympus Digital Voice Recorder WS-100, instructions are as follows:
    

1. Plug your digital recorder into your PC’s USB port.
2. A Removable Disk window will pop up.  Select Open Folder to View Files.
3. 5 file folders, DSS_FLDA through DSS_FLDE will appear.
4. Doubleclick DSS_FLDA.  Now each of your actual dictations appears (in WMA format).
5. Open Windows Explorer.
6. Click on the Dictations folder on the left side of the window, to open the folder under Desktop>>My Documents>>Dictations.  This folder should be empty.
7. Highlight your audio file and drag (or copy and paste) it to the Dictations folder.
8. Close both the Windows Explorer window, and the Removable Disk window.
    

6. Start the CaseScribePC software by clicking on Start -> Programs -> CaseScribe.
    
7. After the splash screen, you'll see the log on screen.  Enter your Account, Speaker ID, and Speaker Password.
    
8. The CaseScribe software will see that you added a dictation device and will prompt you to train your device for use with CaseScribe.  Follow the instructions on the screen to select the dictated training file, and click Open to upload to CaseScribe.
    

9. When the software tells you that you have submitted enough dictations to train the system, you should exit the application and wait to receive an email as confirmation.  (You will receive an email at the email address you specified in your Speaker ID.)  When you receive this email, CaseScribe set up and voice training is complete. 

Headset:
NOTE: Please make sure that you have already uploaded your training files, and downloaded the CaseScribe client software, before proceeding.

With your CaseScribe website window still open, click on Dictate Training Files.  Now you have the text to dictate on the CaseScribe web window, and the CaseScribePC Voice Recorder in the other window.  (Another option is to print out the training text file, and read from that to dictate.)  Now you're ready to dictate your training file.

Using the CaseScribe software, you will now dictate the uploaded training files into your dictation device.

1. Start the CaseScribePC software by clicking on Start -> Programs -> CaseScribe.
    
2. After the splash screen, you'll see the log on screen.  Enter your Account, Speaker ID, and Speaker Password.  The CaseScribe software will see that you added a dictation device and will prompt you to train your device for use with CaseScribe.
    
3. Try a few recordings, butdo not click send.  Remember to press the record button to begin recording; press it again to stop.  Use the playback and rewind buttons to get a feel for how the Voice Recorder operates.
   
   Progress Bar - graphically view the length of your dictation.
   Rewind - moves the current position backward ½ second.
   Record - starts or stops recording.
   Case Name - a one line description of this dictation.
   Forward - moves the current position forward ½ second.
   Play - starts or stops playing from the current position.
   Send - sends the dictation to the server to be transcribed.
    
4. Read this entire section first before proceeding.  While dictating, speak clearly about 3 inches away from the microphone, at a pace that is comfortable for you.  Make sure to dictate punctuation such as period, comma, question mark, etc. and when a new line starts, say "new line" or when a new paragraph starts, dictate "new paragraph".  If you make a mistake or misread a word, don't go back, just keep going.  Remember to press the Record button to begin recording.  When you're done dictating, stop recording by pressing the Record button again; then press Send.
   
   When you are ready to begin:
   1. Put your headset on.
   2. Look at the Dictate Training Files window, or get your printout, for text you will read.
   3. Click on the Record button to start
   4. Dictate the training file,
   5. Click on Record again to stop.
   6. Click Send when you are finished.
       
5. When the software tells you that you have submitted enough dictations to train the system, you should exit the application and wait to receive an email as confirmation.  (You will receive an email at the email address you specified in your Speaker ID.)  When you receive this email, CaseScribe set up and voice training is complete. 
    

CaseScribePDA

With your CaseScribe website window still open, click on Dictate Training Files.  Now you have the text to dictate on the CaseScribe web window.  (Another option is to print out the training text file, and read from that to dictate.)  Now you're ready to dictate your uploaded training file into your PDA or PDA phone.

1. Start the CaseScribe software on your PDA or PDA phone by clicking on Start -> Programs -> CaseScribe.  Click here if you need to download the CaseScribe client software.
    
2. After the splash screen, you'll see the log on screen.  Log on to CaseScribe using the credentials that you established when you set up your Speaker ID account.  Enter your Account, Speaker ID, and Speaker Password.  See below for an example of the log on screen:

3. The CaseScribe software will see that you added a dictation device and will prompt you to train your device for use with CaseScribe.  Try a few recordings, butdo not click send.  Remember to press the record button to begin recording; press it again to stop.  Use the playback and rewind buttons to get a feel for how the Voice Recorder operates.  See the image below for a description of the buttons on the Voice Recorder:

1. Progress Bar - graphically view the length of your dictation.
2. Rewind - moves the current position backward ½ second.
3. Record - starts or stops recording.
4. Case Name - a one line description of this dictation.
5. Forward - moves the current position forward ½ second.
6. Play - starts or stops playing from the current position.
7. Send - sends the dictation to the server to be transcribed.

4. On the File menu (at the bottom, left of the screen), you'll see a "New" option.  Select it now to start a new recording.
    
5. You are now ready to train CaseScribe to recognize your voice.  The next few simple steps will require you to read and dictate the training files that you previously uploaded to CaseScribe.  NOTE: If you are using a PDA or a PDA Phone as your dictation device,  it is highly recommended that you reconfigure your PDA to not turn off the backlight or power down automatically.  When you have completed training, you can re-enable your PDA to automatically turn off the backlight and power down.
    
6. Read this entire section first before proceeding.  While dictating, speak clearly about 3 inches away from the microphone, at a pace that is comfortable for you.  Make sure to dictate punctuation such as period, comma, question mark, etc. and when a new line starts, say "new line" or when a new paragraph starts, dictate "new paragraph".  If you make a mistake or misread a word, don't go back, just keep going.  Remember to press the Record button to begin recording.  When you're done dictating, stop recording by pressing the Record button again; then press Send.
   
   When you are ready to begin:
   1. Look at the Dictate Training Files window, or get your printout, for text you will read.
   2. Click on the Record button to start
   3. Dictate the training file,
   4. Click on Record again to stop.
   5. Click Send when you are finished.
       
7. When the software tells you that you have submitted enough dictations to train the system, you should exit the application and wait to receive an email as confirmation.  (You will receive an email at the email address you specified in your Speaker ID.)  When you receive this email, CaseScribe set up and voice training is complete. 
    
8. After receiving your email, you can start to use CaseScribe to transcribe your dictations.  Just click on the File menu and select "New".  Press the record button to record your voice notes, use the rewind and forward buttons to move through the dictation, and when you're ready to have it transcribed, press the Send button.
    

4. Confirmation email

When you receive this email, CaseScribe set up and voice training is complete -- you can start to use CaseScribe to transcribe your dictations.

Dictation Device Added
Whenever you add a dictation device to your Speaker ID, before you can use this dictation device, CaseScribe must be trained to recognize your voice with it.  CaseScribe needs to do this because each device has different acoustics and intonations that affect how it "hears" you.

After receiving your confirmation email, you can start to use CaseScribe to transcribe your dictations.

CaseScribePC

Dictating with a handheld digital recorder

When dictating with a handheld digital recorder, you will record on the digital recorder, and then upload your dictation audio files to CaseScribe to be automatically transcribed using your Speaker ID voice profile.  To upload your files, you will need to transfer them off the digital recorder, and into the Dictations folder on your PC.

Speaker:  If an assistant, or office staff, will be editing for you, dictate all dictations into digital recorder.  When you are finished, give the digital recorder to the assistant (Editor).  If you are doing your own editing, log in as Speaker, transfer the dictations off the digital recorder, then upload to the CaseScribe servers.  The dictations will be automatically transcribed, then available for you to edit.

Editor:  Follow the instructions below to:  start CaseScribePC, log in as Editor, transfer the dictations off the digital recorder, then upload to the CaseScribe servers.  The dictations will be automatically transcribed, then available for you to edit.

Transfer the dictations from the digital recorder to your PC
First, you need to transfer the dictation audio files off the digital recorder, and into the Dictations folder on your PC.  Follow the instructions included with your digital recorder to copy/move the files from your digital recorder to your PC.  For an Olympus Digital Voice Recorder WS-100, instructions are as follows: 

1. Plug your digital recorder into your PC’s USB port.
2. A Removable Disk window will pop up.  Select Open Folder to View Files.
3. 5 file folders, DSS_FLDA through DSS_FLDE will appear.  Typically, all dictations will be in the first folder, unless you specified otherwise while using the digital recorder.
4. Doubleclick DSS_FLDA. Now each of your actual dictations appears (in WMA format).
5. Open Windows Explorer.
6. Click on the Dictations folder on the left side of the window, to open the folder under Desktop>>My Documents>>Dictations.  This folder should be empty.
7. Highlight your audio files and drag (or copy and paste) them to the Dictations folder.
8. Close both the Windows Explorer window, and the Removable Disk window.

Upload your dictations from your PC to CaseScribe – as Speaker
Now you need to upload your dictation audio files from your PC to the CaseScribe servers.

1. Start CaseScribePC (click the icon, or Start -> Programs -> CaseScribePC.
2. Enter your Account, Speaker ID, and Speaker password, and click Log On.
3. The Voice Recorder screen will appear; “Digital Recorder” should already be selected, and green (indicating the digital recorder has been trained with this speaker).
4. Select View -> Transcriptions.
5. The Transcriptions window will appear.
6. Select Transcribe Dictations.
7. The Dictations window will appear, containing a chart listing all the audio files you just copied into the Dictations folder.
8. You will need to enter information about each audio file at this point, prior to uploading.
   1. CaseName – Enter a CaseName for each dictation.

                                                               i.      Select the first audio file.

                                                             ii.      Listen to the first 10-20 seconds, to hear the case/patient name.

                                                            iii.      Enter that information into the Case Name.

                                                            iv.      Repeat for each audio file.

2. Transcribe? – be sure each dictation you want uploaded has a checkmark.
8. When you have completed this for each audio file, click Transcribe Selected Dictations, at the bottom right of the screen.

The audio files will quickly be automatically transcribed and available for review.

Upload dictations from your PC to CaseScribe – as Editor
Now you need to upload the dictation audio files from your PC to the CaseScribe servers.

1. Start CaseScribePC (click the icon, or Start -> Programs -> CaseScribePC.
2. Enter your Account, Editor ID, and Editor password, and click Log On.
3. The Voice Recorder screen will appear; “Digital Recorder” should already be selected, and green (indicating the digital recorder has been trained with this speaker).
4. Select View -> Transcriptions.
5. The Transcriptions window will appear.
6. Select Transcribe Dictations.
7. The Dictations window will appear, containing a chart listing all the audio files you just copied into the Dictations folder.
8. You will need to enter information about each audio file at this point, prior to uploading.
   1. Speaker – CaseScribe needs to know which Speaker ID for your Account spoke the dictation.  A dropdown will appear, showing all Speaker ID’s trained for your Account.  Select the appropriate Speaker ID.
   2. CaseName – Enter a CaseName for each dictation.

                                                               i.      Select the first audio file.

                                                             ii.      Listen to the first 10-20 seconds, to hear the case/patient name.

                                                            iii.      Enter that information into the Case Name.

                                                            iv.      Repeat for each audio file.

3. Transcribe? – be sure each dictation you want uploaded has a checkmark.
8. When you have completed this for each audio file, click Transcribe Selected Dictations, at the bottom right of the screen.

The audio files will quickly be automatically transcribed and available for review.

Dictating with a headset using the Voice Recorder

When dictating with a headset, you will record, and then upload, using the Voice Recorder.

To dictate:

1. Plug in your headset.
2. Click the CaseScribe icon, or start the CaseScribe software by clicking on Start -> Programs -> CaseScribe.
3. Enter your Account, Speaker ID, and Speaker password, and click Log On.
4. The Voice Recorder will come up; “Headset” should already be selected, and green (indicating headset has been trained with this speaker).
5. Type in the Case Name.
6. Click on Record (the round circle/pause combo) and begin dictating.
7. To stop, click the Record button again.
8. Click Send when you are finished.

To check your upload status

1. Click File -> Upload status.
2. When your dictation reaches 100%, it has been completely uploaded.
3. Click Close, to return to the voice recorder.

You may proceed to the next dictation, or after a few minutes, view your automatically transcribed dictation.

CaseScribePDA

When dictating with a PDA or PDA phone, you will record, using the Voice Recorder, and then upload by pressing Send .

To dictate:

1. Start the CaseScribe software by clicking on the CaseScribe icon.
2. Enter your Account, Speaker ID, and Speaker password, and click Log On.
3. The Voice Recorder will come up.
4. Type in the Case Name.
5. Click on Record (the round circle/pause combo) and begin dictating.
6. To stop, click the Record button again.
7. Click Send wh