Dict8ion User Guide

Welcome to the new version of Dict8ion

Home page over view

(Hover on the arrows for a description of the functionality)

Home Page

Dict8ion cloud App – Quick overview

Uploading Audio Recorded Dictations to the Desktop Cloud Application

The desktop cloud application offers two convenient methods for uploading your recorded dictations for editing. Choose the option that best suits your workflow:

Option 1: Use the Dict8ion Mobile App

  1. Record your dictation directly on the Dict8ion mobile app.
  2. The app will securely upload your recording to the Dict8ion.ai web application.
  3. Within minutes, your dictation will be ready for editing on the desktop cloud application.

Option 2: Upload Directly to the Web Application

  1. Record your dictation using your preferred device or app. (no change needed for doctors)
  2. Save/transfer the audio file to your computer.
  3. Log in to the cloud.Dict8ion.ai web application.
  4. Upload your audio file by either:
    • Dragging and dropping it into the upload area, or
    • Clicking the “Upload” button and selecting the file from your computer.

Once uploaded, your dictations will be available for editing in the desktop cloud application. Choose the method that best fits your routine and enjoy efficient, secure dictation processing!

Please read below for more detailed information about how to use Dict8ion

Mobile App users dictations are automatically and securely sent into the dict8ion desktop cloud application. They have the clinicians name tagged to the file for easy reference  

Option 1. The Dict8ion mobile app

Add an App user in the app.dict8ion.ai desktop cloud application

Dict8ion cloud application sidebar showing add user option — manage doctors and staff accounts in medical transcription platform

1. Click on “Add user” in the menu on the right hand side

Add user 2

2. Add the new app users email address
3.  Select “App user”
4. Click the “ADD” button

Account Setup for New “App Users”

When a new “App User” is added, they will receive an email invitation prompting them to create an account. Here’s how the process works:

  1. Check Your Email
    • The new user will receive an invitation email.
    • The email will include a link to create their account.
  2. Create an Account
    • Click the link in the email.
    • Use the same email address the invitation was sent to as the username.
    • Set up a secure password during the account creation process.
  3. Access the App and Cloud Application
    • Once the account is successfully created, the user can log in to both the mobile app and the cloud application using their email and password.

Important: Ensure that the user creates their account using the exact email address the invitation was sent to. This will ensure proper access and functionality.

Download the App

Getting Started: Downloading and Logging into the Dict8ion Mobile App

New “App Users” will need to download the Dict8ion mobile app and log in using their username (email address) and password. Follow these simple steps to get started:

Step 1: Download the Dict8ion Mobile App
You can download the app from your device’s app store:

  • For iOS Devices: Visit the App Store and search for “Dict8ion”, or use the direct link below.
  • For Android Devices: Visit Google Play and search for “Dict8ion”, or use the direct link below.

Step 2: Log In

  1. Open the Dict8ion mobile app after downloading.
  2. Sign in using the username (email address) and password you created during account setup.

Once logged in, you’ll have full access to the app’s features and functionality.

Helpful Tip: Use the links below to quickly download the app on your device:

App store logo 120  google play badge 120v2

Dict8ion app store listing — dictation and transcription solution for clinical letters on iOS

Option 2: Uploading to the desktop cloud application

Upload 1

Uploading Voice Recordings to the Desktop Cloud Application (Without the Dict8ion App)

If you are not using the Dict8ion App, there are two ways to upload voice recordings to the desktop cloud application:

  1. Drag and Drop: Simply drag your files into the upload box located in the navigation menu on the left side of the screen.
  2. Browse and Select: Click on the “Browse” link to manually select the files from your computer.

Assigning Uploaded Files

After uploading, you’ll be prompted to select the user to whom you’d like to assign the files.

  • Uploaded to the Wrong User?
    No problem! If you accidentally upload files to the wrong user, you can easily reassign them. Just select the files in question and click the “Reassign” button to correct the assignment.
Dict8ion cloud application assign dictation to user screen — select doctor or staff member to assign transcription

It generally only takes a few minutes to transcribe and format the letters, if your letter isn’t formatted please check back in a couple of minutes

Supported file formats to upload

We have designed dict8ion to have minimal disruption for doctors and to allow them to keep using their favourite dictaphones and other recording apps. If you choose to record and upload the recordings to the cloud application these formats are supported;
m4a, mp3, webm, mp4, mpga, wav*, mpeg.
*Some browsers don’t support playback of all wav file formats. We recommend mp3 files as they will upload quickly.
If you use Phillips devices and upload .DDS or .DS2 files we recommend you change the files to .MP3 as the processing time will be much quicker. Watch this video to see how to change the file formats – Click Here.

Workflow in dict8ion desktop cloud app

Home Page

Below shows the home page and is where all the dictations will appear when imported
Hover over the dots for an overview of the functionality

Home Page

Progress view page

Click on the arrows to see an overview of the functionality on the progress page

Progress Page

Important!
You won’t be able to edit the transcribed letter until our AI has made the required improvements, it generally takes a few minutes for this to be completed.

Editing the transcript

Click on the arrows to see an overview of the functionality on the edit page

Edit Page

Progress Icons

The below icons show what stage in the process the job currently is and you can see these icons on the home page and when you click the “View” button on individual dicatations.

Artboard 1

The audio file has been uploaded and transcribing and formatting is in process – Not ready to edit yet

Artboard 1 copy 3

Edit – Letter formatted and ready to proof and edit

Artboard 1 copy 2

In progress – Some editing has been done on the file and it has been saved

Artboard 1 copy 4

For Approval – The letter has been proofed and is waiting on final review and final approval

Artboard 1 copy

Approved – The letter has been approved and is ready for despatch. You will also see the approved tick on the dashboard/progress page and edit page.

complete tick 75
sent

Complete – The letter has been copy and pasted into your practice management software

Troubleshooting Transcription Issues

In the rare event that your letter does not transcribe or format correctly, please follow these steps:

  1. Open the transcription on the Edit page
  2. Click the “Retry Processing” link
  3. Select “Incorrect or incomplete transcription of the audio” from the top of the options list (refer to the attached screen grab)
  4. Click the “Retry Processing” button

Your file will reprocess and in most cases the missing text will be transcribed.

Pro tip: Before retrying, copy any text you’ve already edited and proofed. This way you won’t need to re-check sections you’ve already reviewed once the reprocessed transcription comes through.

If the missing section still doesn’t transcribe after retrying, please let us know and we’ll investigate further.

There are options to select if it’s a formatting issue or other, please select the required

Dict8ion app retry processing screen — select issue type for audio transcription error

Archive

Dict8ion automatically archives files after 90 days, if you need to view files older than 90 days follow the below instructs

  1. Go to the Account page
  2. click on the Archive tab
  3. Click on the check box to view all files older than 90 days – please note this will slow down the cloud.dict8ion.ai application.
Archive

Dictionary & Vocabulary Replace improves your transcriptions and saves time.

This new feature allows you to personalise your vocabulary for improved accuracy and results. Simply click on “Personalise” in the menu on the left hand side.

To get started, follow these simple steps:

  • Identify common misspelt words or unique phrases used by your team. This could include specality-specific jargon, acronyms, medication names, or any other specialised terms.
  • To add a word or phrase to your “Custom Vocabulary List”, just enter the word into the vocabulary input field where it says “Add word or phrase” and click on the “Add Word” button.
  • If you would like to change/correct the spelling of a specific word, just enter the word as it is incorrectly spelled where it says “Incorrect spelling/word”  followed by the correct spelling where it says “Correct spelling” and click on the “Add Words” button.
  • To modify a word, locate Custom Vocabulary List’, click on “Edit”, and make the necessary changes, and then hit “Save”.
  • If you need to remove a word from your list, simply find the word and select the “Delete” button.
  • Remember, it’s easy to add, edit, or delete words to your “Custom Vocabulary List”. If you have any questions or need further assistance, don’t hesitate to reach out. We’re here to help. – Happy customising!

User functionality

Each user has different functionality depending on their role

Administrator 

  • Add users
  • Add folders
  • Edit dictations
  • Access to all dictations
  • Can use the mobile App to record directly into the cloud application
  • Upload files for all users
  • Add Vocab and Dictionary
  • Have a folder in the side menu

Editor

  • Edit & access to all dictations
  • Upload files for all users
  • Add Vocab and Dictionary
  • Editors don’t have their own folders by default

App User

  • Edit only their dictations
  • Dictations saved directly into desktop web application
  • Add Vocab and Dictionary

User (No App) 

  • Edit their dictations
  • Upload files for themself
  • Add Vocab and Dictionary

Folder

  • Folder only with no app or user login

Adding Users

Add an additional user in the cloud.dict8ion.ai desktop cloud application. It is the same process for Editors, App users and Users. To add a folder you simply name the folder and ‘add’.

1. Click on “Add user” in the left hand menu
2. Select the type of user
3. Add the users email address – this will be their user name for loging-in
4. Click the ‘ADD’ button

The new user will be sent an email and be prompted to create a password

Folders in the left hand menu

Overview

The left-hand menu in Dict8ion uses a folder system to organise content and manage user access. This system automatically creates folders for different user types and allows administrators to customise the folder structure as needed.

Default Folder Creation

Automatic Folder Assignment
Dict8ion automatically creates dedicated folders for specific user types:

App Users: Each App user receives their own personal folder upon account creation and can access only their folder when they login
Admin Users: Administrative users are automatically assigned their own folders

Folder Structure

Folders appear in the left-hand navigation menu
Each folder contains user-specific dictations, if files are accidentally assigned to the wrong folder they can be moved by selecting and re-assigning or changing the owner on the progress page

Managing Folders for Other Users

Adding Folders Through Admin Page
Administrators can create additional folders for other users:

  1. Click on “Add user” or “Account” in the left hand menu
  2. Create New Folders
    • Select the type of user
    – “User no app” – add email for the user to access their dictations or
    – “Folder”
  3. Click on “Add”

What is MFA

Multi-Factor Authentication (MFA) enhances digital security with extra layers beyond passwords, Dict8ion uses any Authenticator App (available on the App store and Google Play). This mitigates the risk of unauthorized access, making it challenging for malicious actors even if passwords are compromised. MFA is vital for compliance with data protection regulations, showcasing a commitment to robust security practices. Beyond individual account protection, it holds broader implications for regulatory compliance, risk mitigation, and the overall resilience of digital ecosystems, building trust with users and addressing global privacy efforts.

Dict8ion recommends you download and use MFA for extra patient security

Setting up MFA

image 13
image 11

1.

Follow these steps to enable MFA for an added layer of security:

  1. Access Your Profile:
    •  Select “Profile” from the menu.
  2. Enable MFA:
    • Click the “Enable” button.
    • You will be prompted to enter your password to confirm the action.
  3. Download an Authenticator App:
    • If you don’t already have an authenticator app installed, download one for free from your preferred app store (e.g., Google Authenticator or Microsoft Authenticator).
    • Set Up MFA:Follow the on-screen instructions to pair the authenticator app with your account.
  4. Complete the Setup:
    • Once set up, the authenticator app will generate a unique code.
    • Use this code whenever you log in to add an extra layer of security to your account.

TIPS FOR RECORDING 

  • Say the patient name and DOB at the beginning and the file will automatically be renamed to the name and DOB.
  • You don’t need to say ‘stop’ and new paragraph your letter will automatically be formatted.

How to use the mobile App

Once you are invited to become an App user you will be sent an email to create an account, please follow the link and create your account with your email and password.
It is important you create a new account with the email you are invited on so you are linked to your team.

Tip! Keep your dictations under 30minutes, if you have long dictations we suggest recording them in smaller sections. You may encounter issues uploading long files.

Using the mobile app

Dict8ion mobile app ready to record screen — tap to start doctor dictation on iOS and Android

Press ‘record’ to start recording your dictation

Dict8ion mobile app active recording screen — doctor dictating patient letter on iOS and Android

You can ‘pause’ and ‘resume’ your recording, once you are finished press ‘stop’

Dict8ion App screens 3 web 2

Once you have finished recording you can replay your dictation.
Press ‘send’ to send your dictation to the cloud application for transcribing, formatting and proofing for your team.

Dict8ion App screens 4 web

Click on the “list” icon in the menu to see your dictations, once they have been transcribed, formatted and renamed to the patients name and DOB you will be able to view them on the mobile app. You can’t edit on the mobile app. All sent dictation will be on the sent tab.

When you are in a black spot and have to wifi or data connection

If you are in a black spot and don’t have a wifi or data connection on your device your dictation will be saved to your phone. You will need to send this when you have reception again.

save on device
Dict8ion mobile app recordings list showing upload and share options on iOS and Android

You will need to ‘send’ the dictations saved to your phone once you have reception. Check on the “saved on device” tab for any files with a red “not sent” flag. Please click on the “upload” button to send your dictation to the cloud application. If you encounter issues uploading you can also “share” a file via your normal way.

Deleting files saved on your device

Dict8ion mobile app delete recordings screen — manage and delete sent or all audio recordings on iOS and Android

We have designed Dict8ion so no file can be lost with all recordings saved to your device. You can individually delete files by clicking on the ‘X‘ (deleted) button in each file or you can “delete all” or “delete only sent recordings“.

We recommend deleting files regularly so you don’t fill up your device!

Important Note:

If you delete the dict8ion mobile app all recordings will be lost!

Additional Support

If you require additional support please email your sales representative or use the below form.