Dict8ion FAQ – AI Medical Transcription & Dictation Software

What is Dict8ion?

Dict8ion is an AI-powered medical transcription and dictation platform designed specifically for specialist medical practices. It converts voice recordings into professionally formatted patient letters in minutes, allowing clinicians to dictate using their phone or favorite dictaphone while maintaining their existing workflow. The platform combines medical-grade AI transcription with human-in-the-loop review to ensure accuracy and compliance.

How does Dict8ion work?

Dict8ion works through a simple 4-step process:

Record – Dictate using the Dict8ion mobile app or upload from your preferred dictaphone
Transcribe – AI transcribes your dictation with medical accuracy
Format – The system automatically formats your content into professional patient letters
Review & Finalize – Your team can review, edit, and finalize letters within minutes

The entire process typically takes just a few minutes from dictation to formatted letter, significantly reducing turnaround time compared to traditional transcription methods.

What are the key benefits of using Dict8ion?

Dict8ion delivers several critical benefits for medical practices:

50% reduction in typing time – Cut your letter workflow time in half
Same-day letter turnaround – Review and finalize letters within minutes
Reduced after-hours admin work – Less time spent on paperwork after clinic hours
No workflow disruption – Continue using your existing dictaphone or phone
Medical-grade accuracy – Specialized in medical terminology and patient letter formatting
Team collaboration features – Priority flags, notes, and approval workflows
Automatic archiving – Files archived after 90 days with easy retrieval options

Who can use Dict8ion?

Dict8ion is designed for various healthcare professionals and practice sizes:

Specialist doctors – Consultants, physicians, and medical specialists
Medical practices – Both large practice teams and single specialists
Medical secretaries – Administrative staff who handle patient correspondence
Healthcare teams – Multi-user practices with collaborative workflows

The platform supports different user roles including Administrators, Editors, App Users, and standard Users, each with appropriate access levels and functionality.

What user types and roles are available?

Dict8ion offers four distinct user types to match your practice structure:

Administrator

Add and manage users
Create and manage folders
Edit all dictations
Access to all practice dictations
Upload files for all users
Manage vocabulary and dictionary settings
Use mobile app for direct recording

Editor

Edit and access all dictations
Upload files for all users
Manage vocabulary and dictionary
No personal folder by default

App User

Edit only their own dictations
Direct recording via mobile app
Automatic upload to desktop application
Personal vocabulary management
Own dedicated folder

User (No App)

Edit their own dictations only
Manual file uploads
Personal vocabulary management

Folder

Folder-only access without app or user login capabilities

How do I get started with Dict8ion?

Getting started with Dict8ion is straightforward:

Sign up for a free 2-week trial through the Dict8ion website
Account setup – Our team sets up your account and configures it for your practice
Add team members – Invite users via email with appropriate roles
Download the mobile app (optional) – Available on iOS App Store and Google Play
Start dictating – Begin using your phone, dictaphone, or the mobile app
Review and finalize – Access the cloud application to edit and approve letters

New users receive email invitations with account setup instructions and login credentials.

What devices and file formats are supported?

Supported Devices:

Any smartphone (iOS and Android mobile app available)
Traditional dictaphones (which you can export the supported file formats)
Computer-based recording devices (which you can export the supported file formats)

Supported File Formats:

m4a
mp3
webm
mp4
mpga
wav
mpeg

Recording Methods:

Dict8ion mobile app (automatic upload)
Direct upload to cloud application (drag and drop or browse)
Transfer from dictaphone to computer for upload

How accurate is Dict8ion’s transcription?

Dict8ion is specifically designed for medical accuracy and includes:

Medical-grade AI transcription trained on healthcare terminology
Specialized medical vocabulary including medications, procedures, and diagnoses
Custom vocabulary features – Add practice-specific terms, acronyms, and corrections
Human-in-the-loop review – Quality assurance through team review process
Automatic spell-checking for medical terminology
Context-aware formatting for professional patient letters

Users consistently report high accuracy, particularly praising the system’s ability to correctly spell complex medical terms and medications.

What is the Custom Vocabulary feature?

The Custom Vocabulary feature allows you to personalize Dict8ion for your specific practice needs:

Add New Terms:

Specialty-specific jargon and terminology
Acronyms and abbreviations
Medication names
Procedure names
Practice-specific phrases

Correct Misspellings:

Enter commonly misspelled words with correct spelling
System learns and automatically corrects future instances
Reduces manual editing time

Management Options:

Easy add, edit, and delete functionality
Accessible to all user types
Improves accuracy over time

This feature significantly improves transcription accuracy and reduces the time spent on manual corrections.

How does the mobile app work?

The Dict8ion mobile app provides seamless recording and upload functionality:

Recording Process:

Start Recording – Press the record button to begin dictation
Pause/Resume – Control recording as needed during dictation
Stop and Review – Stop recording and replay to verify content
Send – Upload directly to your practice’s cloud application

Key Features:

Priority flagging – Mark urgent dictations for your team
Automatic upload – Secure transmission to cloud application
Offline capability – Save recordings when no internet connection available
Automatic naming – Files renamed with patient name and DOB when mentioned

Connectivity:

Works with Wi-Fi and mobile data
Offline recording saves to device until connection available
Manual send option for saved recordings

What happens if I’m in an area with no internet connection?

Dict8ion handles offline situations effectively:

Automatic local saving – Recordings save to your device when offline
Upload when connected – Dictations automatically sync when connection restored
Manual upload option – Use the upload button to send saved recordings
No data loss – All recordings preserved until successfully transmitted
Visual indicators – Clear status showing saved vs. sent dictations

This ensures you can continue dictating even in areas with poor connectivity, such as hospitals or remote clinic locations.

How long does transcription and formatting take?

Dict8ion is designed for speed and efficiency:

Transcription – Usually completed within a few minutes
AI formatting – Automatic formatting applied immediately after transcription
Total processing time – Complete turnaround typically 2-5 minutes
Same-day review – Letters ready for review and finalization within minutes
Priority handling – Flagged priority dictations processed first

The system shows progress indicators so you can see when your dictation is ready for editing and review.

Can I edit and review transcriptions?

Yes, Dict8ion includes comprehensive editing and review capabilities:

Editing Features:

Full text editing capabilities
Spell-check and grammar tools
Medical terminology verification
Format adjustment options
Copy and paste functionality

Review Workflow:

Progress tracking with status icons
Team collaboration features
Doctor approval flags
Notes and communication tools
Version control

Status Indicators:

Transcribing (in progress)
Ready to proof (formatting complete)
Proofed (edited but not finalized)
Complete (finalized and ready for use)

What security and privacy measures does Dict8ion have?

Dict8ion prioritizes healthcare data security:

Medical-grade security – Designed for healthcare compliance requirements
Secure data transmission – Encrypted upload and storage
Multi-Factor Authentication (MFA) – Available for enhanced account security
No ambient listening – Only processes intentional dictations
User access controls – Role-based permissions and folder restrictions
Automatic archiving – Secure long-term storage with 90-day active period
Privacy compliance – Built for healthcare data protection standards

MFA Setup:

Compatible with standard authenticator apps
Easy setup through user profile
Recommended for all healthcare users

How much does Dict8ion cost?

Dict8ion offers flexible pricing options for different practice sizes and needs. The platform includes:

Free 2-week trial – Full access to test all features
Scalable pricing – Options for single practitioners to large practices
No setup fees – Quick implementation without upfront costs
Flexible user management – Add or remove users as needed

For specific pricing information and custom practice configurations, contact Dict8ion directly through their website contact form or speak with a sales representative.

What support and training is available?

Dict8ion provides comprehensive support for users:

Getting Started:

Email invitations with setup instructions
User guide and documentation
Dedicated customer relations manager
Free trial period for testing

Ongoing Support:

Email support at help@dict8ion.com
Dedicated sales representative contact
Issue reporting system within the application
Retry processing for technical issues

Training Resources:

Comprehensive user guide
Mobile app tutorials
Best practices for recording
Team workflow optimization tips

What makes Dict8ion different from other medical transcription services?

Dict8ion stands out in several key ways:

Designed for Medical Specialists:

Built specifically for specialist practice workflows
Medical terminology and formatting expertise
Patient letter focus rather than general transcription

No Workflow Disruption:

Continue using existing dictaphones or phones
No new systems to learn or integrate
Fits into current practice routines

Speed and Efficiency:

Minutes instead of hours or days
Same-day letter completion
Immediate access for editing and review

Team Collaboration:

Multi-user access with appropriate permissions
Priority flagging and communication tools
Approval workflows and progress tracking

Accuracy and Reliability:

Medical-grade AI with human review
Custom vocabulary for practice-specific terms
Consistent formatting and professional presentation

Can Dict8ion integrate with existing practice management systems?

While Dict8ion is designed to complement existing workflows, specific integration capabilities may vary. The platform focuses on:

Easy copy and paste – Copy completed letters for integration into other systems
Standard formats – Professional letter formatting compatible with most systems
Team workflow tools – Built-in approval and review processes
File management – Organized storage and retrieval system

For specific integration requirements with your practice management software, contact Dict8ion’s support team to discuss available options and custom solutions.

How do I contact Dict8ion for more information?

Sales and General Inquiries:

Website contact form at dict8ion.ai/contact/
Free 2-week trial signup available
Sales representative consultation

Technical Support:

Email: help@dict8ion.com
Issue reporting through the application
User guide and documentation available