Visual Job Overview

The visual workflow management and job overview enables you to organize and plan your workload more efficiently. Thanks to visual workflow management the transcription of priority documents in your preferred order is managed as straightforward as possible. Multiple sort/filter options allow an individual organization of files.

New Job Alarm

The alarm sound notifies the recipient of new jobs coming in, in order to allow an immediate start of the transcription.

Access to Job Information

Relevant data such as length, author name, keywords and priority status are accessible throughout the entire transcription process by means of a dictation properties display.

Worklist / Workflow

Due to the familiar folder view, which is similar to Windows Explorer, the time needed to get accustomed to SpeechExec Pro can be kept to a minimum. A configurable worklist enables the user to sort, hide and show columns, etc., while the job status indicator shows whether a dictation is pending, in progress or finished.

Attach a Document

SpeechExec Pro Transcribe offers the capability to attach a document directly to a dictation. This supports document archiving and retrieval.

Versatile Player

Various features, as for instance a graphical position indicator, an audio volume meter and audible scan function facilitate the transcription process. Speed control, DSS Pro / DSS / WAV / WMA / MP3 playback and automatic backspace provide first-class reproduction of your dictations.

Automatic File Transfer and Updates

Dictation files are transferred automatically using the network, email or FTP. Automatic updates via internet as well as the possibility to define default settings provide highly convenient administration.

Digital Speech Standard (.dss)

The .dss file format is the international standard for professional speech processing. Offering outstanding audio quality for recorded voice, .dss files allow a high compression rate, reduce file size, network traffic and required storage capacity. The format also allows additional information, such as client/patient name, document type to be stored in the file header, further facilitating file organization.

Lightweight Design of Earphones

The durable, lightweight quality enhances comfort for extended wearing.

Under Chin Style

Designed for n under-the-chin fit for better comfort.

3 Meter / 10-Foot Cable

The 3 meter / 10-foot cable gives you the freedom to move around your work area without having to remove your headset.

Ergonomically Designed Foot Control

The new Foot Control was developed in close cooperation with hospital ergonomists and professional end user in order to guarantee a smooth transcription process with minimal physical strain.

Configurable to Individual Needs

The pedal functions of the Foot Control can easily be adopted to one's personal preferences.

Rees Electronics - 2140 Westwood Blvd, #224, Los Angeles, CA 90025
Tel: 310.475.0859
www.ReesElectronics.com

Law firms rely heavily on expensive paralegals, legal secretaries, or outside services to transcribe the many documents required for legal proceedings - client memos, contracts, motions, briefs, discovery and deposition summaries, and more. There are essentially two approaches to document creation in place today, and as case volumes and administrative costs continue to grow, each approach presents a unique set of drawbacks:

Third-party Transcription: A lawyer dictates into a telephone or digital recorder, and the audio is sent to an outside transcriptionist; alternatively, the recording may be sent to an in-house transcriptionist, secretary or legal assistant. Outsourced transcription is simply too expensive and time consuming, slowing down proceedings, impacting client satisfaction, and cutting into profits. Although in-house transcription may be more cost-efficient than outsourced efforts, there is still a lengthy and unproductive back-and-forth of review cycles with support staff.

Direct Input: The lawyer types the information himself. Some individuals can't type, or prefer not to, either because they are untrained as typists, have a disability, or wish to prevent the development of a repetitive stress injury. Firms and corporate departments with limited staff require attorneys to create their own accurate documents under tight deadlines. This may even b the case when an in-house transcription process is in place since many attorneys work late into the night long after support staff has gone home.

Rees Electronics - 2140 Westwood Blvd, #224, Los Angeles, CA 90025
Tel: 310.475.0859
www.ReesElectronics.com

The touch typing chart on succeeding page is designed to aid the beginner to learn properly the modern method of typing by touch. Proper posture is a prerequisite of good typing. Sit erect with your feet placed flat on the floor. Sloppiness means bad typing leading to the straying of your finger from the HOME KEYS: a, s, d, f for the left hand and:;, l, k, j, for the right hand.

Learn to type by looking at the copy only without looking at the keys… a bad habit will form unless you restrain yourself from constantly peeking at the keys.

Be sure to strike the letters with the finger as indicated on the chart. From the HOME KEYS, you can strike any key without straying away from the HOME KEYS as long as you strike with the proper finger.

Strike crisply and accurately. Once the position of the keys are firmly set in mind, then strive for speed. Constant practice and following the rules will develop speed and typing will become a pleasure and not a task.

LESSON 1 – PRACTICE MAKES PERFECT

LESSON 2

LESSON 3

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Do not let error discourage you. Strive as you practice to lessen the errors. The real question is: are you improving day by day?

Rees Electronics - 2140 Westwood Blvd, #224, Los Angeles, CA 90025
Tel: 310.475.0859
www.ReesElectronics.com

A large firm specializing in business and litigation law that employs more than 100 lawyers, Blaney McMurtry had been using a tape-based dictation system for years. However, the system was no longer able to adequately meet the firm’s needs. For example, workflow was frequently interrupted when units broke down and had to be sent out for repairs. In addition, there wasn’t a convenient way to reassign dictation if lawyer’s assistant was out of the office due to illness or vacation.

Blaney McMurtry had made plans to implement work sharing to help reduce overhead costs and minimize the need for temporary help. To ensure a successful transition, however, the practice needed a more efficient way to manage the dictation process – one that would not only streamline workflow for lawyers but also increase productivity for assistants.

“Work sharing enables more employees to work outside the office, so we needed a method for easily and securely transferring files remotely among lawyers and administrative staff,” says Roula Vessio, Information Service Supervisor at Blaney McMurtry. “It was also important that the system provide transparency across all dictation.”

THE SOLUTION

To address these concerns, Blaney McMurtry contacted its equipment supplier, Dye & Durham, to learn about available options. Dye & Durham suggested that the firm consider the Philips SpeechExec digital dictation system. After careful evaluation of the system to ensure it could meet the practice’s near-term and longer range goals, Blaney McMurtry decided to implement the standalone version – SpeechExec Pro. Philips support staff worked closely with the firm to customize the system so dictation files could be transferred to the firm’s network, which would allow assistants to work from shared network folders.

While the standalone system served its needs for several years, Blaney McMurtry’s IT department faced some maintenance and support challenges since lawyers and their assistants were using multiple version of the recorders and software. It was also somewhat challenging to keep up with the various software upgrades. So, in 2007, firm leadership decided it was time to move to the Philips SpeechExec Enterprise system.

Blaney McMurtry commenced a pilot on the system in December 2007. In an effort to minimize disruption of workflow, the firm included just five employees in the pilot.

“By rolling out the new system to only a few employees, we were able to resolve any potential issues before deploying the technology on a larger scale,” says Vessio.

THE RESULT

Lawyers and their assistants immediately benefited from the transition to the enterprise system. For example, lawyers had previously depended on outdated rewind and fast forward features to review dictation. They had to insert additional case information or notes at the end of the tape and then rely on their assistants to place that information in the proper location during transcription. This process was time-consuming and prone to errors.

In contrast, the digital system’s intuitive smart button menus enable lawyers to easily access specific section of a document, hit the “insert” button and add new text.

“The insert feature has been invaluable,” says Vessio. “Lawyers don’t have to worry about the accidental overwriting of previous dictation, and assistants are more efficient since they no longer have to cut and paste dictation into the middle of a document.”

Likewise, the enhanced audio clarity of the digital recorders means assistants spend less time rewinding and reviewing the dictation to ensure they captured the information correctly – resulting in more accurate transcription and increased productivity.

“While the new handheld units required a slight learning curve, our employees quickly adjusted to the new technology and really appreciate the smaller, sleeker design and improved voice quality,” says Vessio.

Transcription turnaround time has also improved. When setting up the system, Blaney McMurtry’s IT department programmed the recorders to automatically direct each lawyer’s dictation into a folder located on the firm’s file server. This ensures that once dictation has been uploaded, a lawyer’s assistant is immediately notified of incoming work – significantly reducing dictation lag time. In addition, before uploading files, a lawyer can mark selected items as urgent. When pending dictation appear on the assistant’s screen, files requiring immediate attention are indicated by a red flag so the assistant can quickly identify priorities and make necessary workflow adjustments.

The Philips SpeechExec Enterprise system’s online capabilities make it easy for assistants to share workloads and route overflow dictation to their colleagues as priorities shift throughout the day or week. Lawyers like the fact that they can check the status of dictation files and review drafts from any location – a feature that especially valuable to those lawyers who frequently travel or work outside of the office. Both assistants and lawyers also appreciate the system’s voicemail transcription capability, which enables voicemail messages from a lawyer or client to be exported to a WAV file and then placed in a dictation directory where they can be quickly accessed for transcription.

In addition, the IT department has experienced a number of advantages since implementing the enterprise version of the Philips system.

IT support requirements have been reduced and system manageability has improved dramatically. Also, workflow has been streamlined because the firm can set up new users, and handle maintenance and support functions directly from the network rather than having to go to the individual desktop.

In the future, Blaney McMurtry plans to implement additional system features, including a Web module that allows lawyers to upload dictation from any location securely via the Internet, and a phone feature that allows them to transfer dictation files from the handheld dictation device by dialing a designated phone number.

“Since implementing the Philips SpeechExec Enterprise system, we have been able to simplify dictation processes and improve operational efficiencies,” says Vessio. “Because everyone is now using the same system, work sharing has increased and employees are more empowered, more productive and more satisfied than ever before – a winning situation for all.”

Rees Electronics - 2140 Westwood Blvd, #224, Los Angeles, CA 90025
Tel: 310.475.0859
www.ReesElectronics.com