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May 2012

Dictation Tips and Reminders

The tips and reminders below can help medical staff members successfully, efficiently and confidentially dictate reports when using the NCH Medical Dictation & Review System.

Work Type
To avoid any delays in the transcription process of a dictated medical record, please enter the correct Work Type number.

Patient Name and Number
Always remember to provide (and spell out) the patient's name and Patient Number for every dictation. The eight-digit Patient Number is uniquely assigned to each episode and differs from the medical record number. If the Patient Number is not properly documented by the physician, there may be a delay or even an inability to locate the report in a timely manner. Providing the Patient Number will ensure dictated reports are available to all users of CareLink.

Listen Access Feature
Medical staff members are encouraged to use the dictation system's Listen Access feature, which allows physicians to listen to a report immediately after it has been dictated. Follow these steps to use the Listen Access feature:

  1. Dial the Dictation System (847.618.4940 or 4940 from a hospital phone).
  2. Press "#" followed by "1" to review a report.
  3. Enter the six-digit physician ID number.
  4. Enter the report Work Type designation.
  5. Enter the eight-digit Patient Number.

The most recent dictated report will play. Additional options include:

  • To listen to earlier reports of the same work type on the same patient, press "5."
  • To listen to reports on other patients, enter "#" followed by "1" and enter the desired Work Type and Patient Number.

Benefits of Landlines Over Cell Phones
To ensure quality and patient confidentiality is not compromised, NCH advises that dictations not be done with a cell phone or in a public area.

  • Telephone landlines offer greater clarity and stronger connections. Cell phones frequently cut in and out, and static makes it difficult to hear the recorded dictation.
  • Quiet, indoor settings (like an office) are private. Dictations recorded in public places can be easily overheard by passer-bys. Also, background noises can make it difficult to hear the physician's voice during playback.

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Last Updated 2012/05/17