Arrhythmia Consultants of Connecticut, LLC

Instructions for Dictations

1. Manchester
2. UCONN/JDH
3. Middlesex Hospital
4. New Middlesex Hospital instructions

UCONN/JDH Dictation Instructions

The access number is extension 3003 when in-house at JDH, and 679-3003 when off-campus.

You will need your provider number, also called your Physician ID. If you do not have one, call extension 1686, 8379, or 2131 to obtain it.

After keying in all the required information (physician ID, letterhead code, work type, medical record number) you will be given a job confirmation number. You should write this down in case of "system issues." I have no idea how this will help if they lose your dictation, however.

We will use the John Dempsey Hospital letterhead code, which is "99".

We use the Cardiology Associates work types, as follows:

Progress Note:

53

Letter:

54

Device Clinic:

87 (used both for device information and as a letter to referring physicians)

Electrophysiology Report:

88

Discharge Summary:

1 (for medical patients; I assume we will NOT be dictating discharge summaries, btw)

Instructions for accessing/using the dictation system:

You can use the system either with "Standard Dictation Instructions" or with the instructions bypassed. Here are the dialogs followed in each case. Note that a "9" is used each place where you would key in a single digit on the telephone, so a letterhead code of "999" means to key in a three digit letterhead code. The "#" means to key in the number sign on the keypad.

Standard Dictation Instructions	Bypass Dictation Instructions
“Please enter your physician ID followed by the # key.” 9999 # "Please enter the letterhead code followed by the # key.” 999 # (example 99#) “Letterhead code accepted. Press 1 to continue.” 1 “Please enter the WT followed by the # sign.” 99 # “Please enter the MRN followed by the # sign.” 999999999 # “Job Number is -------”. “Begin dictating after the tone.”	“Please enter your physician ID followed by the # key.” 9999 # # “Please enter the WT followed by the # sign.” 99 # “Please enter the MRN followed by the # sign.” 999999999 # “Job Number is -------”. “Begin dictating after the tone.”
If only one letterhead code is being utilized for the day, the “letterhead code” and the “press 1 to continue” steps may be bypassed. This should only be used after the first dictation for the day is completed using the standard dictation instructions listed above. If the letterhead code changes throughout the day, you should not utilize the below instructions as the dictations will be incorrect.

Features Available During Dictation:

• If the Letterhead code or Work type is entered incorrectly, it may be changed prior to entering the MRN by pressing * 1 and reentering the information.
• The playing of the Job Number may be bypassed by pressing 2 to begin dictation after entering the MRN followed by the # key.
• Pressing # 5 allows the MRN to be listened to again or to be changed. To listen, press 1 or to change, press 2. After the MRN is either listened to or changed, the dictation is paused at the last point of recording.
• Pressing * once marks a report STAT. Pressing * again clears the STAT.
• Pressing # 6 replays the Job Number.
• Pressing 1 puts the dictation into pause mode. Anytime repetitive beeps are heard it indicates the job is in pause mode.
• To listen to the current dictation after rewinding or fast forwarding, press 0.
• There are 3 different levels of rewind: 3 for short rewind; 6 for 5 sec rewind; 77 for rewind to the beginning.
• There are 2 different levels of fast forward: 6 for 5 sec fast fwd; 44 for fast fwd to the end.
• If Help/Settings Mode is accessed by accident during the dictation, press the * key to return to the dictation which will be in pause mode.
• To disconnect or dictate another report, press 5.

Middlesex Hospital Dictation Instructions

These are the new instructions for the system that was put in place during February, 2008. Transcription can be reached at 344-6236 for questions/problems.

• From a hospital dictation station:
  1. Lift the handset to turn the Station on.
  2. Press the "Access System" button.
  3. Enter your 5-digit user ID number.
  4. Press the Work Type button.
  5. Enter the 6-digit Medical Record number.
  6. Controls:
     • Press the "D" button on the handset to Dictate.
     • Press the "R" button on the handset to Rewind.
     • Press the "L" button on the handset to Listen.
     • To prioritize a report, press the pound (#) 9 keys
  7. To End the Report & Start another, press the "Next Report"  button and repeat from step 4.
  8. To disconnect, hang-up the Microphone on the Cradle
• From a regular telephone:
  1. Dial extension 6020 (from inside the hospital) or 860-344-6020 from outside the hospital and follow the prompts:
  2. When prompted, enter your 5-digit ID Number.
  3. Enter the 2-digit Work Type.
  4. Enter the 6-digit Medical Record Number.
  5. Begin dictating after you hear a beep.
  6. To Prioritize a report, press the pound (#) 9 keys.
  7. Keypad functions:

     1	listen
     2	dictate
     3	reverse
     4	pause
     5	multiple reports
     6	insert
     7	forward
     8	beginning
     9	disconnect

Work Types
01	h&p
02	inpt op note
03	outpt op note
04	consult
05	d/c summary
09	radiology

 

To review reports:

• Hospital Dictation Station:
  1. Lift the handset to turn the Station on.
  2. Press the "Access System" button.
  3. Enter your 5-digit user ID number.
  4. Press the "Review" button.
  5. Press 2 to Review reports by User ID number.
  6. Press 3 to Review reports by Medical Record number.
  7. Wait for the report.
  8. Press the "Next Report" key for multiple reports of the same Patient – or:
  9. To return to Dictation, press the "Dictate" button on the Station, or:
  10. To disconnect, hang-up the Microphone on the Cradle.
• From a regular telephone:
  When prompted, enter your 5-digit ID Number.
  1. Press the Star key ( * ) once to access menu.
  2. Press 2 on the keypad to review reports.
  3. You will hear options, make the choice below.
  4. Press 2 to review by reports by Physician User ID.
  5. Press 3 to Review reports by Medical Record number.
  6. Wait for the report.
  7. Use the keypad numbers for the corresponding functions.
  8. Press the "5" key for multiple reports of the same Patient – or:
  9. To disconnect, Press the Number 9 on the keypad.
• To review RADIOLOGY reports or reports dictated PRIOR to 2/22/2005:
  1. Dial phone number: 860-344-6051 to access system.
  2. Listen to the prompt, and then press the pound key (#), followed by 1.
  3. Enter your 5-digit ID number.
  4. Press 1 to Review reports by Medical Record number, then enter the 6-digit MR#.
  5. Press 2 to Review the results for the patient you referred, then enter the 5-digit ordering physician number.
  6. Press 5 for another report at the end, or, press 9 to disconnect.

New Middlesex Dictation Instructions

1. Dial 6020 within the hospital or 1-866-954-7164 outside the hospital
2. Enter your 5 digit physician ID
3. Enter the 2 digit workcode:

   01 History & Physical	17 Exercise Stress Test
   02 Operative Report	18 Holter Monitor
   03 Radiation Oncology	19 Wound Care Followup
   04 Consultation	20 MED Visit
   05 Discharge Summary	21 Psychotherapy
   06 Chemotherapy Note	22 Evaluation
   08 Pulmonary Function	23 Misc
   09 Wound Care	24 Sleep Study
   10 Emergency Department	25 Electromyography
   11 ED Priority/Followup	26 Electroencephalograph
   12 ED Patient Care Plan	27 Palliative Hospice Note
   13 Echocardiogram	29 Behavoiral Health OP DS
   14 TEE	51 Priority History & Physical
   15 Dobutamine Stress	55 Priority Discharge Summary
   16 Cardiac Cath	60 Coding Query

4. Enter the 8 digit account number
5. Begin dictating after the tone
6. Use the following keypad functions during dictation:

   1  Listen

   2  Dictate

   3  Rewind

   4  Pause

   5  End report, being new report

   6  Fast foward to end

   7  Fast Forward

   8  Rewind to beginning

   9  Disconnect

For assistance, dial 860-358-6236 or MedQuist Support at 1-888-342-8283.

Manchester Hospital