File management.

Make sure the recorder is not in rec pause mode. If the recorder is in rec pause mode, push stop on the front panel. Typically the recorder will time out in 10 min if left in pause mode and the screen will be blank. It will not run down the batteries if the unit is left on.

Insert cable into recorder, it will only go in one way with the arrow on plug facing up. Wait until the DSS player program activates then you may push the download button to start the download process. By default the dictation will download in the folder A. If the doctor did press the Folder/Menu button by mistake the dictation could be in folder B, C, D or E. Always check all the folders just to make sure there is no dictation residing in those folders. You may minimize this program after the download is complete.

Next, you will open Explore to rename the files. Open Explore by right clicking on the Start button and select Explore or hold down the windows key and the letter “e” at the same time. Now look for the folder named “transcription”. Once you have found this folder, open it and there will be two folders named “sent” and “message”. Open the “message” folder and go to “FolderA”. Now you will rename the files. The process for one file to rename is left click the file once to highlight the file, then right click and select rename. Name the file with the Doctors initials and dictation date, i.e. jmt 10-17-06. To rename multiple files select all files and right click, select rename. You will be allowed only one file to rename; Windows will automatically rename the rest of the highlighted files.

Upload files using CoreFTP program. Open Core and transfer the dictation files. The left pane window is your computer; right side pane window is our computer.

Once the files have been uploaded it’s best to move the file from your computer. Using Explore go to the FolderA and select all the files. Cut the files by right clicking and select cut. Now paste the files to your “sent” folder. It is best to keep a copy of the sound bytes until you receive the dictation back to your office. The sound bytes are not typically big files but you may want to delete them every other month

You now have a copy of the sound byte on our computer and one on your computer. This is the best practice before moving to the last step.

Delete the dictation on the hand held recorder. There are two ways to remove files from the recorder, 1) hit erase on the hand held or 2) connect the recorder to the cable and use the DSSplayer program to delete the files from the recorder.