Dictation templates are usually common parts of the transcription which are dictated frequently. These parts can be made into a template. This template can then be inserted into any part of the transcription at the time of dictation by the MT or MLS. ShadowScribe diction templates work conceptually the same. However they are constructed in a different manner than traditional templates.

This article walks you through the steps for creating a ShadowScribe Dictation template.

CREATING A STRUCTURED TEMPLATE WITH SECTIONS

• To build a template go to InCommand > Client Maintenance > Templates > Dictation Templates.
• Go to Client Maintenance > Templates > Dictation Templates.
• To add a new ShadowScribe template:  Click on the “Add New ShadowScribe Templateâ€� option.

This opens up the structured template editor where you create your template. To add a section, click the Add section icon using the options on the tool bar.

This opens the section Properties dialog.

This dialog lists all of the section titles for your entire MTSO. Scroll through the list or type few characters to filter your results.

If the section you want is not in the list, you must add it to your MTSO library of titles before it can be used. A quick way to get to this screen is to click on the “Edit Sections�

For more information see: Creating ShadowScribe Structured Document Templates.

Click OK to insert the section.

When finished adding sections:

• Name the template.
• Click Save
• The template name will be added to the providers template list and appear in green lettering.  The green color denotes a ShadowScribe Template v.s. a non-ShadowScribe Template.  Non-ShadowScribe templates appear with blue lettering.

The template is now ready to use by the MT or MLS.

ADDING STRUCTURED SUBSECTIONS

To add subsections follow the same steps as adding sections except use the “Add subsection icon.�

This "turns on" subsection formatting and puts the editor into subsection mode.

To add additional subsections click the "Add section" icon.

To add main sections again, subsection mode must be turned off.

Use the “Make Subsection Section� icon.

From here use the “Add Section� icon to continue adding main sections.

MOVING SECTIONS AND SUBSECTIONS AROUND

To move sections and/or subsections use the move icons from the tool bar. In the example below the “Heart� subsection was moved below the HEENT subsection.

REMOVING SECTIONS AND SUBSECTIONS

To remove a section place the edit cursor in the section to remove and use either the Remove Section or the Remove Section and Contents from the tool bar.

Remove Section: converts the section title into plain text, where it can be deleted. Notice the “General� is transformed into text in the “After Removal� screenshot.

From here the text can be edited or deleted.

Remove Section and Contents: removes the entire section and any content in that section.

Note: when removing a main section with subsections attached, the main section and all subsections will be removed.

EDITING AN EXSTING SECTION OR SUBSECTION TITLE

To edit an existing section title, place the edit cursor in the content box of the title you want to change and click the “Edit Section Properties� icon.

MAKE SUBSECTION A SECTION AND MAKE SECTION A SUBSECTION

These two tool bar functions will convert sections into subsections or subsections into sections

To convert a section into a subsection, place the edit cursor into the section to convert and click the “Make Section Subsection� icon.

To convert a subsection into a section, place the edit cursor into the section to convert and click the “Make Subsection a Section� icon.

CREATING A TEMPLATE WITH NO SECTION TITLE

This template is used when you need to insert a template that has a few sentences of text or maybe a few paragraphs and the text is not tied to a specific title.

To create this template, click the “Add New ShadowScribe Template�. The editor will load with a blank content box, where you will add the text for the template.

Note: Do not add specific titles in a single content box.  

The system will treat the titles as regular content and will not format them properly. This can also cause issues with the recognition. If you have this type of template then you should add the sections following the instructions in the CREATING A STRUCTURED TEMPLATE WITH SECTIONS part of this document.1

EDIT TEMPLATE

Select the template you want to edit and Click “Edit Template�. Make any changes to the sections and/or subsections and click save.

COPY TEMPLATE

This is handy when you want to use an existing template but make changes to it to fit the requirements of another user. To Copy, select the template to copy, click the “Copy Template� select the target users and click save. Use the CTRL Key to select multiple users.

DELETE TEMPLATE

To delete an entire ShadowScribe Template, click the “Delete Template� link.

USING DICTATION TEMPLATES

Dictation templates are used to increase productivity for both the clinician and the MT/MLS. With ShadowScribe this is also true. When a clinician speaks to “insert my X template�, and then dictates corrections, the MT/MLS is responsible for pulling in the template, making the dictated corrections, and then removing the actual voice recognized corrections. While there may be some productivity loss during this process, that loss is offset by the rest of the voice recognized draft. However, when a template consists of more than 70% of the draft and is used frequently, the productivity loss will be much greater as there is less voice recognized text to offset the process of inserting and making corrections to the template. In this situation the benefits of using that template to increase dictator productivity should be weighed against the loss in MT/MLS productivity. Another consideration is the speech engine will be getting only a small amount of text that is actually spoken which may impact draft quality over time. If you have a dictator like this, they might be a better candidate for Qualified Text instead of voice recognition.

PARTIAL TEMPLATE LEARNING

When a template is inserted and edited on a consistent basis, the system may, overtime, learn to insert part or all of the template as part of the recognition. If this occurs the template should be reviewed for accuracy as it may not be correct. Note: if this happens the template will NOT appear as a structured template. It will appear as plain text and will need to be edited into the structured form.

QUALIFIED TEXT

Similar to traditional templates, all section and subsection titles will be marked as QT. Unlike traditional templates, text does not have be specifically marked as QT when creating the template. The system will automatically mark any titles and content as QT.

When used in InScribe the MT/MLS will only see the content of the titles appear in yellow. Even though the titles will not appear in yellow they will still be marked as QT.

If paying the MT/MLS a different rate, the “Enable Payment for Qualified Text� box must be checked and a rate set under the Payment Options in the MT/MLS setup in InCommand.

If charging the client a different rate, QT, “Enable Qualified Text� box must be checked and a rate set under the Edit Relationship Options in InCommand.