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| Word | Description |
| Additional Authenticator | An Additional Authenticator may be required to co-sign on certain documents or for certain dictating clinicians. For example in a teaching hospital, a resident may have to obtain an additional signature from an attending clinician. |
| Administrator | An Administrator is an individual who is responsible for configuring and maintaining a system. For example an IT administrator oversees the operation of the network and the computers that are using it. EMDAT and Transcription Companies also use administrators to create and monitor the work flow of Medical Transcriptions. See Also: IT Department |
| AnyModal | Third party text editor used to create and edit Voice Recognition transcriptions from M*Modal Inc. |
| Associate | Any individual OR organization, who can receive a CARBON COPY of a transcription. |
| Attending | An Attending Clinician is a physician who has completed residency and practices medicine in a clinic or hospital. See also: Resident, Dictating Clinician. |
| Attestation Template | If a document requires an ADDITIONAL AUTHENTICATOR then that clinician has the option of appending text to the end of the document to clarify any errors or his agreement with the document. For example an attending clinician may want to append the following to his residents work, "I have read and agree with the above document except [as dictated]" |
| Authenticator | A dictating clinician who has the rights to either ELECTRONICALLY or MANUELY Sign a document. Once a document has been authenticated, it cannot be modified and still remain a legally binding document without being re-authenticated. |
| AutoFax | A process by which Clinicians may elect to have a Facsimile automatically generated and sent to select Associates when triggered. For example: Dr. Demo may elect to have his Clinical Notes AUTOFAXED to his ASSOCIATE after he signs them. |
| AutoText | A feature included in many word processing programs that allows a user to type in text that will auto expand into a text string. For example a typist may type in "ty" which would then expand into "Thank You." |
| Batch Files | Data transmitted from one server or computer to another in bunches or groups at specific intervals are sent in "Batch." See Also: Real Time Communication |
| Carbon Copy | A duplicate of an original document sent to an ASSOCIATE via REFERRAL FOLDER, mail, or AUTO FAX. Carbon Copies will typically have a WATERMARK. |
| Client | A hospital, clinic, or other healthcare providing facility that DICTATING CLINICIANS are a member of and who utilize EMDAT software to process their dictations. |
| CSV | A common file type to transmit information from one DATABASE to another. Acronym: Comma Separated Values |
| Database | A database is a type of server used to store and archive large amounts of data. An EMR would be an example of a database. EMDAT also has databases that it uses to store sound files and archive client transcriptions. |
| Date Delivered | This is the date the completed transcription is delivered to the Client, either from the MT or from QA, and is available for viewing in InQuiry. See also: Date Transcribed, Date Dictated, Date Received. |
| Date Dictated | This is the date and time that the Dictating Clinician started to record his audio file. This value is determined by the InTouch system or by the time on the Digital Recorder. See Also: Date Delivered, Date Received, Date Transcribed. |
| Date Received | This is the Date and time that the Transcription Company receives the audio file to be transcribed. TAT starts at this time. See also: Date Transcribed, Date Dictated, Date Received |
| Date Transcribed | This is the date and time that the MT finishes transcribing the document. After the typist completes the job, it may be delivered or selected for QA. See also: Date Dictated, Date Delivered, Date Received. |
| Department | A logical division of a Location. Departments can have different locations, headers, and billing modifiers. See Also: Location |
| Dictating Clinician | Dictating Clinicians are users who have permission to record and upload audio files to the EMDAT server using INSYNC or INTOUCH to be transcribed. See Also: User |
| Dictation Status Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. By default, all USERS have access to the Dictation Status Folder. USERS will see the dictations that have not been transcribed. See Also: Proxy Based Access; Proxy |
| Dictation Template | Dictation Templates are created by DICTATING CLINICIANS to be inserted within the bodies of their transcribed documents. They are inserted by the MT listening to the transcription. For example, Dr. Demo may dictate, "Please insert NORMAL for Leg Contusion." At that point the MT would access the dictation template from the drop down menu which would insert the text for Leg Contusion, and then continue transcribing the rest of the dictation. AKA: Normals. |
| Digital Recorder | Similar in function and appearance to a Dictaphone or Micro-Cassette Recorder, a digital recorder uses flash, or solid state memory to record a voice instead of an analog based magnetic tape or cassette. |
| Document | Any kind of text or image based file is considered a document, including transcriptions. |
| Document Template | CLIENTs or Transcription Companies generate a predefined document layout that defines the appearance and fields of information printed on the final transcribed document. CLIENTS, LOCATIONS, and individual Clinicians may have several and unique Document Templates. E.g.: Clinic Note, Patient Letter, and Outpatient Exam. Document Template names in the EMDAT system are limited to 8 characters. The previous examples may be named in the system: CLINNOTE, PLTTR, and OPEXAM. AKA: Document Type, Work Type |
| Document Type | See: Document Template |
| Download | Actions performed by a computer to pull information through the internet from a server. For example, INSCRIBE downloads audio files from the EMDAT server. Additionally it is common use to describe a computer downloading files from a DIGITAL RECORDER. See Also: Upload |
| Electronic Signature | Within the EMDAT scope of reference a DICTATING CLINICIAN can elect to electronically sign documents in the PRELIMINARY FOLDER that she approves of. This places an image of the clinician's signature within the document that can be printed out and filed as the original, or stored in the EMR. See Also: Manual Signature |
| EMR | A DATABASE where a medical facility electronically stores its medical records. Acronym: Electronic Medical Record |
| ETrain | A series of mock transcriptions that can be accessed using the INSCRIBE program designed to initiate a new MT into the basics of using the INSCRIBE program. |
| Final 2 Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted using PROXY BASED or LOCATION BASED permissions. Additional access restrictions can be made by DOCUMENT TYPE and USER. See Also Final Folder |
| Final Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted using PROXY BASED or LOCATION BASED permissions. Additional access restrictions can be made by DOCUMENT TYPE and USER. See Also: Final 2 Folder |
| Firewall | Firewalls can be either Hardware or Software based and are designed to restrict access to certain PORTs. These devices and programs are designed to provide security to networks from attacks originating from outside the network. |
| Foot Pedal | A USB, PS/2, or Serial connected device that simulates keystrokes and is manipulated using the feet. Foot Pedals are commonly used by MTs while transcribing a document. Within the EMDAT software INSCRIBE, Foot Pedals can be configured to perform a variety of functions including play, pause, fast forward, and rewind. |
| Group Based Permissions | See Also: User Based Permissions; A group is a logical segregation of USERS so that permissions and settings can be administered easily. For example, an Admin group might be given permission to have access to all options, but members of the Cardiology group would only be given access to resources that they needed. For example, The "Dictating" user group might be given permission to INVALIDATE transcriptions, but this permission could be withheld from the "Non-Dictating" user group. Group settings are administered through the InCommand application. |
| HL/7 | The standard for sending REAL TIME COMMUNICATION between facilities sharing medical information is called HL/7. It is the most common method of sending information from Medical facilities, to EMDAT and back to EMRs through SHADOWLINK. Visit www.hl7.org for more information. Acronym: Health Level 7 |
| InCommand | The software program used by Transcription Companies to monitor and administrate their CLIENTs. Billing, Client workflow, ASSOCIATES, PERMISSIONS, and other features are available for change using INCOMMAND. Administrators are the only users to have access to INCOMMAND functionality. |
| InQuiry | Clinicians and Staff Members can view, edit, and process transcribed documents. Not all users can view all documents and access can be assigned using either Proxy based or Location Based Permissions. |
| InScribe | The program created by EMDAT and used by MTs to download, play, and transcribe electronic sound files. The document bodies created using inscribe are then uploaded and inserted in to various TEMPLATEs which creates a final transcribed document. |
| Insync | An EMDAT application used to UPLOAD audio files from a DIGITAL RECORDER or from a specific folder location on a computer's Hard Disk Drive. INSYNC will also capture the users LOCATION and other settings in its configuration. INSYNC will capture the DOCUMENT TEMPLATE from the Digital recorder itself after INSYNC has formatted it for use with EMDAT type. |
| Invalidate | Specified USERs have the ability to remove DOCUMENTs from the workflow by invalidating them. This does not permanently delete the document. Invalidated files can be returned to the workflow by an administrator. |
| IS Department | Acronym: Information Systems Department; See: IT Department |
| IT Department | Individuals who are members of the IT department are STAFF MEMBERS of the hospital, clinic, or TRANCO who are responsible for maintaining the computer and network infrastructure of their organization. When configuring, installing, or using EMDAT software the assistance of the IT department may be required depending on the security features they have enabled. Acronym: Information Technology Department |
| Location | A location is a Logical division of a CLIENT's Clinicians and staff members into smaller more easily managed groups. Locations can be based on physical site, type of work being done, department, or almost any custom differentiator the client wishes to use. For example a client may want to differentiate between clinics on the west and east side of town or between Cardiology, Neurology, and General Practive Physicians. Locations can also be used to create different WORKFLOWs for doctors who use ELECTRONIC SIGNATUREs and those who prefer to use a MANUAL SIGNATURE. See Also: Department |
| Location Based Access | Users are denied or give access to different folders based on their location. Location based access is far less restrictive than Proxy Based Access, but easier to configure. Some folders cannot be administered using Location Based access such as the PRELIMINARY FOLDER. See Also, Proxy Based Permissions |
| M*Modal | The software company, or the software EMDAT uses to power the Voice Recognition system that translates a doctors voice dictation into a text document. |
| Manual Signature | A clinician signing the physical transcription with pen and paper is a manual signature. See Also: Electronic Signature |
| Marked for Review 2 Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted using PROXY BASED, LOCATION BASED permissions. Additional access restrictions can be made by DOCUMENT TYPE and USER. Documents in this folder have been delivered by the TRANCO and can be edited for accuracy. See Also: Marked for Review Folder |
| Marked for Review Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted using PROXY BASED, LOCATION BASED permissions. Additional access restrictions can be made by DOCUMENT TYPE and USER. Documents in this folder have been delivered by the TRANCO and can be edited for accuracy. See Also: Marked for Review 2 Folder |
| MP3 | A digital audio encoding format. Acronym: MPEG-1 Audio Layer 3 |
| MT | Typists who convert medical dictations to typewritten documents. Acronym: Medical Transcriptionist |
| MultiModal | The software company, or the software EMDAT uses to power the Voice Recognition system that translates a doctors voice dictation into a text document. |
| Non-Dictating Clinician | NON-DICTATING CLINICIAN: Non-Dictating Clinicians are healthcare providers who do not have permission to record dictations and upload them, but who are involved in the WORKFLOW of the dictation and transcription process. For example, an RN may first review and edit transcribed documents before forwarding them to the DICTATING CLINICIAN. See Also: User |
| Normals | See: Dictation Template |
| Pixels | Are generally considered the smallest component of digital image. The size of an image is expressed as a pair of numbers. For example VGA resolution which is common for computer monitors is 640 x 480 pixels. This means that the image of the monitor contains 307,000 individual pixels. Or another way of expressing this value is ".3 mega-pixels." |
| Pool | Pools are a way of grouping and routing dictation files to the proper Medical Transcriptionists. There are 3 types of Pools including DICTATING USER POOLS, DOCUMENT TYPE POOLS, and TRANSCRIPTIONIST POOLS. |
| Port | 1. A port is part of the logical address by which internet traffic is routed to the correct locations. Firewalls and Routers have the ability to restrict or allow access to certain ports. For example, all internet traffic is communicated across fixed port 80. If you do not have access to www.emdat.com or any other website your firewall may be configured to stop all traffic associated with port 80. EMDAT software uses ports 42001, 42002, 42003, and 42004 to communicate. 2. Any physical connection socket on a computer is also commonly referred to as a port. For example, ethernet, USB, and Serial connections are all considered ports. |
| Preliminary Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted by USER BASED and PROXY BASED permissions. Additional access restrictions can be made by DOCUMENT TYPE. Documents in this folder can be edited for accuracy. AUTHENTICATORs are the primary USERS of this folder and can ELECTRONICALLY SIGN their documents here. |
| Print Template | The highest level template dictates how the margins, headers, and other features universal to all documents created and displayed within EMDAT software. Print Templates can vary by CLIENT and LOCATION. Document Templates are placed within Print Templates. Dictation and Attestation templates are both placed within Document Templates. |
| Proxy | A proxy is a user which acts on behalf of another user. For example, a RN may be assigned as a proxy to a M.D. for the purpose of editing transcriptions before they are signed. See Also: Proxy Based Access |
| Proxy Based Access | When one user is given proxy permissions for another user then he is able to execute actions on behalf of that user. Proxy based access come in five levels from most restrictive to least: No Access, Proxy Rights (View), Edit Header Only, Edit, and Complete. Complete proxy rights allow the user to perform all actions, including the ability to move the transcription further through the workflow, and in some folders to authenticate via ELECTRONIC SIGNATURE. Certain Folders, including the PRELIMINARY FOLDER can only be administrated using Proxy Based Access. See Also: Proxy, Location Based Access |
| PS/2 | The PS/2 connector is used to connect keyboards and mice to a PC compatible computer. Some FOOT PEDALs may also use a PS/2 connection. The name was derived from the IBM Personal System/2 series of personal computers introduced in 1987. |
| Real Time Communication | REAL TIME COMMUNICATION: Real Time communication occurs when information is communicated between servers as events trigger that communication. This is opposed to BATCH communication which waits for specified time intervals before sending data. For example, a real time communication could be sent if saving a new appointment into an appointment scheduler was a triggered event. The most common format for sending Real Time communications in the medical field is HL/7 |
| Referral Folder | This folder is part of the INQUIRY WORKFLOW and can be custom named for different CLIENTS. This folder can be disabled. Access to this folder can be granted by USER BASED and PROXY BASED permissions. Access to this folder grants the USER the right to view based upon their PROXY rights. They will only see transcriptions in the Referral Folder that are for ASSOCIATE users (users who have been CARBON COPIED) they have proxy to. |
| Resident | A Resident Clinician is a physician who has received a degree in medicine and practices under the supervision of a fully licensed Attending clinician. Residency is a stage of Graduate medical training. See Also: Attending, Dictating Clinician. |
| Search All | This tab is part of the INQUIRY application and can be custom named for different CLIENTS. This tab can be disabled. It is used to find documents currently in the workflow and that are completed and archived. Access to Search All can be granted by GROUP or USER PERMISSIONS and can be limited by PROXY and if the document has been Authenticated or not. |
| Serial Port | A serial port is a physical interface that is used to connect peripheral devices. Some FOOT PEDALs may still connect to a computer using a serial connection. This technology is largely out of date and has been replaced by USB. Today, many computers are manufactured without serial ports. |
| Shadowlink | Is part of the Application Suite EMDAT has created and facilitates the interfacing of multiple applications who are sharing the same data, but that communicate in different ways. SHADOWLINK is capable of processing data using BATCH FILES or communicating in REAL TIME using HL/7. |
| Staff Member | Members of a hospital or healthcare organization who does not directly provide medical care are considered staff members. For example: IT personnel, administrators, and MTs. See Also: User |
| TAT | TAT: Is used by TRANCOs and CLIENTs to see if documents are being transcribed and returned to the CLIENT in an acceptable amount of time. The default acceptable TAT is 24 hours and can be modified by hours of operation and holidays. Acronym: Turn Around Time |
| Template | A pre-developed page layout in electronic or paper media used to create new pages from the same design, pattern, or style. See Also: Print Template, Dictation Template, Attestation Template, Document Template |
| TID | Acronym: Transcription IDentification number |
| TIDs | Acronym: Transcription IDentification numbers |
| Tranco | Abbreviation: Transcription Company |
| Transcription Company | A company that specializes in receiving audio files and converting them to text documents by typists. See Also: TRANCO, MT |
| Upload | Actions performed by a computer to send information through the internet to a server. For example, INSYNC uploads audio files to the EMDAT server. See Also: Download |
| USB | A type of connection on a computer used to attach a peripheral device such as a keyboard, mouse, printer or FOOT PEDAL. Acronym: Universal Serial Bus |
| User | A user is any individual who has access in whole or in part to the EMDAT application suite. See Also: Authenticator, Dictating Clinician, Non-Dictating Clinician, Staff Member, IT Department |
| User Based Permissions | USER BASED PERMISSIONS: User Permissions grant access to the same features and options of the INQUIRY application as Group Based Permissions. However they pertain to one specific user as opposed to a collection of users. User Permissions override Group Permissions such that a user who is a member of a group denied a feature could be granted access individually. Likewise a user who is a member of a group that has access to a specific feature could have his access revoked, also individually. See Also: Group Based Permissions |
| VR | Acronym: Voice Recognition |
| Watermark | A watermark in a faint image inserted beneath the text of a transcribed document. Common watermarks in documents created using the EMDAT software are "Preliminary" and "Copy." |
| Work Type | See: Document Template |
| Workflow | The order of progression for a transcription as it changes from an audio file to a completed, authenticated document. Workflows can be customized by Client, Location, and User. Workflow is monitored and viewed as "folders." |