Medical Transcription System: Web Genie
Client
The Dictation Source is a highly regarded, nationwide medical transcription service. Their clients range from small private practices to large hospitals and are located all over the United States.
Overview
The Dictation Source engaged Designing Patterns to create Web Genie, a web-based system allowing medical professionals to search, view, edit, and download their dictations and transcriptions.
An important motivation for the creation of Web Genie was supporting HIPAA compliance by allowing medical professionals to eSign (electronically sign) transcriptions. Web Genie provides a full electronic signature workflow by allowing a user to review a transcription, to make any necessary changes, and finally to eSign the transcription. When a user eSigns a transcription, Web Genie adds the signature into the transcription itself, so that the signature will be visible even when the transcription file is downloaded and opened outside of Web Genie in Microsoft Word.
Ensuring the security and confidentiality of patient care information, as mandated by HIPAA, was a key goal of Web Genie. All communications between a user's computer and Web Genie are protected from eavesdroppers with high-grade encryption technology. In addition, a flexible permissioning system is integrated into Web Genie. This allows, for instance, doctors within one department to view each other's work but prevents them from viewing the work of doctors in a different department. The permissioning scheme for each organization using Web Genie can be different, enabling an organization to implement proper controls for access to patient care data.
A significant requirement for Web Genie was that it integrate with The Dictation Source's existing PowerTrans software suite, in order to allow clients to switchover gradually to the new system. Clients currently can switch between Web Genie and PowerTrans, accessing the same information in both. In addition, Web Genie provides full access to information that previously was entered through PowerTrans.
In-depth information about the technical architecture of Web Genie and the technologies that it leverages is available here.
Notable Features
Web Genie will work on the most widely used browsers, including recent versions of Internet Explorer, Firefox, Safari, Chrome, and Opera. It also will work on a variety of platforms, including Windows, MacOS X, Linux, and many smart phones.
Web Genie users can:- View transcriptions directly within Web Genie.
- Edit transcriptions through Web Genie using Microsoft Word; the changes will be uploaded automatically to Web Genie once the user exits out of Word.
- eSign transcriptions within Web Genie as mandated by HIPAA.
- Listen to dictations directly within Web Genie; no need to download and install additional software!
- Search through dictations and transcriptions by criteria like patient name, patient medical record number, file upload date, and file name.
- View the dictations and transcriptions of multiple medical professionals if permissioned to do so; this allows users in the same workgroup to view each other's work.
- Immediately check whether a computer is capable of running Web Genie through the requirements auto-detection page.
Web Genie also implements a transcriptionist workflow, allowing transcriptionists to access newly uploaded dictations and to add new transcriptions. In addition, Web Genie site administrators can add new users, remove users, reset passwords, and change user permissions.
Demo
Dictation Source clients can access Web Genie here. For all others, Designing Patterns has made a Web Genie demo available.
The demo has been populated with test dictations and transcriptions. All of these are generated by a computer; no real patient care information is included within the demo! Users, in fact, may notice the robotic nature of the dictator’s voice. Login information is provided below for several different types of users, allowing almost the entire range of Web Genie's functionality to be used.
There are a few caveats:- Workflows that include emails, such as resetting passwords or the administrator's adding new users, will not work properly as the demo does not include email capabilities.
- New dictations and transcriptions cannot be uploaded into the demo. Doing so requires additional software from The Dictation Source.
| Username | Password | Description |
|---|---|---|
| tony | tony1234 | Tony Strauss has a client account and is a medical professional working for County General Hospital and County General Clinic. As such, he creates dictations, reviews transcriptions, and eSigns transcriptions. He also is permissioned to see Janet Leland's dictations and transcriptions. Note, however, that he cannot eSign Janet Leland's transcriptions, as only the medical professional that created the dictation can eSign the resulting transcription. |
| janet | janet123 | Janet Leland has a client account and is a medical professional working for County General Hospital and County General Clinic. As such, she creates dictations, reviews transcriptions, and eSigns transcriptions. |
| bob | bob12345 | Bob Smith is the medical records director for County General Hospital. He is permissioned to see all dictations and transcriptions for County General Hospital, although he does not create dictations or eSign transcriptions. |
| gertrood | gert1234 | Gertrood Hartford has a client account and is a medical professional working for State University Hospital. As such, she creates dictations, reviews transcriptions, and eSigns transcriptions. |
| sam | sam12345 | Sam Adams has a client account and is a medical professional working for County Cardiology Associates. As such, he creates dictations, reviews transcriptions, and eSigns transcriptions. |
| transcriptionist | trans123 | The transcriptionist account allows new transcriptions to be associated with dictations. |
| admin | admin123 | The administrator account can do everything that the transcriptionist account can. The administrator account also can add new users, delete users, reset passwords, edit user information, and login as any user. |
