Dictation Queue

1. Display the Dictation Queue page: On the Main Menu, click Patients. Under RESOURCES, click Dictation Queue.
2. Department — Select the encounter department. The default is your current department.
3. Appointment type — Select the encounter appointment type. This list changes depending on the department you selected.
4. Date of service — Enter a range of dates.
5. Patient ID — Enter the patient ID.
6. Encounter status — Select an encounter status. The list defaults to show only encounters that are still open. Select Closed or All if you are using this list for reporting purposes.
7. Dictated by — Select the provider who performed the dictation. Only users with dictation permissions appear.
8. Assigned to — Select the user to whom the encounter is currently assigned.
9. Exam section — Select the encounter section, such as Discussion or HPI, in which the provider recorded the dictation.
10. Dictation status — Select the status of the dictation.
11. Dictation status date — Enter a range of dates during which the dictation's status changed.
12. Click Search.
    The search results appear below.
    
13. The status of the dictation and when the provider recorded it determine which actions are available. Click a link in the left column.
    • play — Click to listen to the dictation if the provider recorded it in the past 30 days. After 30 days, audio files are no longer available for playback.
      When you click play, the dictation controls appears above the Save and Cancel buttons, and the audio starts playing automatically.
      
    • update — Click to edit a dictation if it has not yet been transcribed. Select an action in the Update dictation status menu.
      • Manually resolve — Select this option if you received the transcription through means other than the automated interface.
      • Delete — Select this option if the dictation is silent or is an erroneous dictation that you would not have transcribed.
        
    • view — Click to view the results of the transcription.
      The transcription appears in a new window.
      

Your practice is responsible for reviewing any messages that your transcription vendor sends to athenaOne that it cannot process. This is usually due to incorrect formatting or missing content, and it usually requires that the vendor re-send a corrected file. If a dictation is missing a transcription, review the Interface Message Queue Manager page to see whether the missing transcription is in the ERROR queue.

1. Display the Interface Message Queue Manager page: On the Main Menu, click Settings > Practice Manager. In the left menu, under Practice Links — Interfaces, click Interface Message Queue Manager.
2. Message status — Accept the default message status, ERROR.
3. Interface Vendor — Select your transcription vendor.
   The problem is stated in the rightmost column, Errors.
4. Click view in the leftmost column to view the message content.
5. You can expect to see one of the following error messages:

INVALID RULE: Encounter ID has already received Y dictations where Y is a total number of transcriptions.

-OR-

INVALID RULE: The dictation (Encounter ID, Encounter Section, Section Note, Count) has already been transcribed.

 

These messages indicate that the vendor sent more transcriptions than indicated.

1. Click view to see the message contents and find the patient ID in the line that starts with PID.
2. Search for that patient on the Dictation Queue page and compare the results of the transcriptions you already received.
• If the message contents are a duplicate of a message you already reviewed, delete the message on the Interface Message Queue Manager page (delete this message link in the Errors column).
• If the message contents appear different, contact your transcription vendor to determine why the vendor sent more transcriptions for this patient than expected.

 

INVALID RULE: Encounter X cannot have a transcription added because it is already closed or deleted.

 

This message indicates that the encounter was closed before the transcription was received.

1. Click view to see the message contents and find the patient ID in the line that starts with PID.
2. Display that patient's chart and re-open the encounter in question.
3. Return to the list of errors on the Interface Message Queue Manager page and click Reprocess Selected Messages to reprocess the message now that the encounter is open.

 

INVALID RULE: DBD::Oracle::st execute failed... (or other error messages).

 

This message indicates that the vendor sent a message with a serious formatting error, so athenaOne cannot process the message.

Click view to see the message contents and contact your transcription vendor to see whether the vendor can identify the issue and resend the message correctly formatted.

Note: If assistance is needed from athenahealth, contact the CSC to create a case for our Interface Operations team to review.