How Do I Set Up Audio Export?

The Audio Export feature is used to send/export RamSoft dictation/voice notes as audio files (.WAV format) to a pre configured folder with a name format that is configurable.

How Audio Export Works

The following steps describes how Auto Export feature works:

1. A user dictates into the RamSoft software.

2. The RamSoft software saves the dictation into it's database.

3. Auto Export probes the database for new dictations.

4. When Audio Export finds new dictations, it processes and outputs them in .WAV format to a specified output directory set in System Configuration or Maintenance.

Audio Export Service Setup

The settings for the Audio Export feature can be found through Services > Audio Export > Setup.

The Audio Export Service Setup window controls various aspects of the audio file export.

Explanation of various fields

The various fields in this form are:

1. Enable Audio Export Service - When this option is checked, Audio Export feature is turned on. The Audio Export Service software initiates the process of converting audio files into .WAV format.

2. Worktype ID - Sets the %WORKTYPEID% in the File Name Format. Default is 1.

3. Worktype Description - Sets the %WORKTYPEDESC% in the File Name Format. Default is Worktype Description.

4. Study Read Status - Assigns a study status to the study when the dictation/voice note is created. A study of this particular status will be saved in the folder defined in the Output Directory Configuration Entry. Default status is DICTATED.

5. Transcription Account - Sets %TRANS% in the File Name Format. Default is trans.

6. Output Directory - Determines the location where all the .WAV files created will be stored at. By default, this would be the folder where the database is located.

7. File Name Format - Controls the file name of the .WAV file.

   Default is: %WORKTYPEID%^%WORKTYPEDESC%^%TRANS%^%READPHYID%^%FILESIZE%^%CURRENTDATETIME%^%PATIENTID%.

   Below is the list of available formats that can be used in the File Name Format:

   Format	Description
   %WORKTYPEID%	Value of 'Worktype ID' config entry
   %WORKTYPEDESC%	Value of 'Worktype Description' config entry
   %TRANS%	Value of 'Transcription Account'
   %READPHYID%	Reading Physician ID's String value from PlayerEntity
   %READPHYDISPLAYNAME%	Reading physician display name, format configurable by 'Physician Name Format'
   %READPHYDICOMNAME%	Reading physician DICOM name
   %FILESIZE%	File Size of the .WAV file
   %STUDYDATETIME%	Study Date time
   %CURRENTDATETIME%	Current Study UTC time
   %ACCESSION#%	Accession number
   %PATIENTID%	Patient ID

8. Physician Name Format - Assigns the format of the Reading Physician if %READPHYDISPLAYNAME% is used in File Name Format config entry. Default is %LASTNAME%, %FIRSTNAME% %MIDDLENAME% %SUFFIX% %PREFIX%.

   Below is the list of available formats that can be used in the Physician Name Format:

   Format	Description
   %LASTNAME%	Physician's last name
   %FIRSTNAME%	Physician's first name
   %MIDDLENAME%	Physician's middle name
   %SUFFIX%	Suffix to the Physician's name
   %PREFIX%	Prefix to the Physician's name

9. Restart Audio Export Service to apply change - When this option is checked, the RamSoft Audio Export service will restart automatically.

Note that any changes to the system configuration will require a restart of the Report Distribution service.

Audio Export Behavior

With the Audio Export feature enabled, how often and when a new .WAV file is generated depends on the following factors:

• Modifying the information about the reading physician using the Assigned Personnel tab in the Study Info form generates a new.WAV file if there is an existing dictation/voice note for the study and the study status is equal to or less than the study status set in "Audio Export Study Read Status".

• Modifying the information about the reading physician using the Providers tab in Users and Facilities form, it will not generate a new.WAV file even if there is a dictation/voice note for any study whose study status is equal to or less than the study status set in "Audio Export Study Read Status".

• When a study is closed after a dictation/voice note without exiting the dictation module, the dictation/voice note is saved and .WAV file will be exported.

• When an ongoing dictation/voice note recording is canceled, no .WAV file is exported.

• When an unsaved dictation/voice note is canceled, no.WAV file is exported as no dictation or voice note has been saved.

• When a user finishes reviewing a study (by clicking the Finish reviewing the study icon) while a dictation/voice note is being recorded, the dictation is saved and a .WAV file is generated.

• When the File Name Format field is blank, a .WAV file without a file name is generated.

• If the File Name Format is set to "^", a ^.WAV file is generated. Note that you can use any characters to name a file that needs to be exported.

• If only one tag (For example, %LASTNAME%) is used in the Physician Name Format and %READPHYDICOMNAME% is used in the file format, then the .WAV file will be named with the last name, first name, middle name, suffix and prefix of the physician.

• If only one tag ( For example, %LASTNAME%) is used in the Physician Name Format and %READPHYDISPLAYNAME% is used in the file format, then the .WAV file will be named only with the last name specified in the Physician Name Format field.

• The Physician Name Format field is a mandatory field and should have at least one tag. If no tag is specified, no .WAV file is generated even if the %READPHYDISPLAY% tag is used in the File Name Format field.

• The default file name format is %WORKTYPEID%^%WORKTYPEDESC%^%TRANS%^%READPHYID%^%FILESIZE%^%CURRENTDATETIME%^%PATIENTID%. The .WAV file exported will overwrite the existing file if the Audio Export File Name Format does not contain dynamic tags (tags that always change in value). For example, %CURRENTDATETIME% if not included in the file name format, every time a .WAV file is generated, the existing file is overwritten.

• Using the tag, %READPHYDISPLAYNAME% in the File Name Format field will insert the tags in the Physician Name Format into the exported.WAV file name.