VoiceBoxIT Support Portal

47 STEPS

1 Welcome to the Voice Box, Editor Tutorial. 
In the next few minutes, we will take you through the role of the Editor, and the review process you will be responsible for. 

2 This is the Editor Dashboard. It has links to your Editor work and also your Proof Reader work. 
First lets see how to provide Quality Assurance oversight. 
This is how you can review your teams' work.

3 As Editor, you will have responsibility for reviewing the quality of transcripts submitted by your team of Proof Readers. 
You must review 10% of their submitted records, checking for accuracy. 

4 Your team's transcriptions can be reviewed by pressing these dashboard tabs. 
As editor you will be paid 5% of the Doctor's service fee for every letter your team processes, and listed under Records.

5 It will be your responsibility, to provide quality assurance. Aim to help all of your Proof Readers to produce transcripts with above 98% accuracy. Also, aim to hit 100% accuracy of correctly addressed letters. 

6 Click on Records to review your team's work. 

7 To review letters that have been submitted for doctor approval, but not yet approved, select Transcribed

8 Click on the record code number to open the record and review the transcript. 

9 Review the transcript. 
Check if the SLA accuracy of 98% has been delivered. 
In the example here, there is one mistake that could be corrected. 
Listening to the sound file you realise that "Ce" should have been "Caruncle". 

10 What do you do? 
If you, as Editor, make changes the Proof Reader will NOT be paid for the transcription. 
If accuracy is 98% or above, then the error should NOT be corrected, and the file released. 

11 Now you can return back to the Dashboard to continue your tour. 

12 Processed Records are where you can review files that have been through the Voice to Text engine, but have NOT been transcribed by Proof Readers. 

13 Transcribed Records are where you can review files that have been transcribed by Proof Readers, but NOT approved by doctors.
This is the ideal tab to press to review your team's transcript, prior to doctors seeing them! 

14 Now, back to the Dashboard. 
Here you can see the letters that have been Rejected by the Doctor

15 Select the record that you want to review. 

16 And find out the reasons for the rejection.
Remember you can select the Transcript Audit to review the internal processes, and communications for this record.  

17 Here you can see the dialogue that has gone on between the Proof Reader, Editor, and Doctor. 

18 Now go back to review the transcript, by clicking Record

19 Now consider your next action. As Editor you can Reject the Doctor's Rejections (in which case the Proof Reader will be paid). Or edit the letter and submit (in which case the Proof Reader will not be paid). 

20 Consider this carefully. Your team of Proof Readers need to be supported in their development, and doctors are required to accept our SLA of 98% accuracy. 

21 Now back to the Dashboard. Let's review the Proof Reader Rejection process. Where they tag that they can't complete their work properly. 

22 Your team of Proof Readers are able to reject dictations.
As Editor you are responsible for either approving the Proof Reader's rejections, or rejecting the Proof Reader's Rejections. 

23 There are two reasons why Proof Readers are allowed to reject transcriptions. 
1. Because the sound file is unintelligible, or
2. Because the recipients are not clearly articulated. 

24 If either of these reasons are present, then you should Approve the Rejection. 

25 Keep in mind that when you approve a Rejection the Proof Reader still gets paid. There is, however, a requirement that Proof Readers make an effort to complete the transcription to the best of their ability, even if incomplete.  
 

26 Let's try it.  To review the rejected file, click the code number.  

27 The Proof Reader has left a note for the doctor. It should be as precise as possible.
In this case the dictation is 2 seconds long, and is probably a mistake. 
The doctor will be charged the minimum fee for uploading this dictation. 

28 This is an appropriate rejection by the Proof Reader, so as Editor you will "Approve" the Rejection, and it will go back to the doctor for review or correction. 

29 You have the chance to fine tune the message back to the doctors, by typing in "Reasons". In this example we have improved the message back. We could also leave an internal note for the Proof Reader. Then click Approve Proof Reader Rejection.  

30 We will now consider another example.
First, search Records for more Proof Reader Rejected files. 

31 Now select the next file for review. 

32 This Proof Reader Rejection should not be approved because there has been no attempt to transcribe or format the dictations. So, now click Reject Proof Reader Rejection.  

33 Now you will be able to give feedback to your team member about why you have rejected their Proof Reader Rejection. The file will return to their list for further work and re-submission. 

34 Here the message is clear. 
Now click Reject Proof Reader Rejection for confirmation. 

35 Follow this process for all Proof Reader Rejected files. These letters will be stuck with you as Editor, until they are either Approved or Rejected, so please check your Dashboard every day.  

36 Remember to make any feedback useful for doctors, and your Proof Reader team. Please read the example here. 

37 And, here is another example.  

38 Now we again return to the Dashboard.
You will see that as Editor, you have Approved 4 Proof Reader Rejections. These records now sit with the doctor, and it will be their responsibility to correct or reject them. 

39 Once processed by the Doctor, these Records will progress on to the Proof Reader inbox for re-submission and then Doctor Approval.

40 Back at the Dashboard. 
You will see that as Editor you have Rejected 1 Proof Reader Rejection. These records now sit with the Proof Reader, and it will be their responsibility to correct or reject them. 

41 Let's now see how these Rejected Records are presented to the Proof Readers. Click the code number to open. 

42 Here you can see that the Proof Reader has rejected the letter because the date of birth was not visible. 
The Editor has then rejected the Proof Reader Rejection because no transcript has been attempted. 

43 The steps in these conversations can be reviewed in the timeline under Transcription Audit. 

44 Finally, as Editor you will need to respond when Doctors have Rejected Proof Reader Rejections. 

45 Here you need to make final Editorial decisions. 
If the doctor is correct  you will need to make the final edit for submission. The Proof Reader will not be paid; as Editor, you will be paid for your Proof Reader and Editor roles in this letter. 

46 If the doctor is incorrect and their rejection is unreasonable, we refer to the Service Level Agreement (98% accuracy) and you need to escalate the issue to Hoxton Voice Box Management, via email. 

47 Great. Now you know what an Editor needs to do! We're excited that you've reached this level and really look forward to your contribution to Voice Box. As always, keep in touch and reach out if there are any uncertainties. Have a great day!