EasyFlow is the core module used to extend SpectraMedi's dictation and Medical Transcription Services. The HIPAA-compliant EasyFlow module securely and reliably handles the storage, movement, and management of your voice and transcription files.

EasyFlow is a web-accessible, server-based system that eliminates your total cost of transcription system ownership. Readily accessible and dynamically scalable to meet your dictation and medical transcription service requirements, EasyFlow delivers all the benefits of an enterprise in-house system without the in-house costs and maintenance.

Workflow begins when EasyFlow receives your dictations from any of the SpectraMedi dictation input modules (EasyMove, EasyVoice, EasyList, or EasyTransfer), or when you directly upload voice files.

Transcribed reports can be delivered using any of the SpectraMedi's transcription output modules (EasyPrint, EasyLink, or SpectraMedi EMR), or retrieved directly from EasyFlow.

• Features and benefits of EasyFlow for our Medical Transcription Services

  Hosted server-based systemNo software to install, upgrade, or troubleshoot. Eliminate in-house software ownership and maintenance costs. Interoperability with multiple operating systems provides platform-independence.

  Full text searching	Locate transcribed reports or linked data quickly and efficiently.
  Data-rich reporting	Real-time reports include count verifications, turn-around-times, and a broad range of statistics.
  Secure data processing	Protects patient and provider information with multi-layer security and file encryption.
  Prioritize jobs	One click makes the job a STAT priority, providing your transcription reports when they are needed.
  Always-there customer support	Talk to a professional who knows you and your requirements—no out-sourced call centers or voice messages. Monitor job status, turn-around time, volumes, account activity, etc., at any time with a complete set of online tools.
  Online Billing	Allows you to conveniently look up, verify, and print detailed statements and inovices.




• Login Security at SpectraMedi MSO 's Medical Transcription Services

  SpectraMedi MSO's Medical Transcription Services are easy, efficient, and cost-effective. Security is now a basic requirement because global computing is inherently insecure. Unauthorized access to your system may be obtained by intruders. SpectraMedi'sTranscription Services has taken painstaking measures to protect all patient information.

  Login Security: is ensured at SpectraMedi's Medical Transcription Service by the following means.

  Password Reset: Transcribed reports from SpectraMedi's Transcription Services can be retrieved directly from EasyFlow. To access any data from EasyFlow, a valid user name and password is required. Our system allows you to change your password as often as you wish.

  Provision to limit Simultaneous Logins in EasyFlow: SpectraMedi's Transcription Service has enforced limited number of concurrent logon sessions in EasyFlow for a particular account which reduce security risks.

  Provision to restrict the access to PHI data: SpectraMedi's Medical Transcription Services has enforced the HIPAA compliant requirements like limiting the access to the PHI data to different users with a separate Login ID and a password. Accesses to files are restricted based on the user's role.

  Session time out and tracking: SpectraMedi's Medical Transcription Service ensures complete data security by preventing sensitive information being stolen or unauthorized operations being performed by using Session time out mechanism. Once a user is logged in, if no activity is performed for certain time, the user is automatically logged out of the system. Each session is automatically logged, thus maintaining an adequate report of all activities taking place starting from a user logging into the system and finally logging out of the system. This report is readily available and can be viewed at the Admin Level.

  Account Disables after consecutive Failed Login Attempts: SpectraMedi has restricted the login attempts to EasyFlow and that makes much more difficult for brute force techniques to work. Locking out the account after multiple, consecutive failed authentication attempts over a short period of time prevents the attacker from compromising and accessing the account. Once an EasyFlow account is disabled, the concerned person can contact SpectraMedi Medical Transcription Customer Support by filling a simple form. The details filled in the form will be checked for validation and the account will be enabled within a short period.




• Patient Demographics at SpectraMedi MSO's Medical Transcription Services

  SpectraMedi MSO's Medical Transcription Services guarantees total confidentiality and maintains continued security on patient data which minimizes your workload and save both time and money by maintaining all the documents properly in a data bank. Patient demographic information can be one of the biggest challenges in medical transcription. Maintaining the patient demographics eliminates all chances of human error, misspellings, and information forgotten or miss-dictated by the provider. SpectraMedi's Transcription Services accepts Patient data in a number of ways -

  Common EasyLink: This application runs automatically when the machine starts up and let the patient schedules uploaded automatically to SpectraMedi .

  Schedule Fax: Faxing of patient schedule to SpectraMedi's Medical Transcription Services will be readily available to transcribers

  Web upload: SpectraMedi's Medical Transcription Services provides a secure place to upload the patient schedules from your PC directly to the Transcription Team with a single click.

  EasyLink: EasyLink is an application that runs in the background of your desktop. It can be easily installed and configured on your system which can fetch the patient schedules from your system and post to EasyFlow server.

  HL7: SpectraMedi's Medical Transcription Services provides EasyFlow that can securely capture the patient schedules generated as HL7 feeds. We can accept any message type and can use any connection. However, we prefer to set up a site-to-site VPN.

  Manual Data Entry: If you do not use a Practice Management System, EMR or computerized schedule, you can fax your schedule to SpectraMedi . SpectraMedi will then manually enter the data into system and make it available into Patient Demographics pool at a nominal price.

  Highlights of Patient Demographics maintained by SpectraMedi's Medical Transcription Services.

  Patient Status: Once patient information reaches SpectraMedi server, the status of the transcription like Not Dictated, Dictated or Transcribed for each patient can be viewed.

  Provision to Edit Patient Data: It is possible for a user to edit the patient information for an already sent patient schedule.

  Option to find the patient data using Search Option: If the user needs to get particular patient information for straight away, SpectraMedi offers search option that will speedup and refines your data.




• Faxing facility at SpectraMedi MSO's Medical Transcription Services

  Faxing is one of the important communicative means in Medical Transcription. One of the key challenges for the practices is to fax the reports to the referring physicians. SpectraMedi's Medical Transcription Services is able to successfully automate this process; thereby relieving the practice from unnecessary clerical work. SpectraMedi offers the capability of faxing in a variety of ways.

  Manual Faxing

  SpectraMedi MSO's Medical Transcription Services offers you to fax the transcribed reports to attending or referral physicians as required.

  Fax a transcription using Fax button

  If you wish to fax a selected report typically to a referring physician you can make use of the Fax button provided in SpectraMedi's EasyFlow

  Faxing multiple reports using Fax button

  One can fax multiple transcriptions manually to the referring physicians by using a common fax button from SpectraMedi's EasyFlow interface. You have the option to edit an existing fax number or add new fax number and send fax. Also, you can fax the transcriptions to multiple fax numbers in a quick and easy way.

  E-fax

  From the name it is clear, that e-Fax is a combination of the Internet and the fax. One can send the faxes by highlighting the important points in the fax, which will make it easier for the receiver of the fax to understand the important points in the fax. At a time, you can fax a report to multiple fax numbers of the same recipient.

  Automated Faxing

  SpectraMedi MSO provides automatic faxing of transcribed reports in a process that has been customized for that specific healthcare client and/or provider. The automatic faxing at SpectraMedi's Medical Transcription Services is usually designed to fax the report directly to the dictator and to those who were referred within the report to receive the transcription copies.

  Faxing the transcriptions directly

  Depending on the size of the healthcare facility's staff and referring list, there could be hundreds or thousands of fax numbers in SpectraMedi's referring provider's database. SpectraMedi's Medical Transcription Services provides a choice of automatically faxing the transcriptions to the dictating physician and to referring physicians straight away after transcription. The fax option can be customized client wise or provider wise

  Fax after EasyEdit

  Many clients opt to do editing or updating on the transcribed reports and they use SpectraMedi's EasyEdit for these purposes. SpectraMedi will fax automatically these updated reports to the concerned physicians.

  Alert on Missing Schedule by fax

  Most of the practices are sending patient schedules to SpectraMedi in electronic format. The clients usually sent their schedules to SpectraMedi's Medical Transcription Services at a particular time or in specified intervals. There is a feature which we call as 'Missing Schedule Alert', to remind the clients by Fax to send the schedules, if schedules are not received on time.
• SpectraMedi MSO's Medical Transcription Services: Text Search in EasyFlow

  SpectraMedi MSO's EasyFlow allows you to do a full-text search of transcribed files to easily locate the patient record you are looking for using Text Search feature. Searching for specific transcribed patient files is made simple with this full-text search. SpectraMedi Text search feature facilitate users the ability to quickly search and find the patient records through all files retained on the SpectraMedi's Medical TranscriptionServices server. This link provides a search category where you can quickly search each word, phrase, and all words in the transcribed files. You can search the patient records in provider wise also. Text Search improves fast responsiveness and quicker solutions to the clients' requirements.

  SpectraMedi MSO's Medical Transcription Service offers you three options to search for a particular report include 'Exact Phrase', 'Any Word', 'All Words'. SpectraMedi's Medical Transcription Services offers you to fax the transcribed reports to attending or referral physicians as required.

  Exact Phrase:

  This search method will find transcribed documents that contain the exact phrase that you typed in the search box. For example, if you type'history of chronic pain' in the search box and choose 'Exact Phrase', your results will include documents that contain the exact phrase 'history of chronic pain'. This search narrows the search results and you can easily get the document that you are looking for.

  Any Word:

  This search method will find transcribed documents that contain any word that you typed in the search box. For example, if you type 'history of chronic pain' in the text box and choose 'Any Word', your results will include documents that contain any of the four keywords - history of chronic pain. This search will give multiple search results.

  All Words:

  This search method will find transcribed documents that contain all the keywords that you typed in the search box. For example, if you type 'chronic history pain' in the search box and choose 'All Words', your results will include documents that contain all words. An additional advantage is you have the options to Download, Resend, Fax and E-mail the report that you have found using the search option.

   

• Graphs: Know your Transcription Statistics at SpectraMedi MSO's Transcription Services

  This is a graphical display of your usage of the EasyFlow system for the current and previous years. All the graphs are self-explanatory for your convenience. This graph has duration of dictations on the Y-axis (vertical line) and days on X-axis (horizontal line). You can view the explanations by clicking on the graph. To view the details represented by the graph, place the cursor on top of it.

  SpectraMedi MSO is offering you to view this graph in four different chart types: Bar, Stacked, Pie, Line and Area.

  • Bar Chart: This chart uses either horizontal or vertical bars to show comparisons among categories.
  • Stacked Chart: It is used when data sets have to be broken down into their constituents, and then the data sets as a whole also need to be compared against one another.
  • Pie Chart: A type of graph in which a circle is divided into sectors that each represent a proportion of the whole.
  • Line Chart: A line chart or line graph is a type of graph, which displays information as a series of data points connected by straight segments.
  • Area Chart: An area chart or area graph displays graphically quantitative data. It is based on the line chart.

  Deadline Graph:

  This is the graphical representation of the number of transcribed jobs that you received from SpectraMedi based on the turnaround time (TAT). This shows a relative display of our performance based on turnaround time. SpectraMedi is offering you to view this graph in four different chart types: Bar, Stacked, Pie, Line. The different colors indicate the time when finished transcription.

  Volume Graph:

  This is the graphical representation of the total duration of dictations that you have sent to SpectraMedi's Medical Transcription Services each day. You can also view this graph in four different chart types: Bar, Pie, Area and Line.

  Practitioner Volume:

  This graph illustrates the volume of dictations sent to SpectraMedi's Medical Transcription Services by each practitioner. You can select the date range and click on List to list the Practitioners who has sent dictations to SpectraMedi during that period. You have the choice to select the practitioners as required from the Practitioner's list and select the Chart Type, will generate the graph. You can also view this graph in four different chart types: Bar, Pie, Area and Line.

  Patients Volume:

  This graph illustrates the volume of patient schedules received from you. You can also view this graph in four different chart types: Line, Bar, Area, Pie..

   

• Customer Services at SpectraMedi MSO's Medical Transcription Services

  Customer Support is your first line of defense if you have any problems with SpectraMedi's Medical transcription Services software products, transcriptions, or even billing. Customer Support will likely be something you use a lot. All representatives and support staff are thoroughly trained on our software and your process so you find them an extremely valuable resource.

  Customer Support System of SpectraMedi's Medical Transcription Services contains - New Request, Message Center, Fax Center, Easy Remote and Easy Chat.
  

  • New Request :
    When you open a ticket/request, it sends a message to customer support agent who handles your account so that everyone is "in the loop." You will view a new window where you have to provide the subject and your requirement details. The person who " claims " your request will make you their next call. If you have a transcribed document, voice file, or screenshot that would help us work with your issue better, you can attach up to four files in your customer support ticket by clicking on one of the browse buttons, and locating the file to upload to us. Also, all tickets are permanently in your account. This way if the same problem happens again we both have a reference point to start from. Also, when new people are brought onboard, they are already familiar with your account and there is no need for your "life story."
    
  • Message Center :
    The message center will show the messages sent by SpectraMedi . Occasionally, SpectraMedi will announce new software versions, updates, documentation and queries on the basis of transcription through our Message system. When you receive a new message, you ' ll be notified on your Welcome Screen.
    
  • Fax Center :
    The Fax Center will show the status of faxes sent from SpectraMedi . Also if any attachment is sent from SpectraMedi that too can be accessed from this interface
  • Easy Remote :
    Technical support is provided with our superb remote access capabilities. SpectraMedi uses Easy Remote to access your computer for trouble shooting with your permission, our technicians remotely login to your workstation to see what you are seeing. Therefore troubleshooting is effective and efficient.
  • Easy Chat :
    This option is used to chat with SpectraMedi Support. When you click on this link, the following window appears. From this window, you can either Chat with Support Agent or Leave a message for the Support Agent. When the customer support agent accepts your chat request, the chat window will appear. If SpectraMedi support team is chatting with another customer or is offline, you can leave a message with your full name, E-mail ID and Message.