Medical Digital Dictation


 •What is it?  •What is new?  •Why is it better?  •What is right for me?

Quick history and explanation of MEDICAL DICTATION:

Dictation and transcription have long been an integral part of the Medical industry. Primarily for doctors, P.A.’s and transcriptionists but even some administrative staff members dictate. Some do both dictation and transcription.

Historically, a doctor dictates a report on a tape and transports that tape to a transcriptionist whether she is across the hall or in need of a tape delivered across the country by FedEx. She then types the document and appropriately files the completed transcript. That is a typical dictation/transcriptionist scenario.

Nowadays with the near cease in production of typical cassette recording equipment combined with the newest generation of much more efficient digital recording equipment, the dictation/transcription industry has revolutionized in a way never before seen. Doctors, for example, can dictate anywhere and instantly send the files to anywhere in the world. No need for tape deliveries and no need to wait.

• Digital offers sound quality which far exceeds that of tapes.
• It is computer based so dictation files can be sent instantly to a transcriptionist for typing. All that is needed is a computer and a network or an Internet connection.
• Dictations can be sent as they are dictated. No more stacking of tapes. Transcription is being done while you are dictating the next file.
• Digital dictation machines work just like you are accustomed to. You will quickly see that there is truly a NEAR ZERO LEARNING CURVE!  Even for computer neophytes. Let us prove it to you! We will let you try it for FREE!
• Transcriptionists also work just like they are accustomed with the same NEAR ZERO LEARNING CURVE!  They have all of the same controls and more such as speed control, volume control and auto-backspace. Also, they can quickly jump to any section of the recording without the need of using FF & REW.
• It is a digital file much like the .MP3 files you play on your iPod but they are much smaller and compressed for optimal network and Internet transfers.
• Everything is done right from your computer. Dictate and drop it in your cradle at your desk and your files automatically transfer to your transcriptionist, regardless of where she is. We instruct the PC what to do with the files when you put the recorder in the dock. VERY EASY. We make sure of that. The secretary will promptly be notified of new work and access the transcription right from a list on her PC.


The author of the information that we invite you to read is someone with many years of technical, sales and management experience in the dictation, computer and electronic medical records industry. This information is derived not from books nor is it copied or plagiarized from other websites or media outlets. It was carefully written by someone who, to this day, spends most of his time in the field working with doctors, hospitals, medical centers, surgery centers, orthopedic clinics, pathology labs and all other conceivable medical practices, departments and facilities of all sizes so we are certain that you can count on the information contained in this document as being the “way it is in the real world”. Our clients range from family practitioners all the way to multi-facility hospitals and medical centers with hundreds of beds. The information is true, time tested and proven so please rest assured, it truly is the way things are “out there in the trenches”. You can always call All Makes and speak to a real person. We have many specialists in all areas with the most experience per employee in the nation! Feel free to call us without the fear of high pressure sales. We actually answer our phones! We are here to answer your questions and earn your business the old fashioned way, by delivering in ALL areas of our business.



Medical transcription and dictation are likely nothing new to anyone who has read this far. Revolutionary changes in the dynamics of the industry have changed however. Dictation is still the primary method of generating medical transcripts world wide. It is how it is done and the extended capabilities which accompany digital dictation that are changing the landscape.

Cassette or analog based dictation is still widely used but with production of such machines coming to a near halt and obsolescence quickly becoming a factor, there must be a viable solution. Meet digital dictation.

Digital dictation and transcription for the medical industry takes many forms depending on the facility or a facility’s needs. With the urgency of facilities to migrate to paperless facilities and electronic medical records, the need for digital dictation solutions is greater than ever. We will explain how it works and what All Makes Dictation has that can drastically improve your bottom line!

Many facilities will need the dictation system to integrate with their electronic medical records (EMR) and we have solutions for that such as WinScribe, the world’s most advanced digital dictation system. An integration using a dictation system such as WinScribe would enable existing hospital software systems to communicate with the dictation system to exchange patient or case information such as medical record number or dictation type or any relevant and necessary information enabling doctors and transcription departments to expedite the dictation to transcription process and realize monumental, instantaneous improvements in transcription accuracy and turn around times. If done correctly the ROI for digital dictation is usually profound. Some examples of facilities or departments who would benefit from or need integration with an existing EMR type system are radiology departments utilizing a barcode and PACS system, pathology labs using a system such as Co-Path or MediTech or hospitals or facilities which need to standardize and have all departments to maintain the capability of efficient, seamless, consistent, interdepartmental data exchange and communication. With the nationwide rush for highly secure (See HIPAA) and more efficient electronic medical records, standardization seems to be an important common denominator these days and digital dictation is a very important factor which can and should fit seamlessly into any medical facility’s business plan.

Common devices used for dictation nowadays are portable recorders such as the Philips and Olympus digital portable recorders. Newer, professional digital portables made by Philips, Olympus and Grundig are popular due to the fact that they are small enough to carry around in a pocket and they enable the user to immediately transmit the dictations for transcription securely (encrypted for HIPAA compliance) from virtually anywhere in the hospital or the world. Other dictating devices used for medical applications are the world renowned Philips SpeechMikes. SpeechMikes work similar to the popular portable recorders but are tethered to the computer via a USB cable. These types of dictating devices are popular in radiology labs, some orthopedic clinics and are actually ideal for just about any dictating environment that prefers tethered microphone style dictation. Sometimes called a Dictaphone these are digital recording devices.



Hands free dictation is another common application used primarily in laboratory environments such as anatomic pathology and forensic pathology but can be used in other environments where hands free dictation is preferred. Hands free dictation is done by connecting some form of a digital recording device such as the DAC hands free station or the Olympus HF and controlling the recording via a foot switch and an external microphone. The type of microphone which is chosen is generally based on which type of pathology dictation is being done.  There are grossing reports which are hands free and generally use a heavy base, goose neck type microphone positioned conveniently at the grossing station. Microscope dictation is also usually done hands free but with a smaller cube type or clip on microphone which rests just below the microscope’s eyepiece at mouth level when looking into the scope. For forensic type pathology reports such as autopsies, we often use wireless clip microphones to give the pathologist freedom to move around the autopsy table. Any of the above combinations can be used if desired but based on our vast experience, this is, generally, the way it is used in the real world.



Speech recognition certainly generates a high level of interest these days both in  single user or smaller environments as well as medium sized facilities all the way to entire hospital wide solutions. We will take a moment to describe how it actually fits into a medical environment, what are the best practices and what you can realistically expect from current speech recognition technology.  There are a couple of fundamental methods of speech recognition (AKA: Voice Recognition).


  • Front end speech recognition. This is where the doctor, PA, fellow or other medical professional will dictate their reports and connect the digital recorder to a PC and the speech recognition software can be instructed to immediately process the recorded file and type out its rendition of what was spoken. It will do this right in front of you, while you wait. This is the most common form of speech recognition because it can easily be purchased over the counter from the local computer store or online. It is also the method which is the least successful and receives the lowest approval points from doctors. It generally gets rejected rather quickly due to the inconvenience. It generally is too much trouble and does not provide the improvements in productivity that were advertised and/or expected. Front end speech often becomes a daunting task which is usually rejected in favor of conventional transcription methods. Front end speech recognition CAN AND WILL WORK if done correctly, with the correct equipment, diligent training and in a favorable environment with a clear speaker. Again, it will work but this is usually too much to ask from a medical professional who has more important things to do with his or her time.