InSync 5
User’s Guide
August 1, 2012
ShadowPrint
Emdat Proprietary
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T a bl e o f C o n t en t s
Table of Contents ........................................................................................................................................................i
Introduction ................................................................................................................................................................1
Requirements .............................................................................................................................................................2
1.
Installing InSync ..............................................................................................................................................3
2.
Starting InSync ................................................................................................................................................6
3.
System Tray Menu ..........................................................................................................................................7
4.
5.
3.1
Menu Selections .....................................................................................................................................7
3.2
Dictation Selections ................................................................................................................................7
3.3
Other Selections .....................................................................................................................................7
Home ..............................................................................................................................................................8
4.1
Login Menu .............................................................................................................................................8
4.2
Internet Connection Monitor .................................................................................................................9
4.3
Recording Dictation ................................................................................................................................9
4.4
Support Section ......................................................................................................................................9
Recording with InSync ................................................................................................................................. 10
5.1
Appointment Functions ....................................................................................................................... 11
5.2
Recording Functions ............................................................................................................................ 11
6.
Dictation Log ................................................................................................................................................ 13
7.
Devices......................................................................................................................................................... 13
8.
9.
7.1
Devices List .......................................................................................................................................... 13
7.2
Device Configuration ........................................................................................................................... 14
Manual Uploading ....................................................................................................................................... 16
8.1
Individual file ....................................................................................................................................... 16
8.2
Batch file .............................................................................................................................................. 18
Options ........................................................................................................................................................ 21
9.1
Workstation Settings ........................................................................................................................... 21
9.2
Workstation Defaults........................................................................................................................... 22
9.3
Recording Settings ............................................................................................................................... 22
9.4
Manage Logins ..................................................................................................................................... 23
9.5
PACS ..................................................................................................................................................... 23
9.6
Security and File Name Options .......................................................................................................... 24
10. Uninstall InSync ........................................................................................................................................... 25
11. Support ........................................................................................................................................................ 25
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Introduction
InSync is a HIPAA-compliant application for sending encrypted voice between client and Transcription Company.
The InSync application resides on any PC desktop or notebook computer and runs in the background as long as a
computer is turned on, automatically uploading dictations from digital recorders to the Emdat servers. Clinicians
don’t have to start the application or click anything. They simply dock the digital recorder and the secure
transfer begins. Dictations are verified for completeness and then removed from the digital recorder, allowing
the clinician to begin dictating again. A backup copy of all dictations is securely stored on the docking computer
for 14 days by default. InSync is also capable of creating dictations on PCs equipped with a microphone.
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R e qu i r em en t s
For Emdat InSync software to work properly within your Windows environment (Macintosh computers are NOT
supported by Emdat), the PC must meet the following software and hardware requirements:
Minimum Requirements:

Windows XP (Note: Windows 98, 2000 and NT4 users - Emdat does not support any versions of
Windows prior to Windows XP, please upgrade Windows before calling Emdat)

RAM: 512 MB

Hard Drive Free Space: 1 GB

Sound Card with Speakers (or Stereo Headphones)

Windows Media Player: 7 or higher

A monitor capable of displaying a resolution of 800 x 600 pixels

Internet Connection: Dial up
Recommended Requirements:

Windows 7

RAM: 1 GB or higher

Hard Drive Free Space: 1 GB

Sound Card with Speakers (or Stereo Headphones)

Windows Media Player: 9 or higher

A monitor capable of displaying a resolution of 1024x768 pixels or higher

Internet Connection: High Speed Cable or DSL
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1.
Installing InSync
(Note: On a network with multiple users, please make sure the Windows Login ID has installing and uninstalling privileges. If
unsure, please contact PC support Staff.)
Download the InSync application from the Emdat Software page here: www.emdat.com/software/insync.asp
Click on the install link to begin the download.
Choose the option to Run the InSync Setup software
Choose Next to continue with the installation.
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Accept the terms of the License agreement after reading. Choose the Next option again.
Unless otherwise required by your IT department, choose the option to install for all users of this machine.
Then, choose next.
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Unless otherwise required by your IT department, keep the default installation path and choose Next.
Choose the option to install.
InSync will now install automatically. Click finish to complete the installation.
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2.
Starting InSync
(Note: First obtain a client username and password from the facility system administrator or Transcription Company prior to
logging into InSync.)

Start the program by clicking on “Start”
then “All Programs.” Choose the
“InSync” folder and click on “InSync”.

If InSync is already running a small icon in the notification area will be present.
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3.
System Tray Menu
The System Tray Menu is accessible by clicking the InSync icon in the System
Tray. In the Menu are shortcuts to the configuration menus and functions of
InSync.
Menu Selections
3.1
Menu selections link to the four tabs of the InSync configuration screen.

Home: The Home tab provides an overview of InSync and is covered
in section 4.

Dictation Log: The Dictation Log provides a record of uploaded
dictations and is covered in section 6.

Devices: The Devices tab shows a list connected devices that can be
configured with InSync. It is covered in section 7.

Options: Configuration settings for the InSync application are located
on this tab. Options are covered in section 8.
Dictation Selections
3.2

Record New Dictation: This shortcut will open the Recording tab of InSync, and is covered in section 5.

Upload Dictations: This shortcut will force InSync to send any files that are waiting to be uploaded.

Download Dictations: This shortcut will force InSync to check any connected recorders for dictations
waiting to be uploaded.
Other Selections
3.3

Last Message: This will display the last message InSync displayed, such as “Completed Uploads” or
“Device Detected.”

Launch InQuiry: A shortcut to the InQuiry website: https://www.emdat.com/inquiry

Help: This links to the Emdat ticket system: https://www.emdat.com/ticket/

Exit: Closes the InSync application. Users will not be able to connect recorders and upload to EMDAT if
the program is not running.
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4.
Home
The Home tab provides an overview of InSync and the status of unsent dictations. To access all of the features
on the Home tab a user must be logged into the application.
Login Menu
4.1

Select the Login link from the upper right hand corner of the InSync application.

To log in, fill in all three of the fields. InSync login credentials are the same as your InQuiry credentials.
The application can remember Usernames and Passwords.

If the Username has been saved, the
name is selected from the dropdown list
to expedite the login process.

Once logged in, a user can choose to
logout by clicking on the down arrow
and selecting the option to logout.
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4.2
Internet Connection Monitor
The internet connection monitor verifies that InSync is connected to the internet and that the ports that InSync
uses to transmit data are open. In order for InSync to communicate with the server, the Internet connection
must register as active.
4.3
Recording Dictation
The home page contains a link to the Recording tab, as well as a quick view of any dictations that are on hold or
waiting to be uploaded. Recording functions are covered in section 5.
4.4
Support Section
Quick links to Emdat InQuiry, support requests, and the helpdesk telephone number.
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5.
Recording with InSync
Users can record a dictation with a microphone by accessing the Record screen in InSync. From the system tray
select “Record New Dictation,” or click the “Record dictation” link on the Home screen. Select the Record tab
from any other tab in the InSync application to begin recording.

Delete Dictation: This option discards the recorded file if it is unwanted.

Place on Hold: This function holds a dictation until the recording can be completed or continued.
Dictations placed on hold will not upload to the EMDAT server.

Complete: This button completes the current dictation, uploads it to the EMDAT server, and begins a
new dictation.
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Appointment Functions
5.1
The left half of the Record Dictation screen searches the
patient database. To initiate a patient search enter a patient
ID, name, partial name, or order number in the field next to
the “Search” button.
Results are displayed in the “Select Appointment” dialog. Patients can be sorted by clicking on the headers of
the following columns. Choose a patient’s name and use the Select button to begin a dictation for the selected
patient appointment. The Cancel button closes the appointment search window without choosing a patient
appointment.

Appointment Date: The patient’s date of service.

Patient ID: The patient’s unique identifying number. Also known as Medical Record Number or MRN.

Patient Name: The patient’s full name.

Birth Date: The patient’s date of birth.

Gender: The patient’s gender.

Order Number: The patient’s order number. The meaning of this number is customizable and varies
between different healthcare facilities.
Recording Functions
5.2
The right side of the Record Dictation screen contains the traditional recording buttons and document
demographics. Select a specific point in the audio file by clicking on a position with the slider bar.

Jump to Start: Returns the slider position to the beginning of the dictation.

Rewind: Moves the slider position towards the beginning of the dictation.

Record: The record button records new dictation. Selecting the
drop down arrow allows you to determine how the record button
behaves.
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Append Recording: New dictation is added to the end of
the audio file. Slider position will jump to the end of the
file.
o
Insert Recording: New dictation is added to the point indicated by the slider bar. No dictation
will be overwritten or deleted.
o
Overwrite Recording: New dictation is added to the point indicated by the slider bar. Existing
dictation can be overwritten or removed.
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
Fast Forward: Moves the slider position towards the end of the dictation.

Jump to End: Moves the slider position to the end of the dictation.

STAT: Make this document a STAT priority. STAT dictations are transcribed faster but may have an
additional transcription cost associated with higher priority transcription.

Recording Settings: This button opens a dialog to adjust the recording options. These settings can also
be accessed on the Options tab.

Switch View: This button toggles between the expanded and contracted versions of the recording
screen.
The document demographics affect the workflow and appearance of the dictation when it has been transcribed.

Dictator: Select the user that the document belongs to. This selection defaults to the user who is
logged in to InSync.

Document Type: Select the work type for the transcribed documents. The work types available are
different for each client. Choosing the default document type will assign the default work type selected
by your client.

Location: Select the location for the transcribed document. The locations available are different for
each client. Choosing the default location will assign the default location as defined on the Options tab.
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6.
Dictation Log
The Dictation Log searches for dictations sent or that are currently unsent. Users can search for any date range
needed and can also search for all dictating providers or specify a single provider. By default the dictation log
data is saved for 14 days. Additionally once a search has been completed the results can be sorted by clicking on
any of the column headings.
7.
Devices
The Devices tab lists all of the connected devices that are compatible with the InSync application.
Devices List
7.1
The screen displays all connected devices and their current status in regards to the InSync application.

Device Name: When available the first column displays the name of the device connected. Not all
devices identify themselves to InSync. Those devices are typically displayed as removable media with an
accompanying Drive letter.

Configured: Indicates if the device has been configured for InSync.Net version 5 or greater. Devices will
be indicated either Yes or No.

Legacy Configured: Indicates if the device has been configured for InSync version 4. Devices will be
indicated either Yes or No.

Ignored: Indicates if the device has been configured as ignored. Ignored devices will not have audio
files removed from them and InSync will not interact with devices that have been configured as ignored.
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Device Configuration
7.2
Almost any device with storage space that can connect to a PC as Removable Media can be configured to work
with InSync. Available devices are displayed on the Devices Tab of the InSync User interface. To configure a
device, connect it to the PC with USB and open the Devices Tab.

Select the device from the list and press the “Configure Device” button at the bottom of the screen.
Next, select the name of the provider that the recorder belongs to. If the option to “Always ask me for a user
when I sync this device” is selected a pop up will request a user when the recorder is synced.
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Next, select the document types that will be assigned to the recorder. Different recorders can configure for
different numbers of document types. Users do not have to select the maximum number of document types.
Next select any additional options. There are four options for Location selection.

User Default Location: Use the default location as specified by User or Client. This is the most
commonly selected option.

Always ask when syncing: Prompt the user when syncing to select a location.

Use the location of this workstation: Use the location specified in the InSync settings for the
configuring PC.

Use this location: Select a specific location to configure the recorder to.
Dictation Log options.

Show dictation log after upload: To show the dictation log after upload select the option.
Select Finish to complete the configuration process.
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8.
Manual Uploading
InSync can manually upload files in two different ways. InSync can
upload files individually, or in batch from a specified Windows folder.
8.1
Individual file
An individual file can be uploaded by right clicking and selecting the
option to “Upload with InSync.”
Select a user to upload as.
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Select a document type for the files to upload under.
Select a Location for the files to upload to. The Apply button then queues the dictation file for upload.
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Batch file
8.2
Batch file uploading is available by navigating to the Devices Tab and selecting the “Upload From Folder” button.
Navigate to the Devices Tab, select the “Upload From Folder” button.
Select the Folder of dictation files to upload.
Select some or all of the files to upload.

CTRL + A selects all files.

Shift + Click selects files in a series.

CTRL + Click select multiple individual files.
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Select a user to upload as.
Select a document type for the files to upload under.
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Select a Location for the files to upload to. The Apply button then queues the dictation file for upload.
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9.
Options
The Options tab contains five groups of settings to allow you to customize how InSync functions. The groups are
Workstation Settings, Workstation Defaults, Recording Settings, Manage Logins, PACS and Security and File
Name Options. Changes can be retained with the Save button, and unwanted changes can be discarded with
the cancel button. (Note: The default values are displayed in the images)
Workstation Settings
9.1
Workstation Settings are specific to the local machine and allow you to configure startup options and retention
times for log and save files.

Start InSync with Windows: Check this box to start InSync when Windows starts.

Do not prompt to configure devices when connected: Check this box to suppress the pop up window
to configure devices when they are connected to the PC by USB.

Prompt to upload files bigger than __ MB: Enter a value here to warn users when they are uploading
files of a certain size. Larger files take longer to upload and based on the connection speed of the PC
may not have time to upload before they are timed out and the upload fails.

Display Dictation on the dictation log for __ days: Set the retention time for the dictation log.

Retain encrypted dictations on this workstation for __ days: Set the retention time for encrypted sent
dictations.

Remove Dictations from Workstation: Remove all saved encrypted files from the Hard Disk Drive. This
will clear the Dictation Log.
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Workstation Defaults
9.2
Workstation Defaults allows you to choose a default client and location for dictations uploaded from this PC.
These options are not required, but can be used by the Record screen or by recorders that are configured to
upload based on these settings.

Default Client: Specify a default client to upload dictations for.

Default Location: Specify a default location to upload dictations for.
Recording Settings
9.3
Recording Settings configure the behavior of the InSync Record Tab found in Section 5 of this manual.

Use global recording keys: Enabling this allows users to control the InSync recording application even
when InSync is not the active window. This allows dictators to use other applications while still
controlling the recording in InSync.

Keep recording screen on top: Checking this box will keep the InSync recording window on top of any
other open applications or windows.

Seconds to jump when rewinding: Define the interval InSync moves when using the rewind button.
Larger numbers will rewind faster.

Seconds to jump when fast-forwarding: Define the interval InSync moves when using the fast-forward
button. Larger numbers will fast-forward faster.

Seconds to rewind when restarting playback: If the dictation is paused, InSync will automatically
rewind this number of seconds before resuming playback.

Speaker Icon: The speaker icon is a shortcut to Windows audio settings applet. The icon is indicated in
a red box in this illustration:
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Manage Logins
9.4
Users have the option to save their login IDs and passwords while using InSync. This information can be
removed under the Manage Logins tab.
PACS
9.5
The PACS settings are used to configure how InSync interacts with a PACS system.

Use the following Port for PACS system communication: This port will be assigned by the PACS
administrator.

Default action when receiving a PACS request while recording: Specify what InSync will do if a PACS
dictation request is received while a user is recording a dictation with InSync.
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Prompt for Action: A dialog will appear prompting an action for the current dictation.
o
Place on Hold: InSync will automatically place the current dictation on hold, and open a new
PACS dictation.
o
Reject PACS Dictation: InSync will automatically reject the PACS Dictation and continue the
current dictation process.
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
XML: InSync can also upload a file pair with demographics contained in an XML file alongside the audio
file. Specify the location of the file pairs in the PACS Folder field.
Security and File Name Options
9.6
The Security and File Name Options customize how InSync stores files on the local PC.

Current Strength: A summary of the file privacy. Strength can be “Strong,” “Fair,” or “Poor.”

Use Encryption: Indicates if the audio files stored locally on the PC are encrypted or not. (Note: InSync
stations that do not encrypt their files will automatically be awarded “Poor” security strength.)

Enable Dictation Saving: If checked, users can save a copy of the dictation from the Dictation log. This
setting does not affect Security strength but is logged as an activity.

Use System Generated Filename Format: This radial option will use EMDAT’s default file naming
convention.

Use User Defined Filename Format: Allows users to define a custom file name. (Note: Some options will
reduce security strength, especially components of the patient’s identity.)
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10. Uninstall InSync
(Note: On a network with multiple users please make sure the Windows Login ID has installing and uninstalling privileges.
If unsure please contact PC Support Staff.)

Click on “Start” and select “Control Panel”.

Double click on “Programs”.
(Note: In Windows XP this option is called “Add or Remove Programs”.)

Click on “Emdat InScribe”.

Click on “Remove”.
(Note: Emdat InSync Installers can be deleted as well.)

Click on “Yes”.
11. Support
We offer the following support options in the event that you need further assistance with InSync:
 Emdat software page to download InSync: www.emdat.com/software/insync.asp
 Emdat Knowledge Base Home: www.emdathelp.com
 Help Desk Request: www.emdat.com/ticket
 Phone Support - (608) 270-6400 ext. 1 (Help Desk support is provided weekdays 7AM - 7PM CST)
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