How to Install and use the Olympus DS-330 Digital Voice
Recorder on the BayScribe Dictation System.
Part 1: Installation
1. To function properly, this utility must run on a PC with Windows 2000 or XP.
a. If PC is a DELL there may be problems with the USB port not having
enough power. This is a known DELL issue. If this is the case let us know
and we will get you a powered USB hub to use.
2. Download the BayScribe WAV Transfer Utility software at :
https://secure.bayscribe.com/update/BayWavXfer.zip
a. You must install the software as the administrator of the PC.
b. Unzip this file and run the Setup.exe program.
c. Install for all users so that the utility will be available regardless of who
logs into the computer. This choice is made when the Setup program is ran
by selecting Everyone, as shown below.
3. Plug in a DS-330 hand held voice recorder into the cradle and connect the USB
cable from the PC to the cradle. If you have a DS-3000 or DS-2000 model, these
instructions will also apply but the USB cable connects directly to these devices
as there is no cradle. If you have problems using the cradle for the DS-330, the
USB cable can be directly connected to this model also.
4. A hardware Wizard will install the hardware onto your computer. Select the
DSXUSB Device and install the hardware. When finished, disconnect the DS-330
device from the cradle.
5. At this point the utility should be running. Check your Windows system tray area.
The icon for the application looks like this
.
 If the icon is not located in the tool bar tray because the application has
been closed then navigate to Start, Programs, Bayscribe Productivity
Tools, Bayscribe Wav Transfer Utility. This will put the icon back onto
the toolbar tray.
Part 2: Setting up the utility the first time.
1. The utility needs to be set up with site-specific information. Generally this only
needs to be done once.
a. Right click the
icon in the Windows toolbar and select Show Dialog.
This brings up the main dialog for the utility, which will look similar to
this.
b. Click the Configure menu (top left), and select Options. Most users will
want to set the options as shown.
Note that the Source Path for Olympus Audio Files is set under the shared
“All Users” folder. This is so multiple users can login to Windows and the
program will still function properly. Also note that Basic Mode is selected.
This is optional but highly recommended when several users share Olympus
recorder devices.
c. Check the “Automatically start scanning…” check box so the utility will
automatically start up when a user logs into Windows. This can be turned
off but should definitely be set for any production environment.
d. Click the Internet Connection Settings tab. The default settings will work
for most people (all blanks.) However, if the computer is behind a firewall
and the default settings are not adequate or if you have been instructed to
use a different URL for the BayScribe Dictation System than the default of
dictate.bayscribe.com, use this dialog to make your changes.
e. Click OK to save your changes for the Options.
f. Click the
button. This will display the login dialog if this is the
first time this utility has been set up. Please type in your assigned
Customer ID and a valid Author ID. If you do not know this information,
please contact BayScribe.
Note: The Author ID here will be used for all uploaded jobs when running in
Basic Mode. If Basic Mode is not enabled, the Author ID specified here is
used only for login purposes and authentication to our server.
Note: If this dialog does not display when the
button is clicked, it
means these two fields have already been specified. They can be changed by
clicking the
button, then clicking the
button on the right side of the Control Center Dialog.
g. When the utility is logged in to the BayScribe Dictation System, the
button will change to
to send files. Clicking the
. This indicates the utility is ready
button will cause the utility to enter an
idle state (paused), indicated once again by the
button.
Note that the utility must be paused in order for the Configure-Options menu
selection to be available.
h. Once the utility is started and logged in (the
button is showing),
click the
and then the
button. The following dialog box will be displayed.
Click the Select button next to the Work Type box and select a default work
type. If Basic Mode is enabled this will be the work type assigned to all
dictations. Basic Mode is truly just that simple.
If Basic Mode is not enabled, any dictations that have an unknown work type
will default to this value. Same goes with the Author ID. However, this will
only happen if dictations are found on a DS-330 that has not been properly set
up (see next section.) Under normal conditions the Author ID and Work Type
are specified by the DS-330 programmable demographic feature, explained in
the next section. Click the OK button when finished.
Note: The other fields such as Account, Priority Level, and User Fields can be
set to default values if desired and each new dictation will inherit their
assigned values. Normally these are left as shown. The various Prompt…
check boxes in this dialog are also optional and if selected and the utility is
not running in Basic Mode, the user will be prompted for these fields before
the dictation files are uploaded. Only use this feature if necessary to your
operation.
i. This is the Control Center dialog. Ensure the Enable Auto Download
check box is selected as shown, as well as the five Folder check boxes.
Click the OK button.
j. The utility is now ready to program your DS-330 devices. The utility can
be minimized to the task bar.
Part 3: Initializing individual DS-330 devices.
Basic Mode Usage
When Basic Mode is used, the DS-330 devices do not need to be programmed. The
end users should be instructed to identify themselves and the work type they wish the
transcriptionist to use for the report at the beginning of the audio portion of each
dictation. This will help the workflow considerably when Basic Mode is used. If you
are using Basic Mode you can skip the rest of this section and go straight to Part 4:
Using the DS-330 Voice Recorder.
Non-Basic Mode Usage
1. Ideally, each doctor will have their own DS-330. If it is required that physicians
share devices, please take the time to program their ID’s and Work Types into the
device before handing them off. Programming the devices is extremely simple
and quick, and the programming will remain intact even if the batteries are
removed, as will any un-downloaded dictations. New devices must be initialized
prior to dictating of course.
2. Make sure the utility is started and logged in.
a. The DS-330 should have good batteries and be turned on (slide the Hold
button on the lower right side down.) Place a new DS-330 (or one you
wish to reprogram) into the cradle. After a couple of seconds the Control
Center dialog will appear
b. Click the
button. This will display a dialog similar to this one.
c. Click the Select button next to the Author ID and select an author from the
list presented. Do the same thing for each device folder name, assigning a
Work Type to each of the five DS-330 folders. Click the Update
Date/Time to Current button to update the DS-330 date/time to the
computer’s current date/time (make sure your computer has the correct
date/time set!)
d. Click the OK button. The newly-programmed DS-330 is now ready to
accept dictations. Please remove it from the cradle. Repeat these steps for
each device you wish to program. It is recommended that you label each
device with the programmed Author ID.
Note: If a device is placed on the cradle and a message stating that “Invalid
data has been detected on this device. Those fields have been reset.”, please
re-program the device. This can happen if the device somehow loses its
programming, or more commonly, if one or more of the assigned Author ID
or Work Types are no longer present on the BayScribe Dictation System.
Part 4: Using the DS-330 Voice Recorder.
1. Each DS-330 comes with a user manual that explains basic usage of the voice
recorder. The following is a brief explanation of usage, and should suffice for the
majority of users. Please refer to the manual for programming other modes, such
as recording quality (SP is the recommended and default setting.)
a. Set the Conference/Dictate Mode switch to Dict for normal handheld use.
Select Conf for Conference Mode if desired.
b. Slide the Hold button down to turn the device on.
c. If not using Basic Mode, press the Select Work Type button repeatedly
until the desired work type is displayed.
d. Press the Record/Pause button to begin recording. Each press of this
button toggles between Record and Pause mode.
e. The Play, Stop, Fast Forward, and Rewind buttons can be used to review
or edit the dictation.
f. When the author is finished dictating, press the End Current Dictation
button. Note that the label for this button is New on the device. This button
can also be thought of as Start New Dictation.
g. Repeat steps c, d, e, and f to create multiple dictations. The device will
hold approximately two hours of audio.
h. Place the DS-330 on the cradle to upload the dictation files to the
BayScribe Dictation Server, and after a second or two the Control Center
dialog appears. Here we see four dictations being uploaded to the
BayScribe Dictation System from an Olympus DS-3000 Voice Recorder,
which along with the DS-2000 are also supported by this utility.
Note: The files are automatically deleted from the DS-330 at this time, and
a copy is maintained in the Archive folder for the number of days set in
the Options dialog (section 2 above).
i. When the dictations have been uploaded, a sound will play (assuming the
computer has speakers) and this message will display. The user can click
the Print button to print a hard copy of their uploaded file information.
Click the OK button and it is now safe to remove the DS-330 from the
cradle.
Note: This confirmation dialog is displayed when the Force user to click
confirmation dialog… check box is selected in the Options dialog (see
section 2 above.) It is recommended that this setting be used as shown, so
a user does not inadvertently remove the device from the cradle while
dictations are being uploaded to the BayScribe Dictation System.
j. Do not leave the DS-330 in the cradle after uploading the files. Doing so
will cause the Control Center dialog to re-appear periodically. It doesn’t
hurt anything, but the cradle is not a charging unit and it can be confusing
for others when they find the cradle occupied.
Dictation Pointers

Every patient should begin with New (End Current Dictation button). If this
does not happen the computing system sees the one file as one patient. Each
patient should have their own file.

If using Basic Mode, remember to dictate your name/User ID and the type of
report (Work Type) at the very beginning of each dictation.

Remember to include demographic data such as the name of the patient,
Medical Record Number, etc for each dictation. The transcriptionist needs this
information to be included in the audio.

If you are not using Basic Mode, remember to select the correct Work Type
before beginning a new dictation (see DS-330 diagram above, using the Select
Work Type button.) If you are dictating a special type of work that is not in the
list of folders programmed into your device, please state that the work type be
changed in the audio so the transcriptionist can fix it later.

Upload your dictations several times a day to help turn-around time and to
ensure that the DS-330 does not run out of room for more audio. Try not to
leave dictations on the device over night.

If the utility is not set for Basic Mode, please do not share DS-330’s unless
they have been reprogrammed to your Author ID and Work Types.
Part 5: System Administrator Information.
This utility creates a couple of log files. These log files are in a subfolder named
“BayScribe\Log” located under the path set in the Options dialog (see Part 2b of
this document) setting “Source Path for Olympus Audio Files”.
The two log files are named
BayWavXFer.log (this is the main application log)
Upload.log (this is a log of all uploads)
If BayScribe support needs to help you with a problem, it would be helpful to zip
these log files up and send them attached to an email along with the exact nature
of your problem.