Instructions for using eScription
EScription is a new dictation-transcription platform which will replace our current system on
AUGUST 3, 2013. To provide optimal document turnaround times, dictations will be processed
by the Providence Health and Services System Transcription Team, necessitating
standardization of dictation practices as outlined below. If you currently use Epic and Dragon
for documentation purposes, please continue with this workflow.
Dictation cards will be distributed one week prior to go-live.
Enclosed are the following instructions:
New Steps for Dictating in eScription
Document work types and numbers
Procedure for corrections
How to find your Dictation ID in Epic
page 1
page 2
page 3
page 4-5
NEW STEPS FOR DICTATING IN ESCRIPTION:










Enter your Providence provider ID number to ensure the document is returned to you for
signature. Instructions for finding your Provider ID number are on page 3.
Enter the proper Facility Code (See Dictation Card and dictation instructions). Using the correct
facility code will ensure document routing, audio access, and document access.
Enter the work type. There are new work type numbers, listed in detail below. (Also see
Dictation Card and dictation instructions).
Enter the Epic CSN (contact serial number) as the patient identifier.
Note that there are new keypad functions (see Dictation Card and dictation instructions).
To indicate a STAT document, press # and then 9 at any time during your dictation, and then
press 2 to continue dictating. This will route the document electronically to the next available
transcriptionist. If you verbally dictate ‘this document is a STAT,’ and you do not enter # 9, the
software will not route the document as a STAT. If you realize you need this document to be a
STAT after you have finished dictating, you can call the medical records or transcription
departments with the appropriate information, and they will prioritize your dictation.
Dictate all carbon copy requests, spelling the recipient’s first and last names, and include the
recipient’s physical address and medical specialty if known. This helps ensure the intended
provider receives the copy, and the document is processed timely. There is more than one Dr.
Smith. Copies cannot be directed to general entities (i.e. clinics, hospitals, laboratories, care
facilities, billing depts., etc.) and only to specifically designated healthcare providers with a need
to know. If a provider to be copied cannot be identified, the copy will be sent to the dictating
provider for distribution. Dictating providers should not provide fax numbers alone or the
report copy will not be sent.
You must dictate all information to be included in the document, including disclaimers.
Verbal dictation prompts may be overridden at any time.
Transcriptionists do not copy and paste documentation.
1
DOCUMENT WORK TYPES AND NUMBERS: Use the following work types starting 8/3/2013:
 SLEEP STUDIES (0) for sleep studies.
 CONSULTATION (2) for specialty consultation.
 DISCHARGE SUMMARY (3) for discharge, transfer and death summaries.
 HISTORY AND PHYSICAL (4) for standard, preoperative and updated History and
Physicals.
 INPATIENT DISCHARGE INSTRUCTIONS (5) to dictate immediate instructions to be
given to your patient as they leave the acute care setting. These will be transcribed in a
letter-type format and routed to Epic. Healthcare providers will need to print the
document out of Epic and give to the patient.
 OPERATIVE REPORT (6) for operative and procedure notes as well as Caesarean
deliveries.
 EMERGENCY ROOM REPORT (7) for emergency room or emergency department notes.
 DELIVERY NOTE (9) for vaginal deliveries.
 SPECIAL STUDIES (10) for EEG and other similar work types.
 PULMONARY FUNCTION (18) for pulmonary function studies.
 INTERIM SUMMARY (19) for transferring patient care within the facility (e.g. ICU to
floor, floor to CCU) or when transferring the patient’s care to another provider (e.g.
patient has an extended stay and care is transferred from one provider to another).
EXCEPTION: Interim Summary (19) should not be used to transfer a patient from one
business entity to another (e.g. Inpatient to behavioral health or rehabilitation).
 Use EPIC for LETTERS and PROGRESS NOTES.
2
PROCEDURE FOR CORRECTIONS:
 PLEASE BE CERTAIN THAT THE CHANGES TO YOUR DOCUMENT ARE CORRECT BEFORE
SIGNING. Signed documents cannot be corrected and any change after a document is signed
will need to be made as an addendum to the original document.
 Use the work type of the original document to be changed when dictating an addendum (e.g.
To “correct” an Operative Report that has been signed, choose the work type OPERATIVE
REPORT for the change).
 You can make changes to your documents in Epic prior to signing the document, or you can use
the CORRECTIONS work type (22) for all corrections, regardless of original work type. Please
allow 72 hours for the dictated correction to be processed. Please make sure the corrected
document is accurate prior to signing.
 All corrections submitted in writing (FAX 503-215-7640) must be initialed and dated by the
signing provider who is authorizing the change. Corrections in person, by phone, or email will
not be accepted. Please allow 72 hours for the correction submitted in writing to be processed.
Please make sure the corrected document is accurate prior to signing.
 Notations at top and bottom of document provide legal documentation of authorized changes.
Also enclosed are “Dictation Tips” you may follow to produce optimal document results. All
dictation documents (dictation cards and tips & screen shots of how to find your dictation id #)
are available from your Medical Staff Office, Provider Support Services, Medical Records
Department, and PH&S System Transcription.
Our Transcription Support Team is available to help you in all aspects of your dictation. Please
call System Transcription Support at 503-215-6826, available 24/7, for questions or assistance.
3
Provider Finder Instructions—how to find your dictation ID in Epic
In Epic, click the Epic button, highlight the Tools menu option, and click Provider Finder.
In the Provider Finder window, type provider name in the "Name:" field and click Search. The
provider name will appear in the field below the Search button.
In the Provider Summary field (bottom right of Provider Finder window) scroll down to the
bottom of the field. The dictation ID will be listed under Prov Provider ID.
Provider Finder Instructions—how to find dictation ID in Epic (With Screen Shots)
In Epic, click the Epic button, highlight the Tools menu option, and click Provider Finder.
4
In the Provider Finder window, type provider name in the "Name:" field and click Search. The provider name will
appear in the field below the Search button.
In the Provider Summary field (bottom right of Provider Finder window) scroll down to the bottom of the field.
The dictation ID will be listed under Prov Provider ID. Numbers have been removed from screen shot for
confidentiality.
5