Congratulations! You’ve had a successful implementation of VoiceOver. Your users are now actively using the software and your group is starting to realize the benefits that sold you on acquiring the solution.
So you may be asking, "Now what?" The obvious answer is that your users should continue using VoiceOver on a regular basis so that they can become as proficient as they are at using a microscope, but there is still more to know. Here is a list of five things that all new sites should be thinking about in order to maximize your future use of our software.
1) Make Active Use of Pathology Templates
During Go-live, all users were trained to create their own user templates and a lab administrator was trained to add global templates for users to share. Using this knowledge, ensure that you are actively using templates and creating new ones as needed.
The best way to know when you should consider creating a template is to identify when you are dictating more than a few words at a time or when you continually dictate the same diagnoses over and over again. This is the perfect opportunity to create a template to save time and improve accuracy. It is sure to speed up your performance time and make report creation that much simpler. Here are a few reminders that will help with template creation:
- Name your templates with short but applicable contextual names for the type of case. Stay away from letters, numbers, or abbreviations that are more difficult to recognize
- Ensure that any variable fields are surrounded with brackets [default variable]. This will enable you to navigate through the template using your voice, mouse, or keyboard to complete these fields quickly and accurately.
- Use proper punctuation and grammar when creating the template. This will prevent you from having to correct the report every time.
For additional best practices on how to create templates, please see Nick Dnyprowsky's blog, "Best Practices for Creating Quick and Accurate Pathology Templates."
2) Check Proper Microphone Placement and Speak Consistently
In order to ensure maximum accuracy, always check that your microphone is placed properly before each dictation. Headset or handheld mics should be no more than 3 finger widths away from your mouth and desktop and boom microphones should be set as close as possible (nine to twelve inches) to your mouth and at no more than a 45 degree angle.
We often find that desktop accessories can get moved around during the day, microscopes may be adjusted, and sometimes people get tired. When this happens the microphone placement can get a bit “lazy." To avoid recognition mistakes caused by poor microphone placement, before each dictation make sure that your microphone placement follows our preferred recommendations.
A second focal point to maximize accuracy is to speak as consistently as possible and model your style after what you were taught during training. This includes, speaking clearly and in contextual phrases or sentences, and avoiding slurred speech and fillers like “uuuuhhh" and "ummmm." Think about what you want to say first and then begin dictating. These methods will maximize your accuracy, decrease corrections, and make your dictation session that much more enjoyable.
3) Keep Voicebrook Informed of Departmental Changes
AP systems regularly get updated or upgraded, reporting formats may change, PC's get replaced, staff turn over, and MS Windows operating systems get upgraded. As you become aware of any of the following updates or changes, it is important to let us know immediately, so that we can make sure that your system remains compatible with VoiceOver and that your users are properly trained for the change.
On some occasions we have found that clients plan with another vendor or their IT team and forget that VoiceOver is customized to work along with the underlying platform or relies on the computers that are being upgraded. It is important for you to notify us as quickly as possible regarding any planned changes so that we can allocate the resources and also work with you to ensure the best possible design for any potential new integrated workflows.
4) Support Is Ready and Waiting
If things wind up not going as planned, something is not working the way that you want, you have questions about improving a current methodology, or even minor technical issues arise, Voicebrook support is here to assist.
We understand that it is not always perceived as practical to reach out, and we discuss these issues and the benefits of calling in the blog post, "To Call, or Not to Call, That Is the Question." That said, our staff is here to make sure that we address these issues, so please call.
In the coming months we plan on introducing an online knowledge base of self help tools and articles, so stay tuned for that as well.
Tip: Keep a copy of your Support Notification Process handy for ease of contacting support.
5) Stay in Touch
Voicebrook offers multiple ways to stay in touch. You can subscribe to our blog or quarterly newsletters or follow us on social media. By connecting with us you will continue to receive important tips and tricks that will maximize your use of our software, get news about what we’re up to, receive product and version update information, and more!
If you have a recommendation or enhancement request, feel free to submit those to us as well!
In summary, we recognize that as a new customer you are just beginning your journey with our solutions and you are counting on them to solve the problems and deliver the benefits that led you to working with us in the first place. The first step of that journey is done, but our engagement is far from over. Use us, lean on us, and work with us to help you exceed your initial expectations.