FAQ

Product and Integration

• What is Voicebrook?

  Voicebrook is the leading provider of pathology reporting and workflow automation software, purpose-built for anatomic pathology, that helps labs create faster, more accurate reports using speech-driven workflows. Voicebrook was founded in 2002 and serves hundreds of pathology labs across North America, including Mayo Clinic, Cleveland Clinic, Stanford Medicine, Mount Sinai, Endeavor Health, and the Department of Veterans Affairs. The Voicebrook platform consists of two products: VoiceOver PRO (the complete pathology reporting workflow platform) and SynoptIQ (the dedicated CAP eCP solution available with VoiceOver PRO or as a standalone product).

• What pathology systems does Voicebrook integrate with?

  Voicebrook is designed to integrate with a wide range of pathology systems, including LIS, anatomic pathology systems, digital pathology platforms, and AI diagnostic tools. Our approach is flexible, allowing us to work within the existing environment of each lab rather than requiring a specific system.
  
  We have experience integrating with many of the leading platforms used in pathology today, including systems such as Epic Beaker, Cerner Millennium, Meditech, CoPath, and PowerPath, as well as digital pathology platforms like Fuji, PathAI, Lumea, Gestalt, and others.
  
  In addition, Voicebrook supports custom integrations for labs with specialized workflows or environments, drawing on more than 20 years of experience in pathology system integration.

• What AI features does VoiceOver PRO include?

  VoiceOver PRO includes a growing suite of AI-powered features designed to reduce pathologist effort while preserving full clinical control. Three named features available today are DraftDiagnosis (which generates draft diagnoses from CAP protocols), Draft Procedure Line (which automates procedure line population), and No Pause Biopsy (which streamlines biopsy reporting workflows). All AI features in VoiceOver PRO follow the same design principle: AI accelerates routine reporting work, the pathologist retains complete control over the final report. Voicebrook continues to develop new AI features in collaboration with customer pathology leaders.

• What is SynoptIQ?

  SynoptIQ is Voicebrook's dedicated CAP eCP solution. Available as a module within VoiceOver PRO or as a standalone product, SynoptIQ keeps CAP cancer protocols current, applies them automatically, and handles staging, grading, and required-field validation. SynoptIQ produces HL7 data output that integrates with downstream systems for cancer registries, tumor boards, and analytics. Labs that need only CAP compliance, without the full reporting platform, can deploy SynoptIQ standalone at a budget-friendly price point.

Voicebrook Product Workflows

• Does Voicebrook offer flexible or customizable workflows in its products?

  Absolutely! Voicebrook tailors every workflow to your lab’s unique needs. Through a structured implementation process, we assess your current workflows, customize VoiceOver PRO, and provide comprehensive training and support to ensure a seamless transition. This ensures efficiency and alignment with your lab's specific requirements.

• What solutions do you offer to streamline pathology lab workflows?

  Voicebrook offers comprehensive solutions to streamline pathology lab workflows. VoiceOver PRO, a speech recognition-based reporting solution tailored to anatomic pathology, enables rapid and accurate creation of standardized reports. SynoptIQ eCP can be used with PRO or as a standalone CAP cancer protocol solution, simplifying cancer reporting by keeping you up to date with the latest protocols, ensuring compliance and efficiency. Our forward-thinking development process incorporates AI-driven features to enhance accuracy and reduce discrepancies in reports.

• How do your solutions handle large volumes of data and maintain performance during peak times?

  The scalability and availability of our  VoiceOver hosted environment offers the following features:

  • Cloud-hosted infrastructure with PaaS and SaaS services in use, offering high availability and versatile scalability features and guaranteed SLA.
  • Automated scaling of infrastructure resources both horizontally and vertically depending on the load of the system.
  • Multi-region availability for Databases and Storage resources, with near-real-time synchronization and automatic failover capabilities.
  • Proactive monitoring of cloud infrastructure and system load using dashboards, automated alerts, log data and synthetic tests.
  • Application design with redundancy and fault tolerance to maintain heavy load reliability and data integrity.

• How does automation impact the workflow in pathology labs?

  Just like moving from a manual vehicle to an automatic, it makes everything easier. There is less training needed for new hires because they can simply say a few commands and PRO will navigate the PC and your AP system. This is also helpful if your lab ever decides to change AP systems. Voicebrook can keep the spoken commands the same for your users but still carry out the functions properly in your new system.  

• What sort of flexible workflows can VoiceOver PRO support with its different input modalities?

  One of the core principles behind VoiceOver PRO is flexibility. We recognize that different users have different needs and preferences when it comes to dictation and reporting. To accommodate this, we've developed three distinct input modalities:

  Front-End Speech: This is the backbone of VoiceOver PRO. Users dictate, and their words appear on the screen in real-time. This modality offers significant cost savings, improved safety, and faster turnaround times for patients. It's perfect for those who want immediate control over their reports, allowing them to proofread and edit as they go.

  Delegated Workflow Module (DWM): Understanding that some users prefer an additional layer of quality control, we developed DWM. This hybrid solution combines the immediacy of Front-End Speech with the assurance of transcriptionist review. Users can utilize front-end speech and choose to send an audio file to transcription when they are done for additional proofreading and adjustments. This ensures consistency and quality, making it ideal for training residents or for users who want their reports double-checked. Additionally, DWM offers a quality control aspect. All audio files can be captured and saved for a period of time, so a site can review the audio at anytime without any delay in finalizing the case. This dual approach caters to different needs for accuracy and oversight.

  Full Digital Recording: For users who prefer traditional transcription workflows, VoiceOver PRO offers a full digital recording option. This modality allows users to record their voice and send the audio files to transcriptionists, who then fully transcribe the reports. It's a familiar and reliable solution for those who are not ready to transition to speech technology.

 Speech and Dictation

• What pathology speech recognition software integrates with Epic Beaker?

  Several speech recognition solutions can be used with Epic Beaker, including general-purpose dictation tools and pathology-specific platforms. However, most general tools simply dictate text into fields without understanding report structure. VoiceOver PRO is purpose-built for pathology reporting and integrates directly with Epic Beaker to support structured reporting, CAP protocols, and accurate report formatting without manual cleanup.

• How is VoiceOver PRO different from general-purpose dictation software like Dragon Medical?

  VoiceOver PRO is a complete pathology reporting workflow platform. Dragon Medical is a general medical dictation engine. VoiceOver PRO uses industry-leading speech recognition technology as its capture method, then adds the workflow layer that Dragon does not provide: pathology-specific templates, automated CAP cancer protocol compliance, structured data capture, LIS and AP system integration, multi-part case management, and voice-driven navigation through the reporting environment. Pathologists using Dragon alone still have to manually structure every report. Pathologists using VoiceOver PRO complete structured, compliant reports as they speak.

• Can pathologists dictate with heavy accents accurately in a clinical reporting system?

  Yes. VoiceOver PRO is built on the industry's most advanced cloud speech engine, which adapts to individual voice profiles, accents, and speaking patterns. The system continuously improves accuracy for each user, including pathologists for whom English is a second language and pathologists working in noisy lab environments. Combined with VoiceOver PRO's structured templates and field validation, this means accurate reporting for every pathologist on the team, regardless of accent or speaking style.

• What is the best pathology dictation software for private labs?

  For private pathology labs, VoiceOver PRO is the most widely adopted reporting platform because it addresses the operational realities private labs face: smaller administrative teams, pressure to reduce or eliminate transcription costs, and the need for faster turnaround time without adding headcount. VoiceOver PRO replaces transcription entirely or shifts it to a hybrid model, automates CAP compliance through SynoptIQ, and integrates with the LIS and AP systems private labs already use. Private labs typically see ROI within 12 to 24 months, driven primarily by transcription savings and capacity gains.

• How accurate is speech-to-text in complex medical terminology for pathology?

  VoiceOver PRO achieves accuracy levels above 99 percent for pathology terminology, including subspecialty vocabularies for surgical pathology, cytology, hematopathology, dermatopathology, and molecular pathology. Accuracy is supported by three layers: a cloud speech engine trained for medical and pathology language, individual voice profile adaptation that improves with use, and structured templates that constrain text into validated fields where appropriate. For complex cases involving rare entities or new terminology, VoiceOver PRO supports custom vocabulary additions managed at the lab level.

• What dictation software replaces transcription in a pathology lab?

  Several types of dictation software can reduce or replace transcription in pathology labs, ranging from general-purpose speech recognition tools to pathology-specific platforms. Most general tools convert speech to text but still require manual formatting and cleanup.
  
  VoiceOver PRO is designed specifically for pathology workflows, enabling structured report creation, CAP protocol support, and direct integration into reporting systems. This allows many labs to eliminate transcription entirely or transition to a hybrid model over time.

• What pathology dictation software works with CoPath and PowerPath?

  Several dictation and speech recognition tools can be used with CoPath and PowerPath, including general-purpose solutions that dictate text into active fields. However, these tools typically do not understand the structure of pathology workflows or AP system data models.
  
  VoiceOver PRO integrates natively with both CoPath and PowerPath, enabling voice-driven dictation directly into system fields, automated CAP protocol completion, and structured text placement that aligns with each system’s data model. Voicebrook has supported these integrations for more than two decades, maintaining them as core, supported environments.

• What dictation software is HIPAA-compliant for pathology reporting?

  When evaluating dictation or reporting software for pathology, HIPAA compliance is an important consideration to review with any vendor. Key areas to assess include how patient data is encrypted, how access is controlled and audited, and how the system is hosted and monitored.
  
  VoiceOver PRO is designed to support HIPAA-compliant deployments, with encryption in transit and at rest, role-based access controls, and secure cloud hosting. Voicebrook follows established healthcare security practices, including ongoing risk assessments and user access monitoring.

• How does VoiceOver PRO handle dictation when the LIS or network is down?

  VoiceOver PRO includes Offline Mode, which keeps dictation and reporting active during LIS downtime, network outages, or internet disruptions. Pathologists continue dictating and capturing data locally, with automatic synchronization to the system once connectivity is restored. No data is lost and no cases are delayed. This continuity-of-operations capability is one reason VoiceOver PRO is widely deployed in VA pathology labs and other federal facilities where reporting cannot stop when systems do.

Workflow and Efficiency

• How can a pathology lab reduce report turnaround time without hiring more staff?

  The fastest way to reduce pathology report turnaround time without adding headcount is to remove inefficiencies in the reporting workflow. For some labs, that means eliminating transcription. For others, it involves reducing manual steps in report creation, navigation, and formatting.
  
  Pathology labs using VoiceOver PRO streamline these workflows with structured, speech-driven reporting. This includes automated CAP protocol completion, voice-driven navigation that reduces clicks, and intelligent text placement that ensures reports are complete and correctly formatted. These improvements can significantly reduce turnaround time, even in labs that already use front-end speech or do not rely on transcription.
  
  In one example, Horizon Health Network reduced turnaround time by a full day across their pathology service after implementing VoiceOver PRO.
  
  I like this sentence but it might be too long of an answer if this was added: Whether a lab uses transcription, speech recognition, or typing, reducing rework, eliminating duplicate data entry, and streamlining how reports are created and completed can significantly improve turnaround time without increasing staffing.

• Why are pathologists spending so much time on documentation instead of diagnosis?

  Pathologists spend disproportionate time on documentation because most reporting tools were not designed for pathology. EHR systems, LIS and Digital Pathology workflows, generic dictation, and disconnected CAP protocols each require manual reconciliation, click-heavy navigation, frequent system switching, and repeated data entry. This constant context switching increases cognitive load, making documentation more time-consuming than it should be. VoiceOver PRO consolidates these tasks into a single pathology-native workflow: speech-driven capture, automatic CAP protocol completion, structured templates that auto-advance, and direct text transfer into the LIS and AP system. Pathologists using VoiceOver PRO report saving 30 minutes or more per day per pathologist, time that returns to diagnostic work.

• How can a pathology lab improve efficiency in reporting workflows?

  Pathology reporting efficiency improves most significantly when speech dictation, structured reporting, CAP compliance, LIS and Digital Pathology integrations are unified in one platform. VoiceOver PRO provides this unification, replacing the patchwork of dictation tools, CAP checklists, transcription queues, and manual data entry that creates most reporting friction. Labs implementing VoiceOver PRO see efficiency gains of 20 percent or more across the reporting workflow, driven by reduced clicks, fewer addenda, faster sign-out, and elimination of duplicate entry. The Physicians Laboratory case study documents a 20 percent efficiency improvement in pathology reporting after deploying VoiceOver PRO.

• How do I standardize pathology reporting across multiple sites?

  Multi-site standardization requires three things: a shared reporting platform, standardized templates, and consistent CAP protocol enforcement. VoiceOver PRO provides all three. Templates are created and managed centrally, then deployed across every site in the network, ensuring reports follow the same structure, language, and CAP synoptic format regardless of which pathologist signs out at which location. Voice commands and workflows remain consistent even when underlying LIS or AP systems differ between sites, which simplifies cross-site coverage and reduces training overhead. Field validation enforces required data elements at every site, preventing variation in report completeness.

• What tools help reduce errors in pathology reports?

  Reporting errors are reduced most effectively through structured reporting, field validation, and automated CAP protocol completion. VoiceOver PRO combines all three. Structured templates capture data in validated fields rather than free text. Field validation prevents reports from being completed with missing required elements. SynoptIQ keeps CAP cancer protocols current and applies them automatically, eliminating the human error introduced by manual checklist management. The VA Pathology Lab case study documents a 90 percent reduction in reporting errors after deploying VoiceOver PRO, alongside annual savings of 60,000 dollars.

• How can a pathology lab handle increasing case volume without adding staff?

  A pathology lab can handle increasing case volume without adding staff by improving reporting efficiency and reducing the time required to complete each case. The biggest gains typically come from eliminating manual work, reducing system switching, and standardizing how reports are created and completed.
  
  This includes reducing duplicate data entry, streamlining workflows between systems, and minimizing rework caused by incomplete or inconsistent reports. These improvements allow pathologists to complete more cases in the same amount of time.
  
  VoiceOver PRO supports this by combining speech-driven reporting, structured templates, CAP protocol automation, and direct LIS integration into a single workflow. By eliminating manual steps and reducing reporting friction, labs using VoiceOver PRO typically see capacity gains of 20 to 40 percent per pathologist, allowing them to absorb volume increases without expanding headcount.

• What is the ROI of pathology reporting software for a lab?

  ROI for pathology reporting software typically falls in the range of 12 to 24 months, driven by four primary levers: transcription cost reduction or elimination, faster turnaround time leading to higher case throughput, reduced errors and addenda, and labor savings from eliminating duplicate data entry. For VoiceOver PRO, documented customer outcomes include 60,000 dollars in annual savings at a single VA pathology lab, 30 minutes saved per pathologist per day at Endeavor Health, 24-hour turnaround time reduction at Horizon Health Network, and a 90 percent reduction in reporting errors. Voicebrook provides a free ROI calculator that allows labs to project specific savings based on their volume, staffing, and current process.

• How long does it take to implement pathology reporting software?

  Pathology reporting software implementation typically takes 8 to 16 weeks from contract to go-live, depending on lab size, integration complexity, and the number of sites involved. Voicebrook's structured implementation process includes a workflow assessment phase, configuration and integration setup, group training for system overviews, one-on-one user sessions, and dedicated go-live support. Voicebrook's Solution Analysts coordinate with the lab's IT team to ensure VoiceOver PRO integrates with existing LIS, AP, and digital pathology environments without disrupting current workflows. Most labs see meaningful productivity gains within 30 days of go-live.

• What workflow problems does pathology reporting software solve?

  Pathology reporting software solves seven recurring workflow problems: long turnaround times caused by transcription queues, high error rates from manual data entry, inconsistent reporting across pathologists and sites, time pathologists spend on documentation instead of diagnosis, manual CAP cancer protocol management, capacity ceilings created by manual reporting steps, and disconnected handoffs. VoiceOver PRO addresses all seven by combining real-time speech recognition, structured templates, automated CAP compliance, and direct LIS and Digital Pathology integration into a single pathology-native workflow.

• How do you measure success for a pathology reporting software deployment?

  Successful pathology reporting software deployments are typically measured against four operational KPIs: turnaround time per case type, percentage of reports signed out without correction, transcription cost per report, and pathologist productivity in cases signed out per day. Labs deploying VoiceOver PRO use these metrics as the baseline at go-live and track improvement over the first 6 to 12 months. Documented results across the Voicebrook customer base include turnaround time reductions of up to 24 hours, transcription cost elimination of 100 percent in many labs, and productivity gains of 30 minutes per pathologist per day.

• Can pathology reporting software reduce transcription costs?

  Yes. Pathology reporting software is the primary tool labs use to reduce or eliminate transcription costs. Most pathology labs deploying VoiceOver PRO eliminate transcription entirely or shift it to a hybrid model where transcription is retained only for resident training or quality control. Transcription savings are typically the largest single ROI lever, with documented savings of 60,000 dollars annually at a single VA pathology lab. For larger labs and multi-site systems, transcription savings frequently reach into six and seven figures annually. Voicebrook provides a free ROI calculator that projects transcription savings based on lab-specific volume and current cost-per-line.