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New Dictation and Transcription System is coming

New Dictation and Transcription System is coming

The new dictation and transcription system (M*Modal) will be implemented at all PHC sites starting March 5th 2014 in a two stage approach starting with dictating authors whose last names are between A to L. The remaining dictating authors will start on the new system in April 2014. The exact date for the second stage will be communicated at the end of March 2014. 

This implementation is part of an initiative to replace multiple aged legacy systems at the four health organizations with a single, speech recognition-based solution to improve transcription service delivery and yield significant savings that can be redirected to patient care.

The new M*Modal transcription system will:

  • Support standardized access to a common transcription system by clinicians across the lower mainland and will utilize standard work type codes, templates and common dictations prompts
  • Be more efficient and effective in managing transcribed documents
  • Enable viewing of transcribed reports using the Provincial Health eViewer : CareConnect  and Excelleris
  • Support full integration with physicians’ electronic medical records (EMRs).

Staff involved in this deployment have been trained on how to use the new dictation/transcription platform. Dictating authors will be receiving information on how to access the new system.

Report Distribution

Internally, printing practices will continue as per the current state. Transcribed reports will also continue to be viewable via SCM.
Concurrent with the implementation of the new M*Modal system, all transcribed reports will be distributed electronically via Excelleris.
Excelleris will initially provide faxed reports as per current practice; however, by the end of 2014, we are working towards replacing these fax reports with download functionality via Excelleris LaunchPad web portal as well as full integration to physicians’ EMRs. During 2014, laboratory and transcribed reports that are currently delivered by mail or courier will be completely phased out. The recent announcements by Canada Post regarding reductions in postal services and increase in costs reinforce the need for this change. 
Initially, the focus will be on practices/clinics that rely on Canada Post, and then on practices/clinics receiving the highest volumes of paper. Excelleris, with the support of the health authorities, will be in touch with these practices/clinics shortly to schedule conversion from print to electronic distribution over the next few months.
Both the centralized and electronic distribution of clinical results and transcribed reports provide an opportunity to improve quality and efficiency while reducing paper use within our health care system. The goal is to have 90% of all reports distributed electronically and directly into clinical EMRs by 2015.

Questions & Support

Naomi Brooks                                                     Jay Van Brunt 
Director, LM HIM Transcription Services             Project Director, LM HIM Transcription Services Project
naomi.brooks@vch.ca                                          jvanbrunt@phsa.ca
604-682-2344, ext 64850                                     604-805-0140