5 Oct 2015

5 Oct 2015

Law firm streamlines transcription process

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Integration of digital dictation and speech recognition improve efficiency and productivity

Modernization was in order when La Cava & Jacobson, P.A., launched itself as an independent practice in June 2010. The 12-attorney medical malpractice and civil defense law firm in Tampa, Florida split from a larger organization and acquired the former parent company’s office along with decades-old tape-based dictation equipment.

“The tapes were old and the machines broke frequently,” says partner James D. Wetzel.” With help from their local vendor, the firm began researching a suite of digital dictation and transcription tools. In 2011, after thorough analysis, La Cava & Jacobson choose a dictation software suite with Philips Pocket Memo digital recorders to replace their obsolete equipment and inefficient workflow.

Seamless workflow integration

La Cava & Jacobson’s attorneys were accustomed to dictation, so substituting tape-based recorders with the Pocket Memo devices was seamless — yet it greatly improved the efficiency of the transcription process.

Prior to the switch, attorneys would dictate letters or reports, and then either hand-deliver cassette tapes to their assistants or search for an available transcriptionist. Now, with the digital capabilities of the Pocket Memo combined with the dictation software, attorneys simply dock their recorders at their PCs. The audio files are automatically and securely uploaded to a centralized system that can be accessed by an authorized assistant or typist. The attorney’s dictation can then be transcribed by the first available assistant, or specified support staff.

Improved efficiency with speech recognition

Their Voice Systems representative was able to show La Cava & Jacobson’s attorneys how to further enhance productivity with the use of speech recognition. Integrating speech recognition software within the dictation software workflow solution further automates the transcription process. Attorneys can use speech recognition to create a draft document and send it through the system for completion. Rather than spending the bulk of their time transcribing from scratch, typist only need to proofread the documents created in the speech recognition and make corrections if needed.

After years of using speech recognition software as a stand-alone product Wetzel was able to combine multiple options as he always wanted to and significantly improved his workflow.

“I use a desktop microphone to dictate directly into the computer. I have a workstation with all the software installed at home as well as in the office, so I can do my work wherever I want,” Wetzel explains. “For longer documents, like case studies, I prefer to dictate directly into Microsoft Word, and speech recognition populates the text automatically. For all other documents I dictate directly into the dictation software with templates.” From there, documents are automatically routed to the internal support staff for review.

There has been a lot less typing due to speech recognition — a fact the employees really appreciate. “Assistants are happier because they are typing much less, and the lawyers are thrilled with the fast turnaround on documents,” Wetzel says.

Superb sound quality and accuracy

The entire suite of Philips devices has been awarded the highest ratings in a Nuance survey for microphone quality. The clarity of recording has led to better recognition and accuracy rates.

“The more you put into it, the more you get out of it, it’s clearly better than tapes; only good things have come from this change.” says Wetzel.

Source: Philips Dictation