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The NovusFiles™ Methodology

The graphic below illustrates the basic workflow methodology of the NovusFiles™ application. While the system allows for variations - such as transcription review - the basic workflow is quite straightforward.

1. Provider Uploads Voice Files from Recorder. Using a digital voice recorder, such as the Olympus DS-4000, the Provider (or a person working for them) will download the dictation files to their computer using the USB interface and software included with the recorder.
2. Provider Uploads Files to NovusFiles™. After logging into NovusFiles™, the Provider, using an easy Web form, attaches the digital files and the files are transmitted with encryption to the NovusFiles™ servers, where they are again encrypted and stored in our database (this is transparent to all users and requires no additional software or configuration by the Provider or Transcriptionist). An e-mail is sent to the Transcriptionist alerting them that a dictation file is ready for them.
3. Transcriptionist Downloads Files from NovusFiles™. The Transcriptionists logs into NovusFiles™ and downloads the digital voice files via encrypted transmission. The Transcriptionist transcribes the dictation using their preferred word processor, and using a Transcription Kit, such as the AS-4000, which includes a USB footswitch and full-featured playback software.
4. Transcriptionist Uploads Completed Transcription to NovusFiles™. Once the dictation has been transcribed, the document is uploaded via the NovusFiles™ Web-based application, again with full 128-bit encryption. If configured, the Provider will receive an e-mail alerting them that the completed transcription is ready for download.
5. Provider Downloads Transcription Files from NovusFiles™. By simply clicking on the download icon on their post-login Home page, the Provider can download the transcription document (as always, the download is protected with encryption). The Provider will save the document just as with any other download on their computer.
6. Provider Prints Out Transcription. If desired, the Provider can print the document. Alternatively, the file can be saved to a CD or filed electronically.

For more details on how NovusFiles™ works, we invite you to download one of the following PDF documents. These are the complete User guides which show each screen and each function. See for yourself how easy, yet complete, the NovusFiles™ File Services system is!

For Transcription Firm Owners: Administrator's Guide

For Providers: Dictation User's Guide

For Staff Transcriptionists: Transcription User's Guide

These downloads require Adobe® Reader®, Version 5 or better.