1 The InSync application can be downloaded via the Internet by going to http://www.emdat.com/software/insync.asp. This web site contains the latest version of InSync 4.9 which will perform an Upgrade for existing users and also the Full Installation for new users. To download the newest version of InSync, click on the InSync 4.9 link with your mouse.

• For the Voice-It recorder, a spare Serial port (COM port) will be required.
• For the Uher recorder, a SanDisk device should be connected to the computer, and the software for the SanDisk should be installed.
• For Olympus and Philips Recorders, a USB connection is required.

The Client User Name and Password are unique to your organization and are used to identify the computer to the Emdat Server. Each client is assigned only one Client User Name and Password. They are to be used for all installations of the InSync application at your organization.

1 The first time you start the program, or when you choose Client Configuration from the program's menu, you will be presented with InSync's configuration window. The Server Tab prompts you for your client login information that will be used to communicate between InSync and the Emdat server. This tab contains these options:

• Client Username: Enter the Client Name provided to you by the transcription company.
• Client Password: Enter the Client Password provided to you by the transcription company.
• Server Time-Out: Use this option to increase the length of time the program will wait for server messages. You should only do this if your internet connection is extremely poor and you are instructed to do so by technical support.

2 The Recorder Tab is used to setup the communications between InSync and your recorder, or another audio source. This tab contains these options:

• COM Port: Set the port that you attached the Voice It recorder cable to.
• Scan: If you have a recorder, you can press this button to have the application scan for the port that you have connected to.
• Retries: Set this higher if your COM port is having difficulty communicating with the recorder, and only if instructed to do so by technical support
• Quality: The Voice-It recorder supports Long Play (LP) and Short Play (SP).  Long play allows for longer recording time on the recorders, however there may be a reduction in voice quality.  LP is the default setting for the Voice-It recorder.

• Path to WAV Files: Enter the path that the program will monitor for sending dictation files to the Emdat server.
• Path to Stat WAV Files: Enter the path that the program will monitor for sending Stat dictation files to the Emdat server.
• Path to Recorder Program: Enter the path to the executable program that you will be using to retrieve dictations from a device not directly supported by Emdat.
• Autoname Files: Emdat files are named distinctly so that they can be identified on the Emdat server.  If the files being placed in the directories (specified by the paths listed above) are not named accordingly, the server will have difficulty processing them.  Check this box to have the program automatically use the naming convention required.

• Uher Drive: Enter the drive letter that the SanDisk is connected to.

• Path to dictation files: Enter the path that the program will monitor for sending dictation files from a Cerner Quadris dictation system.

• Path to Dictation Files: Filepath in which WAV files will be extracted from the DVI system.

• Listening Socket: Enter the socket number on which Dynamic Imaging will be sending patient information to InSync.

• Path to WAV Files: Enter the path where InSync should look for audio files from an Allscripts system.
• Path for Reconcile Files: Enter the path where InSync should place reconcile files after the audio file is processed.

• Path to Dictations: Enter the path that the program will monitor for sending dictation files from an IQMax dictation system.

3 The Data Transfer tab is used to setup an automated transfer of Patient and Associate files, and for retrieving files from the Emdat server. This can be done on the command line on a scheduled basis (the preferred method), or the program can continue to monitor for these files by using these subtabs on this screen:

• Check for Patient File every: Enter the number of minutes that the program will wait before checking for a patient file to send.
• Format of Patient File: Choose the format in which you will be sending the patient file. There are three available formats, and you can get a description of these formats from the File Format documentation, also available on-line.
• Patient Filename: The patient file that you wish to send, including the file path. If this file exists when the check interval expires, it will be sent.
• Save File As: After being sent, the patient file will be saved to this new name or location, so that it will not be sent again. If this is left blank, the file will be deleted after sending. NOTE: If you send a patient file from the command line and this box is left blank, the file will not be deleted, however if this box is not blank it will be saved as this new filename.
• Census File: Select this option if the Patient File is a Census File.
• Send All Files in Path: Specify a path to monitor patient files. All files in this path will be sent as a patient file.
• Move Sent Files to Path: Specify a path where InSync should move patient files once they are sent

• Patient Socket: Enter the socket to open which will be used to listen for incoming patient information.
• Patient Template Path: Enter the path in which the patient import templates whill be stored.
• Set Data to Proper Case: Select this option if InSync should make an attempt to correct capitalization of Name fields. For example this is necessary if names are sent in all caps.
• Strip Double-Quotes: Select this option if some fields are sent enclosed in double-quotes. InSync will then extract the value inside the quotes instead of taking the whole field verbatim.
• Patient File Limit: Enter the number of files to queue before sending out a warning. You can confiugre the warning that is set on the Notification Tab. Set this value to zero if you do not want a notification to be sent.
• Merge String Indicator: Enter the string value which, if it appears in the patient file, indicates a patient merge instead of update.
• Delete String Indicator: Enter the string value which, if it appears in the patient file, indicates a patient delete instead of update.

• Check for Associate File every: Enter the number of minutes that the program will wait before checking for an associate file to send.
• Format of Associate File: Choose the format in which you will be sending the associate file. There are three available formats, and you can get a description of these formats from the File Format documentation, also available on-line.
• Associate Filename: The associate file that you wish to send, including the file path. If this file exists when the check interval expires, it will be sent.
• Save File As: After being sent, the associate file will be saved to this new name or location, so that it will not be sent again. If this is left blank, the file will be deleted after sending. NOTE: If you send an associate file from the command line and this box is left blank, the file will not be deleted, however if this box is not blank it will be saved as this new filename.

• Check for Data Files every: Enter the number of minutes that the program will wait before checking for available files on the Emdat server.
• Filepath in which to save files: Enter the path in which you want to save the files that are retrieved from the server.
• Run program when files received: Enter the path of a program you want to have run whenever a file is received from the Emdat server
• Run program when no files received: Enter the path of a program you want to have run whenever a scheduled check for files results in no files being received from the Emdat server.

• Check for Data Files Every: Enter the interval in minutes at which you wish to check for new dictation files. This option is only used to archive old dictations that have been transcribed or are out of date. A valid Export Password must be supplied on the Server Tab to use this option.
• Filepath in Which to Save Files: Enter the filepath where you wish to save the dictation files that are received from the Emdat server.

• Check for Delivery File Every: Enter the number of minutes that the program will wait before checking for delivery files.
• Delivery Confirmation Filename: Enter the filename, including the path, of the delivery confirmation file for which you wish to monitor.
• Save File As: Enter the filename, including the path, where you wish to save the delivery confirmation file when it is sent. If you leave this blank, the patient file will be deleted.
• Send All Files In Directory: Specify a path to monitor the delivery confirmation files. All files in this path will be sent as a delivery confirmation file.
• Move Sent Files To Path: Specify a path to which the delivery confirmation files will move after they are sent.

4 The Options tab on this screen is used to setup additional options related to the way you want InSync to operate on this computer. This tab is setup as follows:

• Assign Dictations to Location: By default, dictations are assigned to the location for which the Dictator is setup. If you want, you can have all dictations uploaded from this station assigned to a specific location, regardless of how the dictator is setup.
• Save Sent Dictations: By default, dictations are stored on the local computer for 14 days after being sent to the Emdat server. You can adjust the number of days using this setting. Making this setting zero (0) will cause InSync to always retain the sent audio files. Caution: using this option can cause your hard drive to fill up. Regular cleanup of audio files is highly recommended.
• Prompt for Location on Upload: By default, dictations are assigned to the location for which the Dictator is setup. If you want, you can have the program prompt for a location when dictations are uploaded.  The chosen location will override the dictator's location for those dictations.
• Launch InSync at Startup: Check this box to have InSync automatically load when you turn on your computer.  This is useful for computers that are always on the internet.
• Show Shutdown Confirmation: Check this box if you want InSync to warn you when you are closing it. Dictations will not be automatically sent to Emdat while InSync is shutdown. This is checked by default.
• Never Prompt with Messages: Check this box to prevent InSync from displaying messages that might appear when the program is unattended.
• Always Check Internet: Check this box to have InSync verify your internet connection before any attempt to communicate with the Emdat Server. This is a valuable option if running on a computer with a flaky internet connection.
• Never Check Internet: Check this box to never have InSync verify the internet connection. This option is valuable on computers that have difficulty with the Emdat Internet check function.
• Auto-Send Dictations every: Set for the number of minutes you want InSync to auto-send dictations if they are waiting to be sent.
• Convert WAV Files to: Set for the file format you want WAV files converted to. The Voice-It and Uher recorders use their own format, and are unaffected by this option. MP3 is a slightly larger file, but a higher-quality result than TrueSpeech.

5 The Advanced Options tab on this screen allows you to tweak the behavior of the InSync application. These settings should only be used by System Administrators who have a solid understanding of how these options will alter the function of the program:

• Do Not Send Files from this Station: Checking this option will cause this workstation to upload dictations from a recorder, but not send those dictations to the InSync Server. Dictations uploaded from a recorder will be stored in the designated path, but another installation of InSync (on a different workstation) will be used to convert, encrypt, and upload the dictations.
• Folder for Uploaded Files: Use this option to have InSync store dictations which are uploaded from a recorder in a location other than the InSync default location. This option is primarily used when dictations are being saved in a central location. Another InSync installation on another computer will use the central location to upload files. Normally, this option should be left blank.
• Additional Upload Folder: Use this option to specify an additional path in which to scan for dictation files that should be uploaded.
• Rename files in this folder: Checking this box will cause InSync to uniquely name the files in the Additional Upload Folder, which will guarantee that they will not match a dictation previously uploaded.
• Username for Renamed Files: Dictations uploaded from a configured recorder are usually configured for a specific user. If dictations are uploaded from alternate sources, such as Standard Audio or the Alternate Upload Folder, dictations may not be assigned to a specific user. Normally, InSync will prompt for a user to whom these files can be associated. To bypass this prompt, fill in a username to which these files will always be associated.
• Always Check Internet: Check this box if you want InSync to do an internet check every time it communicates with the server. This is handy when the internet connection on the local computer is flaky or goes down alot, such as a dial-up connection, however it does cause response time in the computer to be a bit slower.
• Never Check Internet: Check this box if you never want InSync to do an internet check when it communicates with the server. This option overrides the 'Always Check Internet' option.
• Minimal Internet Communications: Check this box if you want InSync to communicate over the internet as little as possible. This option will disable all internet checks and auto-upgrade capabilities.
• Never Prompt with Messages: Check this box if you never want InSync to prompt with messages. This is useful on a stand-alone machine used for file transfers. While all messages are not supressed with this option, many messages that come up while the application runs will be handled. Messages occurring during standard operation with user intervention will still display.
• Always Get Dictators from Server: Check this box if you always want the list of dictators to load from the server when Configure Recorder is chosen. Unchecking this box causes the list to load the first time, and the list is reused thereafter.
• Do not get Dictators on Startup: Check this box if you do not want to load the dictator list from the server at startup. Loading of dictators will take place the first time the list is required in the program. Checking this option is useful if you do not regularly need a list of dictators from this machine.
• Enable Multi-Client Interface: Check this option if you want to send dictations for multiple clients.

Once the InSync program is running, it appears as an Icon in the Windows System Tray, located on the right side of the Task Bar.

If you hover over the icon, you will see the Version number of the application, as well as the Client Name that you are logged in as and the machine name of the computer on which you are running. You can access the application menu by clicking (using either mouse button) on the icon. These are the items that appear in the menu:

The Configuration Screen allows you to change the order of the fields and to show or hide the fields based on how your facility uses the system. It also allows you to enter in a length for the patient id. Entering a value will help to move to the next field, and is useful if a barcode reader is used on the system.

To start a new dictation, click the New Dictation button. A Dictation Header window will open.

Once the new dictation is started, you can use the Record button to begin a recording, and you can pause, stop, and play the dictation back.  You can record at any point in the dictation.

There are three buttons on the bottom of the screen to control the recording position of the current dictation. Append Mode is selected by default. It will always add to the end of the current dictation even if the cursor is not positioned there. Insert Mode will allow you to insert into a dictation in progress. Drag the timeline cursor to any position within the in-progress dictation, and click record to begin inserting. As you are recording the timeline will highlight the duration of the inserted recording. Overwrite Mode allows you to replace parts of your dictation. As with Insert Mode, the timeline will highlight the duration of the recording that is being overwritten. Be careful when using Overwrite Mode to avoid erasing important parts of your dictation.

Click on the Show Options button to change how quickly the tracker moves when operating the playback controls.

After finishing a recording, you can start a new one by clicking New Dictation again, or you can stop by clicking Complete.  Once you click Complete, all dictations performed during that session are uploaded to the server.

Configure Recorder

The Configure Recorder option will allow you to configure your Voice-It, Olympus, Philips or Uher recorder for use with the InSync application.  The recorders are configured for a dictator.  For the Voice-It, Olympus and Philips recorders, the configuration option also names the folders on the recorder based on the Document Types that will be recorded and uploads the date and time from the PC.  The date and time are used to identify the Dictation Date for each recording.

When you choose the Configure Recorder option, you will be prompted for a user.

Choose a user and press OK.  If you are configuring a recorder that supports folders, then the Folders window will appear next.

Select the folders you want uploaded to the recorder. For some recorders this screen will also allow you to change the recorder quality. When you are finished, press OK and attach the recorder. The configuration process will take a few seconds.

If there were files on the recorder prior to configuration, then they will be uploaded.  After the configuration, you will be asked if these files should be sent to the Emdat server.