Patients Tab

Use the Patients tab to view the daily appointment schedule, open appointment details, and record dictations.

By default, this tab is named Patients. The account administrator can change this label to something more appropriate to the client.

The eSOne mobile app supports outpatient and inpatient schedules. By default, the app opens to schedule (outpatient) mode. The mode can be changed in Filters settings. This section of the user guide will focus on the outpatient schedule mode. See Inpatient Workflow for more information about inpatient mode.

Filter and Sort the Schedule

Filters

To change the schedule mode and filter the schedule, tap to open the Filters page. Tap the desired mode and/or filter and tap Done at the top of the Filters page to save changes.

Mode

If the client supports both inpatient and outpatient workflows, users can switch between them by tapping the desired mode. For more information regarding the inpatient workflow within the mobile app, please see Inpatient Workflow. The following information in this section assumes an outpatient workflow is being used.

Resources

Schedule resources are used to assign patient appointments or encounters to specific clinicians or groups of clinicians. If a clinician belongs to multiple resource groups they can filter their appointment list to only display the selected resources.

Dictation Status

Users can minimize the number of appointments displayed on the schedule by filtering the list based on the dictation status. Statuses available for filtering are:

Dictation from another source - appointments with a dictation uploaded from a different mobile device or dictation source (InSync, InTouch, ShadowLink, etc.), or uploaded from this device but no longer stored on this device. Dictations uploaded from other devices or apps cannot be played from this device.
Dictation uploading - appointments with an uploading dictation from this device.
Dictation completed - appointments with a completed dictation from this device.
Hidden - appointments that have been marked as hidden.

On-hold dictations cannot be filtered from the schedule.

Sorting

One sort option can be applied to reorder the schedule based on user preference. The schedule can be sorted ascending (oldest to newest dates or A to Z) or descending (newest to oldest or Z to A). Tap the desired sort order (ascending or descending), then tap the sort option to sort the schedule based on:

Appointment Time - appointments will be ordered based on the time of the appointment (earliest to latest), then by dictation status in the following order: No Dictation, On-hold, Uploading, Completed, Dictation from another device).
Patient Full Name - appointments will be ordered alphabetically by the patients' full names (if the first names match then the middle initial and/or last names will be used to further order them).
Patient Last Name - appointments will be ordered alphabetically by the patients' last names, but will still appear in "First name Last name" format in the schedule list.
Patient First Name - appointments will be ordered alphabetically by the patients' first names.
Dictation Status - When sorted ascending, patients will be sorted first by dictation status (Dictation on Hold, Upload Complete, Dictation Not on Device) then by patient name.

Schedule

Outpatient appointments appear on the schedule based on the schedule resource code assigned to the user and appointment records. Appointments will only appear in the schedule if the client is providing eSOne a data feed. If a data feed is not provided, users can create new dictations and optionally input a patient identifier.

The schedule displays the appointment time above each patient appointment. Each appointment includes the patient name, patient ID, and a multi-use text field, the contents of which are dependent on client setup, but often include the appointment reason or provider name. An additional custom encounter field can be added from the Settings tab.

The schedule loads the current date or the last date viewed if the prior session was not on the current date. To view the prior or next day’s schedule, press the left or right arrow buttons.

To navigate to a specific date, tap the date in the center of the screen to open the calendar. Choose the desired date in the displayed month, or tap the Month Year text to change the selected month and/or year. Tap the blue Month Year text again to select the date from the calendar and return to the schedule. To jump to today's date, tap the date to open the calendar view, then tap Today.

Swipe the schedule down to refresh the list. Note that this only works when the view is already scrolled to the top.

Tap an appointment to open the Record screen and view patient and appointment details as well as recording controls.

Dictation Status

An appointment may have one of several status icons and color coding to indicate the dictation status for that appointment.

The appointment has a dictation that has been started but not yet uploaded.

The appointment has a dictation that is currently uploading.

The appointment has a recorded dictation and has been successfully uploaded.

The appointment has been recorded and uploaded from another device.

The appointment has been hidden from the appointment list.

Note

An appointment without a dictation will not have an icon next to it.

Incomplete Dictations

A reminder will be presented when navigating to the Patients tab if there is at least one started dictation 3 or more days old (based on appointment date) that has not yet been uploaded. This reminder will only be presented once per day.

Tap Ignore to continue to the schedule as normal, or tap Show to open the schedule to the date of the oldest started dictation.

Tap (Earliest Started Dictation) at the top of the schedule list to open the calendar to the earliest date with a started dictation that has not yet been uploaded.

Dictating from the Schedule and Search

Selecting an appointment from the schedule opens the Record screen with all available patient and appointment details and dictations controls. If the desired patient cannot be easily found in the schedule list or does not appear on the schedule, a patient or appointment search can be performed.

Patient and Appointment Search

Tap the Search button to search for an appointment already on the schedule list or to add the patient/appointment to the schedule that may not have previously appeared.

The Search dialog will open and prompt for Patient ID, Patient Name, and/or Account Number. The search field labels are customizable per client and may not match what is shown here. Patient and appointment records can only be searched if eSOne receives a data feed from the client.

Enter one or more search criteria. The Patient ID and Account Number must be full matches and the Patient Name can be a partial match of the first or last name. Tap the search key in the on-screen keyboard or to submit the search.

Search results will appear in two tabs: Appointments and Patients. Tap the desired patient or appointment to add the patient/appointment to the schedule and open the record screen.

Choosing an appointment from the Appointments tab will place it on the schedule at the designated date and time, including all associated appointment details.

Choosing a patient from the Patients tab will add that patient to the schedule, setting the appointment date to the current date and time. The appointment date and time can be changed if needed.

To return to the schedule without selecting a search result, tap the < icon.

Dictating Without an Appointment

To create a new dictation without selecting a scheduled appointment, tap the Patients tab then the Add button . Depending on the client setup, the document type selected can change the demographic fields presented and also determine which patient identifier field is editable: Patient ID, Account Number, or Order Number. Tap the patient identifier field to enter data. If the patient identifier matches with an existing patient the name, ID, gender, age, and DOB will populate in the dark blue header area.

The appointment date will populate with the date that was loaded in the schedule, along with the current time stamp. Editable fields appear with a blue border and include the patient identifier, Document Type, Location, and Appointment Date and Time fields. Tap the Document Type or Location field to open a selection list. Tap the Appointment Date field to open the date picker. The Templates tab is available for reference. The History tab will populate with any prior transcriptions related to that patient.

Note

The process to create a new dictation for an inpatient encounter is different. Please see Inpatient Workflow for more information.

The Record Screen

The Record screen can be accessed from the Patients tab by selecting a patient/appointment or pressing the Add button.

The Record screen opens to the Template sub-tab by default, unless changed in Settings tab > Record Screen. If an appointment that already has an uploaded dictation from the same device is opened, the Record screen will open to the History sub-tab.

The top header section of the Record screen contains basic patient information, including the patient name, Patient ID, gender, birth date, and age. When a new dictation is created and a patient identifier has not been entered, the header information will display "New dictation" instead of a patient name. The screen has three tabs: Templates, Information, and History.

Templates Tab

The Templates tab displays Document and Dictation templates to be referenced during dictation. To view the full text of a template, tap the arrow to expand the list of available templates then tap the desired template. A document type must be selected in the Info tab to view the document template.

Info Tab

The Info tab contains information about the patient and appointment, divided into five sections.

Document Type - Allows user to edit the document type associated with this dictation. Tap on the field and make a selection from the provided list to add or change the document type. This field is highlighted in yellow when a selection has not been made and is required prior to uploading the dictation.

Location - Allows user to edit the location associated with this dictation. The facility scheduling software or EMR can also set the location for an appointment. This location will appear by default but can be changed. Tap on the field and make a selection from the provided list to add or change the location. This field is highlighted in yellow when a selection has not been made and is required prior to uploading the dictation.

Only the document type and location can be edited for dictations created from an appointment in the appointment list.

Tip

Use the Settings tab to set default and favorite document types and locations. See Settings Tab for details.

Demographic Information - Displays patient information. The user cannot edit these fields for an existing appointment.

Appointment - Displays any additional information about this appointment. The user can make changes to Appointment Date and Time for new dictations, but not for appointments selected in the Patients tab.

Confirmation Information - Displays the Receipt Code and Transcription ID for this dictation. If more than one dictation has been uploaded for this appointment on this device, the most recent confirmation information will be displayed. eScription One Mobile fills in the Receipt Code and TID fields after uploading the dictation; these fields cannot be changed by the user.

Orders Tab

For document types that support the orders workflow, orders can be viewed and selected prior to dictation upload. This functionality ensures orders are associated correctly during dictation and reduces the need to attach orders after upload.

The Orders tab displays a list of available orders with the following information for each order:

Order Number
Date Observed
Order Status
Order Description
Ordering Physician

Tapping an order opens additional order details for review:

Item Code
Account Number
Order Status

The orders list and details panel have a checkbox. Tapping the checkbox selects or deselects the order for attachment to the dictation. Orders checked (selected) at the time of upload will be associated with the dictation.

Orders may be preselected based on the method used to create the dictation. See Preselected Orders for more information.

Preselected orders can be deselected, and other available orders can be selected as needed prior to upload. Order selections remain editable until the note is uploaded.

Selecting Multiple Orders

Multiple orders can be selected for a single note. The same selection rules apply as in InQuiry:

Only orders associated with the same appointment can be selected together, or
Orders that are not linked to an appointment can be selected together

Orders associated with different appointments cannot be selected on the same dictation. If an order from a different appointment is selected, any previously selected orders will be deselected automatically.

Preselected Orders

When dictating on an appointment from the schedule, orders linked to that appointment will be preselected automatically.

Orders can also be accessed when working outside the schedule, but the available orders and pre-selection will be determined by the method used to create the dictation:

A patient is selected from the Patients sub-tab after performing a search.
- All orders linked to the patient will be listed.
- No orders will be preselected.
An appointment is selected from the Appointments sub-tab after performing a search.
- All orders linked to the same appointment or not linked to an appointment will be listed.
- Orders linked to the selected appointment will be preselected.
An ad-hoc dictation is created using the Add button.
- All orders linked to the patient will be listed.
- The orders preselected will depend on the patient identifier entered (Patient ID, Account Number, or Order Number, depending on document type configuration).
  - Patient ID - No orders will be preselected.
  - Account Number - All orders linked to the appointment associated with the Account Number will be preselected.
  - Order Number - The order matching the entered Order Number will be preselected.

Finalize the order selection by checking the boxes to attach orders or unchecking them to exclude orders.

Viewing Orders After Upload

After upload, the Orders tab only displays the orders that were selected at the time of upload. Orders cannot be modified after upload.

History Tab

Tap the History tab to display existing transcriptions that have the same Patient ID as the current patient. These transcriptions are available for reference while dictating, but cannot be edited from this screen.

Prior transcriptions are identified by document type, dictating clinician, and appointment date. Tap the desired appointment to view details, which are broken into two tabs: Information and Transcription.

The Information tab includes the following sections and corresponding data.

Please note that eSOne’s Patient Display functionality has been extended within the mobile app to the patient history tab when recording a dictation. Patient Displays allow administrators to customize which fields are displayed based on a transcription’s selected document type.

If configured, users will see different displays when viewing the information section on the patient history tab when recording a dictation.

If a document type includes read-only fields, these fields will appear on the screen in a light gray color and cannot be edited. The app will also check for required fields when saving or completing transcriptions. If one or more required fields is not filled out, a message appears indicating which ones. Names of required fields appear in red text.

At this time, Patient Displays only support the required fields setting for user fields.

Note

Please be aware that certain fields will always appear regardless of the document type, and some newer fields are not currently available for the mobile app and will not display.

Default fields:

Document Type - Displays the document type assigned to the transcription.
Location - Displays the location assigned to the transcription.
Demographic Information - Displays patient information.
Appointment - Displays appointment details.
Dictation Information - Displays Transcription ID, Date Dictated, and the dictating Clinician.
Comments - Displays comments and comment tags on the transcription, if the user is granted permission to view comments.
Signatures - Lists signatures on the transcription and date signed (no date appears if the transcription has not yet been signed).
Associates - Lists all copied associates on the transcription.

The Transcription tab displays the transcription text.

To return to the list of prior transcriptions, tap the back arrow in the upper left corner of the screen.

Recording Controls

The recording and audio controls appear at the bottom of the Record screen of all three tabs. There is a progress bar and buttons for Record, Play, Rewind, and Fast Forward. Tap the Record button (red microphone) to begin recording; the record button will then become a Pause button. Tap the Pause button to pause recording; recording can be resumed by tapping the record button again.

The active recording device (microphone) is displayed at the bottom of the screen. If multiple Bluetooth devices are connected, the recording device can be changed. Tap the device name to open the list, then tap the desired device. The selected device will be remembered as the preferred device and will be used for subsequent dictations, if still connected.

When a Bluetooth device is connected or the connection is lost during dictation, recording will automatically pause and a notification will be displayed. Close the notification, verify the desired device is selected, then press Record to resume dictating.

Tap the Play button to play back the dictation. The selected recording device will also be used for playback if the device supports audio output. Use the Rewind and Fast Forward buttons to navigate within the location of the dictation in increments of 5 seconds per button press. Alternatively, the dictation slider can be used to navigate to the desired dictation location.

Underneath the Record button, the Progress Bar shows which part of the dictation is currently playing or being recorded. The slider can be dragged to play different parts of the dictation or to insert or overwrite the dictation where desired.

The STAT button is to the left of the record button. STAT can be toggled on and off at any time prior to uploading the dictation. When a red circle with an exclamation mark appears next to the word 'Stat', the dictation is marked STAT.

Note

Marking a dictation as STAT may increase the price for the transcription.

The current recording mode is displayed to the right of the Record button. Tapping the record mode opens a menu and allows the mode to be changed to one of the following options:

Append (the default mode) - Adds new dictation at the end of the existing dictation regardless of where the dictation playback is.
Overwrite - Allows the user to replace dictation from the selected playback position with new dictation.
Insert - Adds additional dictation by inserting new dictation at the playback position.

Recording must be paused to change the record mode. The last used recording mode will automatically apply to the following dictation.

The Voice Detection bar replaces the progress bar while recording, showing the level of sound detected. The higher the volume of the dictation received, the further the colors progress from red to green. The Silence Detection option can be enabled in the Settings tab; recording will automatically be paused if continuous silence is detected for the set number of seconds while recording.

The Upload button submits a dictation for transcription. Uploaded dictations cannot be edited in the eScription One mobile app. This button only appears after a dictation has been started.

The back arrow, located in the top left corner of the record screen, allows the user to Save the dictation and return to the Patients tab without uploading the dictation. Saved dictations can be reopened, changed, and uploaded. If the user leaves dictations on the device for longer than three days without uploading, eScription One Mobile displays a reminder.

The Menu button also appears in the upper right corner after recording has started. Tapping the Menu button opens a menu with the following option:

Delete Audio - Deletes the dictation file. eScription One Mobile displays a warning screen to confirm removal of the dictation. An appointment from an uploaded schedule will remain on the Patients tab after the dictation has been automatically removed. Deleting audio on a new dictation removes the appointment from the schedule.

If a dictation has not been started, the option Hide Appointment appears in the menu. This option removes the appointment from the Patients tab. To view the appointment again, add Hidden Appointments to the status filter in the Patients tab (the appointment will be marked with the hidden appointment icon). Opening the hidden appointment and tapping the menu button will give the option to unhide the appointment.

Note

The options available from the Menu button change depending on the status of the dictation.

New Dictation: If it is necessary to create an additional transcription for an appointment, return to the Patients tab and select the appointment.

Press the Menu button and select 'New Dictation'. Select Document Type and Location, then record normally.

Press the Upload button and eScription One Mobile will prompt for the dictation type:

Append - Attach this transcription to the end of the prior transcription.
Prepend - Attach the new transcription to the beginning of the prior transcription.
Upload as New Dictation - Upload this dictation as a standalone transcription. This transcription will not be attached to any prior transcriptions.

Uploading Dictations

Once a dictation is recorded, it must be uploaded to be processed. To upload a dictation, ensure the device has a stable internet or Wi-Fi connection and tap the Upload button.

If the network or Wi-Fi connection is lost during the upload process, the upload will pause automatically. Once the connection is restored, the upload will resume from where it left off, ensuring the dictation is successfully delivered without requiring any manual intervention.

For best results, it is recommended to upload dictations when connected to a reliable Wi-Fi network to prevent interruptions and ensure timely processing.