Sunday, September 30, 2007

Creating A Documentation Assembly Line

Designing effective documents and learning how to produce them in an assembly-like pattern (so that they end up looking like customized letters and reports), involves a similar process to the one used by the chef who creates customized omelets for a Sunday hotel brunch. The basic parts of the documents to be created should be engineered in advance so that you can assemble data in a modular style and then add in the frills and embellishments necessary to customize each report you dictate.

The key to success is learning how to organize your thoughts. Most physicians are forced to dictate when they are tired, rushed, or stressed out. As a result, they find it difficult to concentrate while dictating.

Frequently, physicians will dial into a digital dictation system and then hang on the line while they try to find the information they are looking for. Often they will skip back and forth through a patient's chart while looking for pertinent details (and making no sense whatsoever).

You would be shocked to discover how many doctors, after dictating thousands of reports, still cannot think on their feet. Listening to them fumble through the same report they must dictate day after day is embarrassing.

When dictating, you must always remember that the person receiving information from you is only getting aural input. Although that person can see what is on the computer screen in front of him, he cannot read your mind. As a result, you have to act like a seeing-eye dog for the transcriptionist by delivering the proper vocal cues each and every time you transmit information.

Next: Practice Makes Perfect

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