Creating Dictation and Submitting for Transcription

There are three primary methods for creating a dictation file: use your telephone (cellular or otherwise), using any standard dictation device (digital or analog) or via a computer with our dictation software Speakeasy .  Each method has its benefits and each will produce a SpeakWrite compatible dictation.

Dictate By Phone:

You may dictate by telephone directly into the SpeakWrite system using our toll free dictation number 800 YOUDICTATE (968-3428) within the United States; (512) 342-8792 from anywhere in the world.  You simply dial the dictation number, follow the recorded instructions, and dictate into the phone as you would if you were talking to someone.  If you are unfamiliar with traditional dictation, just think of it as if you are leaving a voicemail for a friend. You may use your telephone keypad to perform normal dictation functions (such as rewind, stop, etc.). 

SpeakWrite lets you use any touch-tone phone as a standard dictation device.  You can use the keypad buttons to control dictation functions as follows.  [While you are in "Record" or "Playback" mode, it is important to note that you must press '5' (pause) prior to using any other function.] When the '5' key has been pressed and the dictation has been placed on pause, the job will submit automatically for transcription after 15 minutes of inactivity.

When you are done, simply hang up the phone and your job will be sent directly to the next available transcriptionist to be typed.

You may also "save" your work for later input, or save it to later add Faxed materials. To "save" a job you have already started, simply press the # key, then follow the instructions for "save". At this time, be sure to listen to, note and write down the job number as you will need this to later retrieve this job.  As an added convenience, you will additionally be sent an email with this partial job information as well.  To retrieve this job at a later time for additional input, dial into the toll-free dictation number, but follow the instructions to "retrieve an existing job", then enter the job number of this previously saved job and continue with your dictation where you last left off.

If you would like to create multiple jobs, without placing multiple calls, just press the "#" key when you have finished dictating.  Listen to the automated voice prompts that will then give you the option of submitting the job for typing and beginning a new job.

Dictate Using a Digital Dictation Device:

With digital recording devices, you may dictate your work as you normally would, creating a digital file.  Acceptable file types are as follows:

• WMA files
• WAV files (must be PCM or Microsoft ADPCM format - we suggest "Telephone Quality" files [click here])
• MP3 files
• Olympus DSS files
• Adobe Acrobat (PDF) files
• RealAudio (RA or RM) files
• Sony (DVF or MSV) files
• ZIP files which can contain multiple files and any combinations of the above

Simply record these files as you normally would, and then save them onto your computer's hard drive.  You may then submit them in one of three ways:

Website upload:

Access to your SpeakWrite "Log In" page (www.speak-write.com/login), click on "Send Your File" and follow the instructions to upload your digital dictation file to us.

E-Mail:

You may e-mail your digital dictation file by simply attaching a SpeakWrite accepted audio file to an e-mail addressed to submit@speak-write.com.  Please be sure to include the ten digit account number in the subject line and Send, and your job will be submitted.  [Please note: include only the account number in the subject line or your job will not be submitted for typing. Also it is important to note that our mail server has a size limitation of 12MB. You may need to check for any size restrictions on the mail server that you are using.  If you have problems uploading larger files, please contact our customer support.]

Dictate Using a Mini-Cassette Recorder:

With SpeakWrite you are also able to compile your dictation using a mini-cassette recorder.  Simply record your dictation using this device as you always have and then play this recorded tape into the system for typing.

When you are ready to submit your recorded tapes to us you may do it one of two ways:

1. Play your recorded tapes

By using a simple and inexpensive adapter cable from RadioShack.  This cable connects your dictation device to any telephone, allowing you to call our toll free dictation number (800) YOU DICTATE (968-3428), follow the automated instructions, then press "play" on the dictation device when you hear the tone.

Click here for more instructions on using this method

2. Mail Recorded Tapes

You can mail in your recorded tapes.  Many customers have existing, recorded micro or standard cassette tapes to submit to us for transcription, but would rather not use their staff and resources to input these tapes into our system. In these instances you can physically deliver these recorded cassettes to us. We will then upload these tapes into our system for transcription for you.

Be sure to erase all previously recorded tapes completely before recording any new dictation in order to avoid having old work transcribed by mistake or jeopardizing the quality of the newly recorded material.

Upload Via FTP:

If you are a high volume user, we offer the capability to upload your jobs to us using FTP (file transfer protocol).  If you are interested in learning about this method of job transmittal, please contact customer support at (800) 828-3889

Dictate Using Our Speakeasy Software:

We have designed a software that allows you to dictate directly into your computer, then submit that dictated material for transcription via the Internet.  Speakeasy is not voice recognition software, it is simply another means by which you may transfer your spoken word to our typists for transcription.  You may use the Speakeasy software to record your voice using any standard microphone.  The software also allows you to pause, rewind, playback and fast forward within your audio, save a copy of the audio to your computer, and submit the dictation for typing when you are ready.

Submitting your work:

To submit your work via Speakeasy you simply click the "Submit for Transcription" button and your audio is sent to us to be typed without tying up your telephone line.  To download our free Speakeasy software, simply go to your "Log In" page and follow a few simple instructions.

To learn more about Speakeasy and see a sample interface, click here.

Send Us Your Fax Documents:

If you have existing handwritten documents, or hard copies that you need in digital format, just submit them to our system and our typists will transcribe them as a Word or WordPerfect document.

Submitting your work:

To fax in a document to be typed you may;

Call the dictation line (800) 968-3428 from your fax phone and follow the instructions there to submit a fax.

OR

If your fax machine does not have telephone capability, you may print out our DIRECT FAX COVERSHEET, write your account number in the blank, and fax it to the number on that coversheet.