Digital Dictation Software: Case Study

The results of a brand-new customer audit have clearly illustrated how the implementation of Lexacom’s digital dictation software can transform the efficiency and immediacy of the workflow in a GP practice.

The Robert Darbishire Practice in Rusholme, Manchester switched to Lexacom’s digital dictation system late last year after growing increasingly frustrated with its existing analogue dictation system.

After allowing a suitable bedding in period for the software, the practice then measured the time it took for dictations to be sent by the GPs and then processed by the secretaries at the practice.

This was then compared to data that was gathered prior to the digital switch over when the practice was using its previous analogue dictation system. Both snapshots of data were taken during a two-month period.

The results have shown beyond all doubt that Lexacom’s medical digital dictation software transforms the speed with which information can be processed in the practice.

Thanks to Lexacom’s software, the average time taken to complete an appointment and then submit a dictation has improved by a massive 48%.

Similarly, the average time that it takes to complete an appointment and then process the transcription has improved by 36%, while the time taken from submitting a dictation to processing the transcription has improved by 26%.

The Results

Before Lexacom’s Digital Dictation Software

Average time from appointment to submission of dictation: 2.1 days

Average time from appointment to transcription: 4.4 days

Average time from dictation to transcription: 2.3 days

After Lexacom

Average time from appointment to submission of dictation: 1.1 days

Average time from appointment to transcription: 2.8 days

Average time from dictation to transcription: 1.7 days

The audit results clearly show that where Lexacom’s digital dictation software is installed, the GPs submit their dictations much quicker than before and are not tempted to batch their letters – something that is common when using an analogue dictation system. It also shows a significant reduction in the time before the practice secretary transcribes a letter.

Dr Antoinette Hadida, one of the GPs at the Robert Darbishire Practice, said: “Lexacom works beautifully. It’s always there on the desktop of my computer and there’s no need to hunt around for tapes or a machine. It’s extremely easy to use and required minimal training.”

Sue Daly, the Secretarial Team Leader, said: “The Lexacom software has shown itself to be very user friendly and it’s very comforting to have clear visibility of your workload so that it can be managed accordingly.

“When we were using the analogue system, we couldn’t always be sure what was on the tapes and where it had been recorded. But with Lexacom the recordings are clearly labeled and can be retrieved very easily.”

Lexacom Managing Director, Dr Andrew Whiteley, was pleased with the results of the audit and said they presented a compelling case for change.

“In an age where budgets are tight and basic efficiencies have to be maximised inside the practice, it’s surprising that there are still so many practices that are continuing to battle with analogue dictation technology.

“The results of this latest audit show that digital technology relieves a lot of the pressures inside the practice when it comes to workflow management.”