Our document management system integrates your system & beyond to ensure digital patient accounts & medical records are readily accessible.

Don’t get stuck in the gap between systems and software.

Even though it feels like a day and age where everyone has a smartphone and purchases are delivered via drone, somehow our health care system still lags behind. From single practitioners to multi-hospital systems, paper and pen are still the old standby.

And that wouldn’t be so badafter all, paper is reliable and can’t be hackedbut it’s slow. Staffers spend hours scratching out notes by hand, deciphering someone else’s handwriting (physicians we’re looking at you!), scanning in copies, or sending faxes.

With the ever increasing cost of healthcare and diminishing returns from insurance companies, the cost of manual labor to perform tasks like these can quickly become astronomical—especially if factored in over a large hospital or multi-physician practice. 

The second hurdle, once we’re past the pencil and paper stage, is the good old point-and-click EHR.

How much time is spent during a patient visit, hunched over your laptop, poking away at minutiae instead of actually listening to the patient? Let’s factor into this equation that a large number of practicing physicians were trained before the days of laptops, tablets, and a stylus. It’s nowhere close to being a natural action for them to peck away when they were trained to dictate notes or take them by hand. The point-and-click was created from a place of good intentions, but the reality leaves a lot to be desired.

And then we move on to voice recognition technology.

If you want a good laugh, visit the Voice Recognition Error blog.  Though to the best of my knowledge, our software is NOT listed among their bloopers, probably due to our 98% accuracy rate. Our computer-assisted technology actually learns your natural speech patterns, increasing that accuracy level even more. But that aside, the number of physicians who sit behind their desk well after office hours are over editing their patient notes is another waste of resources and a leading factor in physician burnout.

So how does a medical practice, no matter its size, make up for these lost hours?


Automate your document workflow.

Here’s how our document management system works:

Document Management by OneVoice

Create simple, easy to use forms that work for you.

No one enjoys complex forms. We’ve made document management as fast & painless as possible.

You choose the font (size & style too) and other formatting options.

Insert your logo into the header for a sleek, professional look that’s practically effortless.

For patient information capture, we provide fully-customizable demographic forms. Track name, account number, medical record number, etc.

The system manager controls field placement, prompts, field lengths, formats, lookups, and more. Set fields to required or optional. Fields requiring codes (e.g. doctor codes) can be assigned look up tables. Transcriptionists can later search by doctor name to find the correct code.

Simple & easy.


Flexible options for report distributions.

Please, no more horror stories about spending seven hours every day on the fax machine. OneVoice’s document management solutions will have you off fax duty and enjoying your life before you know it!

Print to any local or network printer. Auto-fax or auto-email. Interface to other systems, print to a current patient’s location or enable batch printing. The possibilities are endless.

And easy …

Or combine distribution options as the default for a specific report type.

For example:

Bob the transcriptionist types a report. That report needs to be copied then faxed to Dr. Jones. There’s no need for Bob to manually print out the report, carry it to the copier, wait for a fax machine to be free, fax his report over to Dr. Jones, and then deal with filing his original paper copy. Bob’s spent how long carrying around this piece of paper when he could have been doing countless other tasks? Bob (our transcriptionist) can add his report to OneVoice’s default distribution list and have the entire sequence automated. Dr. Jones receives his faxed copy. And all it took from Bob was a few keystrokes.

Trust us; Bob is much happier.


Utilize batch printing.

Batch printing allows reports to be printed in a batch by any sort sequence. Plus, detail logs can be printed showing which reports were printed in that particular batch.

Or print out time-consuming yet menial tasks like letters, envelopes, and labels.


Keep a detailed library of billing & invoicing reports.

OneVoice keeps detailed logs of all transcription activity, so you don’t have to.

The organizational hierarchy is developed to meet your document management needs. Organize management reporting of productivity and statistics by transcriptionist site, report type, doctor, or more. OneVoice automatically tallies character, line, and report counts, and payroll amounts.

The system manager can print either detail or summarized reports covering a customized period. Plus, each transcriptionist can view or print a detailed report of their statistics. If the customer requires billing reports, OneVoice™ has an extensive library of billing and invoicing reports suitable for sending to clients.

If a customer requires a billing report, choose from OneVoice’s extensive library of billing and invoicing reports. Finding one suitable for your client’s needs has never been easier.


Utilize document security features.

Security features to control access to reports and which functions users are allowed. The system manager can restrict users to specific accounts (sites). Specific report types can also be limited to certain level users.


Achieve group goals with our turnaround time reports.

Each report type can be assigned a turnaround goal.

For example:

Report A’s goal for the first quarter is a turnaround time of four hours. The system manager accesses OneVoice’s document management system. Out of 100 reports in the first quarter, fifty-eight reports were processed in under four hours and met the goal making the A’s success rate 58% percent. For the second the quarter, the new goal is to increase the turnaround time report to 65% of Report A’s turnaround times occurring in under four hours.


Our review process guarantees quality.

Flexible character and line count calculations allow different methods for determining productivity in transcriptionists and customer billing.

Transcriptionists can be flagged as “under review” for quality assurance. Reports held for review are not distributed until a supervisor reexamines them. OneVoice has a powerful Review & QA module for viewing, correcting, and distributing reports held for review.

The remote review option allows reports to be reviewed by users who work from home.


A powerful search engine speeds up the report recovery process.

Our powerful search feature allows you to find reports using any criteria. Included are searches for specific words or phrases within the report’s body. Plus, once you find and retrieve the report you’re looking for, easily select and send it out for distribution, batch printing, or editing.


Track incomplete reports.

Incomplete report tracking prevents distribution if your report is missing parts of its dictation or has incomplete demographics.


Ensure your data.

We keep your event history on each report. If you need to resolve problems or if questions arise later, the data is there.

Hey, it’s our job …

If your system is based on a web server, your status information can be viewed by a web browser that shows the current status of the system. Information displayed includes reports typed today, reports in review, reports typed for each site, reports typed by each transcriptionist, status of each interface, and much more.


OneVoice’s complete line of interfacing options meets the needs of hospitals and transcription service companies.


Demographic (A/D/T) inbound interfacing via HL7 or custom formats allows demographic fields to be filled in automatically.

It seems simple but this small time saver drastically helps speed up data entry and eliminates errors.


Orders inbound interfacing via HL7 or custom formats for transcription of ancillary reports (e.g. Radiology, Cardiology, etc.)

Report outbound interfacing via HL7 or custom formats to other hospital systems.

Our dictation system interfaces to a third party dictation system.

Again, small ways speed up your data entry and reduce errors.

HL7 transactions can be sent and received via socket-to-socket or a common file server directory.

No “interface engine” required.


Reduce paperwork and smooth the flow of information through your medical system with OneVoice’s use of electronic signatures either from the host site or via the Internet.


An electronic signature can be set up by form type and by the provider.

Only those providers who want to sign electronically can be set up to do so.


If the provider is authorized, electronic signatures allow for the editing of reports.

Also, if authorized, providers can sign for other providers in their group.


Your complete audit trail of reports is electronically signed and edited within our document management system.

Even better?

Providers can sign from their office or home using their web browser. All you have to do is access the OneVoice web portal.



OneVoice’s remote server option provided at your location.

In some cases, transcription service companies may have customers who prefer to handle report printing and minor edits themselves.


The remote server handles all of the interfacing requirements, but it also acts as a file server.

If the users at the remote location need to access OneVoice reports, they’re right there … on the customer’s own server.


The remote server is kept in-sync with our host system.

The remote server maintains a replica of our host system’s database. Any time changes are made to the host database, those same changes are replicated across all remote locations.

Via the Internet, files are sent/received from the host site to the remote site. All files are sent via FTP after being encrypted with 128-bit encryption.


Users can search, view, print, and interface reports from the remote server.

Even faxing can be done via the remote server.

If you need batch printing, we can arrange set up at the remote location. Reports can be printed in any sort order.

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