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What ‘Due Diligence’ should you do?
The following should be asked before undertaking a Voice/Speech Recognition Project:
- Is this technology right for me?
- Am I a good dictator and am I organized?
- Who do I know that’s using speech recognition?
- What has been their experience?
- What’s the best way to expose the technology to my practice?
- Am I the best proponent -- or do I have to enlist 100% approval by all in the practice?
- What vendors specialize in my medical discipline and do they have extensive references?
- Have I talked to a few of those references?
Once the above has been done by the advocate or a delegated party in the practice or organization, then we recommend a Pilot Program for One Practioneer be initiated. Some of the steps or procedures to consider prior to commencing the Pilot Program are as follows:
Consulting Engagement Checklist
Engagement Statement of Work
- Provide a detailed definition of the Project’s Goals and Objectives.
- Describe the desired work flow of the organization’s desired visit chart/notes system.
- What is the desired output of the new system -- physician letter, chart/note text, insurance co. Letter, etc?
- Please provide a standardized series of templates that have been mutually discussed and approved within the department/organization.
- Will it be desireable to dictate directly into third party software -- like an HIS or LIS system? If so, what is this software?
Department Organization
- Can you please provide an organization chart of the departments to use speech recognition software?
- Please state who will be the initial users that will receive training on the Pilot Program.
- Who will be the interested parties -- support staff, management, Information Systems, etc?
- How many different medical disciplines are utilized by your organization?
Technical & Training Considerations
- Have your people reviewed the @Backup service described in our proposal? Is it acceptable?
- Please identify on your user’s shared drive on the network all previous dictated text, letters and documents.
- Will you please set up an orientation meeting for all proposed users and interested parties on the first day of the engagement.
- All user PC hardware should meet the following specifications:
Desktop PC
- Intel Pentium 4 or AMD Athlon 1.70GHz, 512MB PC2133 DDR-SDRAM
- 60GB Hard Drive, 24X CD-RW, 32MB AGP Video Card, Integrated Intel 10/100 Network Capability
- 56K Built-in Modem, Sound Blaster PCI 16 Bit Sound Card, External Speakers
- Windows 2000 or Windows XP Professional OS, 3 Year Warranty, No Home Edition
- MS Office 2000 or Office XP Small Business Office Suite, No MS Works
Notebook PC
- Intel Pentium 4 or AMD Athlon 1.20GHz, 512MB PC2133 DDR-SDRAM
- 40GB Hard Drive, 24X CD-RW, 32MB AGP Video, Integrated Intel 10/100 Network Capability
- 56K Built-in Modem, Sound Blaster compatible integrated sound chip, External Speakers
- Windows 2000 or Windows XP Professional OS, No Home Edition, 3 Year Warranty
- MS Office 2000 or Office XP Small Business Office Suite, No MS Works
- Weight less than 4.5lbs (not mandatory), 15" LCD Screen size, wireless capability and a smart card (security card slot)
- Acer Travelmate notebooks seem to be the only notebooks which approach these specs
Additional Considerations
- 400W uninterruptable power supply with power isolation
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General Consulting Engagement Checklist
Admittance
- Where should the consultants/trainers park?
- What are the nearest hotels/motels that you recommend?
- Will the consultants/trainers require a parking sticker?
- Will an ID badge be required for admittance into any areas?
- Will a restroom key or pass be needed to use any employee facilities?
- Are there any employee facilities where the consultants/trainers will not be admitted?
- If you have an onsite cafeteria, is a cafeteria pass required?
- Are restaurants or other eateries within walking distance to the work site? If not, how far away are they?
Accommodations
- Will the consultants/trainers have a workspace or a temporary office during their stay?
- Is the workspace in a busy or noisy area?
- What type and size are the available meeting rooms?
- How, or through whom, can meeting space be scheduled?
- Can the consultants/trainers use any storage space at your site? If so, how large is the space?
Technical considerations
- How long will it take to gain network access?
- Will your LAN or WAN be affected by the consultants/trainers engaged at your site?
- Who should be contacted if they experience technical difficulties with computer equipment?
- An initial project kickoff meeting needs to be scheduled the morning of the first day - attendees should be all direct parties as well as interested support individuals.
Brass tacks and other sundry matters
- What types of copy and fax machines are available, and where are they located? Do other employees use these machines, and if so when does the heaviest use occur?
- Are charge codes necessary for any office machines?
- Where can consultants get basic office equipment like pens, pencils, staplers, and tape?
- Who should consultants contact if they can’t locate the appropriate supplies? Where is the nearest office supply center?
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Voice: 413-732-7321 -- Fax: 413-732-1616 -- e-mail: ken_fetterhoff@wfsco.com
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