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FAQs About NovuScript™ File Services

Does NovuScript automatically log out?

Yes, after 60 minutes of inactivity, you will be logged out and returned to the Home Page. You should make it a habit to log out of NovuScript whenever you are going to be away from your computer or from NovuScript. This prevents anyone from sitting down at your computer and accessing your confidential files.

How long will it take to upload a file?

Times vary depending on your connection speed and the amount of bandwidth. As you begin downloading files, you will begin to get a sense of download times. In most cases, upload speeds are slower, as most cable and DSL connections restrict upload speeds to a fraction of download speeds.

Why does the download file show a different file name?

The File Save dialog may show a file name different from the one shown in the list. This is normal. Once the download begins, you will see the correct file name is used for the actual file saved on your computer.

What are "Review Privileges?"

Reviewing a file is an optional step, provided for you if you choose to have a particular file reviewed or checked by another Staff User. You should give a reviewing Staff User "Review Privileges" to allow them extended capabilities. To edit your current Staff User privileges, click on "Users" in your Status Bar at the top of the page. Click on the Staff User name link you wish to edit, and update the information on the right side of the page on the "Edit User" form. To give your Staff User "Review Privileges," check "Yes" for the question "Permitted to Review and Assign Files?"

How can I see all of my files?

An easy way to search for all files is to search by "Creation Date." Search "Before" a date in the future. If you wish to view deleted files as well, make sure to check the "Deleted" checkbox.

What is the Activity Log?

The Activity Log shows all activity for the given file, including when the file was assigned, downloaded, uploaded, reviewed, released, transcribed, or deleted.

What happens to deleted files?

When a file is deleted, the file contents or data are erased, but the file record is retained in order to meet HIPPA auditing guidelines. Once you delete a file, no one can recover the actual file contents, but the record of its existence remains.

What are "Staff Notes?"

Staff Notes are a way of communicating with your staff regarding a particular file. These notes are NOT seen by your Client.

What are "Client Notes?"

One way to communicate with your Client regarding a particular file is to include "Client Notes" when uploading your file. These notes will be kept with the file record and can be viewed on the File Detail page or by holding the mouse over the "Notes" icon.

What are "Providers?"

"Providers" are to whomever you provide transcription services. For example, The Family Clinic is your "Client" and Drs. Jones, Smith and Wright are your "Providers." Drs. Jones, Smith and Wright upload dictation files for you to transcribe. They are your "Providers."

What if a Provider leaves?

If a Provider leaves, no future files will be uploaded for that person, but their record will remain in the NovuScript application. If a Provider leaves and is replaced, it is NOT a good idea to simply replace the name of the new Provider for that of the old one, as files linked to the old Provider would now be linked to the new Provider for auditing purposes.

How do I add new Users?

Click on "Users" in you Status Bar at the top of the page. Complete the information on the "Add A New User" form. Select the type of user (Staff, or Client). When you add a Staff User, you are required to approve immediate payment for the User based on a prorated fee. This fee is based on the remaining time of your current renewal period and the type of plan you are on. When you add a Client User select "Client" under "Type" and choose a "Provider" from the pull-down menu. Remember, you are NOT charged for Client Users. Once you have completed the form, click "Add New User."

How are passwords given to the "Users?"

The Administrator will need to convey the password to the Client and Staff User. For security reasons, passwords are NOT emailed to the User.

How do I add Clients?

To add a Client, click on the "Clients" link in the Status Bar at the top of your page. Complete the "Add A New Client" form on the right side of your page, and click "Add Client." Remember, you are NOT charged for Clients.

How do I add "Providers?"

To add a Provider, click "Clients" in you Status Bar at the top of your page. Under "Current Clients," click on the Client Name link. Under Providers, enter a New Provider and click "Update Providers."

How do I assign dictation files?

If there are files which need to be assigned to a transcriptionist, click on the link "Assign New Dictation Files" from your Desktop page. Select the checkbox "Assign?" and choose a transcriptionist from the "Assign To" pull-down menu. The click "Assign Files" to submit your request. If you wish to "Auto-Assign" files to a transcriptionist, choose "Clients" from the Status Bar and then click the Client Name. Under the Providers section, click the "Assign Providers" link. Listed are your Providers. Choose a transcriptionist from the "Assigned Transcription" pull-down menu and check "Auto-Assign?" Any dictation uploaded from that Provider will be available to the selected transcriptionist.

How do I release transcription files?

If you need to release transcription files, click on "Release/Review New Transcription Files" from your Desktop page. From the "Action" pull-down menu choose "Release." Click "Process Files" to submit your request.

Can I change the sort order?

Yes. The default sort order of a new file search is in reverse chronological order based on Creation Date and Time. You can re-sort your search results by clicking the "Up Arrow" (for an ascending sort, 0-9/A-Z), or the "Down Arrow" (for a descending sort, Z-A/9-0). When sorting by "Type," the list will be displayed according to the basic workflow: New, Assigned, Downloaded, Transcribed, Released, and Deleted. A "Descending" sort (the "Down Arrow") will reverse this order.

How do I update the file status?

From the "File Details" page, on the "Update File" form, you can select whether the file has been Fully Transcribed, Reviewed and Released. Or, you can Re-Assign the file to another transcriptionist.