Unresolved Transcription

Description

Documents entitled "Unresolved Transcription" in a patient's chart indicate that a dictation marker has been returned, but the system did not know which note to resolve the transcribed text to. Typically you'll see these under the "Unassigned Chart Items" folder at the bottom of the patient's chart, unless your organization has assigned this document type to a specific folder within Chart Admin. The most common reason this happens is due to the original marker being deleted from the note.

Workflow

When an "Unresolved Transcription" document files into the chart, a Review Unresolved Transcription task is generated by the system and sent to the owner of the original note. Within the task details, it notifies the owner of which marker was not able to be found in the original note when it attempted to file back in. This task should not be ignored or removed by the owner prior to consolidating the orphan dictation to the original note by following the steps below.

Double clicking on the task will navigate to the Unresolved Transcription document, which contains the orphan dictation. From here the transcribed text associated with the marker needs to be consolidated from the Unresolved Transcription document to the original note. The steps below will detail that process.

• In the document viewer, left click and hold from the top to the bottom of the body of text until it is all highlighted in black. It may be necessary to maximize the document viewer window first to view the entire dictation without having to scroll.
• Copy the highlighted text. Since windows right click commands do not currently work in Allscripts Enterprise EHR, hold the CTRL + C keys on your keyboard. This will copy the text you have highlighted.
• Close the document viewer you currently have open for the Unresolved Transcription document.
• Navigate to the original note of the same date of service (the Review Unresolved Transcription task detail will indicate which note type it attempted to file into).
• Right click and Edit the original note once located.
• Paste the copied text into the appropriate location of the note. It is not recommended to paste directly into the accumulator area.
• Sign, finalize and close the original note.
• At this point, "Remove" or "Done" the Review Unresolved Transcription task and don't forget to invalidate the Unresolved Transcription document once the text has been reconciled back into the original note.

Prevention

This can be a cumbersome process for providers or staff to correct, so questions will likely arise as to how to prevent this from happening in the future. Here are a few suggestions:

• Refrain from using the dictation module altogether. Consider a different means to the same end, such as Dragon or a heavier utilization of note forms.
• Be very careful after dictating on a dictation marker within the note. Be certain that the original marker does not get deleted during the remainder of the editing process within the note. Remember that this marker contains all the information you just spoke and for it to resolve successfully on that marker, it must exist within the note for that to happen.
• Make absolutely sure to NOT sign or finalize the note until all the dictation(s) have been returned. This can cause problems not limited to those outlined here. When all dictation marker(s) associated with a note have been resolved, the system will create a "Review Transcription" task, which will navigate the user to the original note with the body of transcribed text present within. Once reviewing this transcribed text for accuracy, only then should the signing & finalization occur.