Voice processing system with editable voice files

A central dictation system includes apparatus for prerecording standard voice files. Users of the system may select one of the prerecorded files. The selected file is copied to a new file, which the user is free to edit. The edited file is assigned to a transcriptionist or is accessible to an authorized listener, in the same manner as a conventional dictation job. The prerecorded standard files may contain, for example, standard radiology reports tailored to each user's preferences. Alternatively, the recorded files may contain questions or prompts that guide users to dictate information required to complete preprinted report forms.

FIELD OF THE INVENTION 
This invention relates to centralized dictation systems and, more 
particularly, to such systems in which voice files are stored in digital 
form. 
BACKGROUND OF THE INVENTION 
Central dictation systems utilizing digital storage of voice files are 
known. An example of such a system is the Digital Express System DX7000, 
sold by Dictaphone Corporation, described in British specification 
2,201,863, published Sept. 7, 1988, and in U.S. Pat. No. 5,163,085; 
application Ser. No. 07/455,889. Such a system is also described in U.S. 
Pat. No. 5,033,077. 
In typical usage of such a system, an author creates a voice file by 
dictating into a dictation terminal. The terminal includes a capability 
for editing the dictated material. That is, the author is able to insert 
new material into the file he is creating or to delete material from the 
file. The terminal also frequently includes a keypad by which the author 
can enter data relating to the voice file. It is well known for such 
system to support use of a standard tone pad telephone as a dictation 
terminal. 
After the author has completed creation of a voice file, the recorded file 
is accessed by a transcriptionist. The file is played back to the 
transcriptionist, who uses a word processor or the like to prepare a text 
or document corresponding to the voice file. 
It is also a known feature of digital dictation systems to permit access to 
recorded dictation files by an authorized listener or listeners. Such a 
listener can review the file before, during or after transcription or in 
lieu of transcription. 
Central dictation systems (sometimes also known as "voice processing 
systems") have proved to be an efficient way for authors to initiate 
creation of documents. However, some authors find that they need to 
produce repetitively very similar documents or to construct documents 
following a prescribed format or to construct documents which contain 
repetitive sections. Examples of such documents are radiology reports, 
police reports, and legal documents. It is known for authors to direct a 
transcriptionist to transcribe a standard prerecorded voice file. 
Nevertheless, it is desired that more flexible and convenient ways be 
found for authors to produce repetitively documents of the types described 
above. 
SUMMARY OF THE INVENTION 
According to the invention, a voice processing systems includes: 
(a) apparatus for prerecording a plurality of voice files; 
(b) apparatus for selecting one of the prerecorded files; 
(c) apparatus for recording a duplicate copy of the selected file; and 
(d) apparatus for editing the recorded duplicate copy. 
According to another aspect of the invention, the system also includes 
apparatus for transmitting the edited copy to a transcriptionist. 
According to a further aspect of the invention, the system also includes 
apparatus for playing back the edited copy to one or more listeners 
simultaneously.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS 
FIG. 1 illustrates in block diagram form the hardware making up a voice 
processing system 10 in accordance with the invention. System 10 includes 
(CPU 12, which may include a conventional microprocessor such as the model 
80386 manufactured by Intel Corporation, Santa Clara, Calif., a direct 
memory access (DMA) chip and working memory in the form of random access 
memory (RAM). CPU 12 is connected to bus 14, which serves to connect CPU 
12 to the other components of system 10. Also connected to bus 14 are disk 
controllers 16 and 18. Disk controller 16 is connected to, and controls, 
fixed disk storage devices 20 and 22 and disk controller 18 is connected 
to, and controls, fixed disk storage devices 24 and 26. Disk controllers 
16 and 18 are conventional devices such as the Model H-SMD 451 available 
from Xylogics Inc., Burlington, Mass., and disk storage devices 20, 22, 24 
and 26 are also conventional and may be, for example, Imprimis/Seagate 8", 
2500 Megabyte, Winchester disk drives available from Imprimis/Seagate 
Corporation, Minneapolis, Minn. 
System 10 also includes a number of terminal interface boards 28 which are 
also connected to bus 14. In a preferred embodiment of system 10 there are 
eight interface boards 28, each including and controlled by a conventional 
microprocessor like the Intel 8086 and a Digital Signal Processing device 
such as the TMS320C10 available from Texas Instruments, Dallas, Tex. and 
each supporting four telephone ports. System 10 therefore supports up to 
32 simultaneous users. 
Also connected to bus 14 is tape controller 30, which is a conventional 
device such as the model 431, QIC-02 multibus tape controller available 
from Xylogics Inc., Burlington, Mass. Tape controller 30 is used to read 
system software and prompts from magnetic tape for storage on one or more 
of disks 20, 22, 24 and 26. 
There is also connected to bus 14 a serial input/output port 34, which 
permits connection of other devices to system 10. The other devices may 
include a conventional personal computer (not shown) which may be used by 
a system supervisor to manage and oversee the operation of system 10. The 
personal computer advantageously includes a printer that may be used to 
print reports of the activity of system 10. 
As is this case with the aforementioned Digital Express System DX7000, 
system 10 is preferably operated so that one copy of each voice files, 
system software file, etc. is on simultaneously stored on two of disk 
storage devices 20, 22, 24 and 26, thereby providing complete storage 
redundancy in the event that one of those storage devices fail. System 10 
also preferably will continue uninterrupted operation upon failure of one 
of those devices. 
It should be noted that the particular hardware configuration just 
described is conventional and not essential to the subject invention. The 
subject invention could be embodied in a large variety of different 
hardware configurations that support digital storage and play back of 
voice files. 
Operation of system 10 includes conventional creation of, and transcription 
of, voice files, which need not be described in detail for a complete 
understanding of the invention. It will be understood that voice files are 
created by authors using dictation terminals (not shown). The terminals 
are connected to system 10 via interfaces 28 and may be conventional 
dictate terminals, tone telephones, or hybrid devices such as the 
Connexions(r) terminal marketed by Dictaphone Corporation, Stratford, 
Conn., and described in U.S. Pat. No. 4,860,339. The terminals could also 
include, for example, a mobile telephone or a radio transceiver of the 
type used by law enforcement agencies. 
After dictation of a voice file is complete, the file is assigned to a 
transcriptionist in a conventional manner as a dictation job or is 
available for listen access by authorized individuals. The 
transcriptionist accesses the file through a conventional transcription 
terminal (not shown) that is connected to a terminal interface 28. As is 
customary, the transcriptionist causes the voice file to be played back by 
system 10 so as to permit transcription of the voice file. 
FIG. 2 is a flow chart which illustrates a software routine whereby, in 
accordance with the invention, standard voice files may be prerecorded and 
stored in system 10. As will be seen, the routine of FIG. 2 permits 
prerecording of two type of files: (a) standard reports; and (b) fill in 
forms. Examples of standard reports include, for a hospital application, a 
radiologist's report of a normal X-ray, such as a "normal chest". Another 
example of a standard report would be, in a law firm, an attorney's letter 
acknowledging receipt of a file from an insurance company. 
Fill in form voice files include a series of oral questions and/or prompts 
which direct an author to dictate responses that will permit a 
transcriptionist to prepare a document or complete a preprinted form. For 
example, in a police department, a fill in form file may be for preparing 
a motor vehicle accident report and therefore may include prompts 
directing a police office to dictate "date of accident", "time of 
accident", "location of accident", "make of vehicle number one", "license 
plate of vehicle number one" "driver of vehicle number one" and so forth. 
As another example, in a sales department a fill in form may be for 
preparing a sales order and therefore may include prompts directing a 
sales representative to dictate "customer name", "customer address", 
"items ordered", etc. Preferably each prompt or question is followed by a 
short pause. 
Returning now to FIG. 2, the routine begins with step 100 at which a user 
logs onto the system. As will be appreciated by those skilled in the art, 
logging on includes entry by the user of an identification code or other 
information that identifies the user as some one who is authorized to use 
the system. It will also be appreciated that, in the case of a terminal 
dedicated to a single user, the identification code can be automatically 
entered upon the user's activation of the terminal, as by removing a 
handset from a cradle. 
In a preferred mode of operation of system 10, prerecording of standard 
files will be restricted to one or a small number of system 
administrators. Accordingly, after log-on (step 100), it is determined 
whether the user is authorized to prerecord (or edit or delete) standard 
report voice files (step 102). If not, it is next determined whether the 
user is authorized to prerecord or edit or delete fill in form voice files 
(step 104). If not, the user is permitted to perform only activities 
available to non-supervisors (step 106) such as creation of conventional 
dictation files, or editing of copies of standard files, as will be 
described later. 
If at step 102, the user is determined to be one who is authorized to 
prerecord standard report files, the user is given the option to prerecord 
such a file. If that option is activated, step 108 follows, at which the 
user enters the identification code identifying the author for whom the 
standard file is being prerecorded, and also a number that identifies the 
kind of standard report to be recorded. For example, as noted above, the 
author i.d. code may identify a certain radiologist who is an authorized 
user of the system and the report number may be the one assigned to a 
report of a "normal chest" x-ray. 
After step 108 is step 110, at which the user prerecords a standard report 
voice file. The recording which occurs at step 110 is of the same type 
that occurs during recording of a conventional dictation file, with the 
customary capabilities for editing the file and for signaling completion 
of the file. Upon completion of the file, the recorded standard report 
file is assigned a file number but is not made available for assignment to 
a transcriptionist, as would be the case for a conventional dictation 
file. Instead, system 10 updates a table which stores the locations of all 
standard report files (step 112). A schematic illustration of such a table 
is shown in FIG. 3. It will be noted that table 150 includes columns 152, 
154 and 156, which correspond respectively to "Author I.D.", "Standard 
Report No." and "System File No." Thus, at step 112 the file number 
assigned to the standard report just recorded is listed in column 156. In 
the same row, the author i.d. number and report number entered at step 108 
are respectively inserted in columns 152 and 154. As will be seen, those 
two numbers and table 150 will be used to access the prerecorded standard 
report. 
Returning now to step 104, if it is determined at that step that the user 
is authorized to prerecord fill in form files, the user is given the 
option to prerecord such a file. If that option is activated, step 114 
follows, at which the user enters the form number by which the form is to 
be identified. 
After step 114 is step 116, at which the user prerecords the fill in form. 
As was the case in step 110, the recording proceeds as for a conventional 
dictation file, and on completion the file is not assigned for 
transcription. Rather, step 118 follows, at which the system file number 
assigned to the fill in form is inserted in a table (indicated by 
reference character 160, FIG. 4). Table 160 is seen to have columns 162 
and 164 corresponding respectively to "Fill In Form No." and "System File 
No." It will be understood that the system file number assigned at the 
completion of step 116 is placed in column 164 and the form number entered 
at step 114 is placed in the same row but in column 162. Table 160 and the 
form number will be used to access the prerecorded fill in form. 
Summarizing then what has just been described, on completion of step 112 or 
118, as the case may be, prerecorded standard voice file has been stored 
on at least one of disks 20, 22, 24 and 26 and a standard file access 
table has been updated to include an entry corresponding to the file just 
recorded. 
As will be appreciated by those skilled in the art, system administrators 
will be able to delete or edit prerecorded standard files in accordance 
with procedures similar to those just described for prerecording files. 
The procedures for editing and deleting the prerecorded files will be well 
understood in light of the description of FIGS. 2-4 and need not be 
described in detail. 
Accessing and copying of prerecorded standard files, and editing of the 
copies, will now be described with reference to FIGS. 5-A and 5-B. 
The routine of FIGS. 5-A and 5-B begins with log on (step 200), which 
includes entry of the user's identification number. Following step 200 is 
step 202 at which the user enters, preferably in response to prompts, 
information relating to the file that the user wishes to create. Entry of 
that information may be accomplished by actuating keys of a terminal's key 
pad, by scanning a bar code with a scanning device (such as that described 
in above mentioned U.S. Pat. No. 5,033,077) or by other conventional 
means. The entered information is typically in the form of a series of 
digits and may include, in a typical operating environment such as a 
hospital, a subject number (which may be a patient identification number 
or a medical record number), a department number (representing, e.g., 
radiology or internal medicine), and a work type. The work type is 
typically a code of three digits or longer representing, for example, a 
report of a medical history, or a physical examination, or a operative or 
postoperative report. As will be seen, in accordance with the invention, 
the work type may instead indicate the user desires to access a 
prerecorded standard report or fill in form. 
In a preferred mode of operating system 10, a unique five digit worktype is 
associated with each variety of standard report and, except for worktypes 
associated with standard reports, all other work types are three digits. 
Thus at step 204, which follows step 202, the system determines whether 
the worktype entered at step 202 exceeded three digits in length. If so, 
the system recognizes that access to a standard report is being requested. 
Step 206 therefore follows, at which the system accesses the table 150, 
and uses the user i.d. entered at step 200 and the worktype entered at 
step 202 (which worktype is a standard report number) to determine the 
file number assigned to the requested prerecorded standard report. There 
follows next step 208, at which the system opens a new file, to which a 
new system file number is assigned, and then copies the contents of the 
requested standard report file into the new file. The system then proceeds 
to step 210, at which it plays back the new (i.e. copy) file from the 
beginning while permitting the user to edit the copy file in the same 
manner as if the user had just dictated the file. 
All of the customary functions applicable to a conventional dictation file 
are applicable to the copy file. These functions include recording, 
inserting, deleting, rewinding, fast forwarding, or moving to a particular 
point within the file. 
After the user has made any desired insertions or deletions to the copy 
file, the user signals completion in the same manner as for conventional 
dictation. The copy file is then stored, processed and assigned to, and 
played back by, a transcriptionist in the same manner as a conventional 
dictation job (step 212). It will be seen, then that a prerecorded 
standard report file has been selected and copied, the copy edited and the 
edited copy transmitted to a transcriptionist. 
An advantage of the standard report voice file as described in connection 
with FIGS. 2, 3, 4, 5-A and 5-B is that each author may have conveniently 
available his or her own customized version of a standard report. For 
example, it is to be expected that every radiologist who works in a 
hospital will frequently have occasion to prepare a report of a normal 
chest x-ray. However, each may have his or her own preferred way of 
describing a "normal chest." This is easily accommodated in system 10 by 
assigning a 5 digit worktype, say `59111` to the "normal chest" standard 
report and then arranging for the system supervisor to record for each 
author his or her preferred wording for a "normal chest". As will by now 
be clear, each author may then access his or her particular "normal chest" 
standard report file simply by logging on and then entering `59111`. 
Reference to FIG. 3 will indicate that if the author identified by code 
1234 enters `59111` as a work type, system file number 57 will be 
accessed, copied and the copy made available for editing. Similarly the 
author having i.d. code 9696 would access system file number 706 by 
entering `59111` as a worktype. 
It will be appreciated that an author's standard report may include pauses 
in which may be inserted information such a patient's name, age, sex 
and/or patient number. It should also be noted that an author is free 
during step 210 (FIG. 5-A) to add or delete information as desired. For 
example, a "normal chest" report may readily be amended to add a 
description of a minor abnormality. 
In an alternative embodiment of system 10, a default or "house" standard 
report could be automatically accessible by entry of a 5-digit worktype if 
the user has not previously had prerecorded his or her own custom report 
corresponding to that work type. One way in which this could be done is 
for system 10 to access a second standard report table if a search of 
table 150 provided no listing that matched both the user's i.d. and the 
entered worktype. The second table would consist of two columns--one for 
standard report numbers and the other for the system file numbers of 
corresponding prerecorded house standard reports. It will be appreciated 
that the second table would be used to access the prerecorded house 
report, which would then be copied and the copy made available for 
editing, etc., as described before. 
In another alternative embodiment of system 10, two or more authors may 
share the same custom standard report. This could be implemented by 
appropriate editing of table 150. Assume, for example, that a second 
author wishes to share a first author's prerecorded "normal chest" report, 
to which worktype `59111` has been assigned. In one possible approach to 
this embodiment, the supervisor's session described in connection with 
steps 108-112 of FIG. 2 is modified so that after step 108 (entry of 
second author's i.d. and `59111`) the supervisor is allowed to select a 
report sharing option, and then to input the first author's i.d. to select 
the report to be shared. Step 110 would then be omitted and at step 112 a 
new entry would be made consisting of the second author's i.d., report 
number (59111) and the same system file number as is listed for the first 
author's "normal chest." 
It should be noted that both of the report sharing and house report 
features above described could be included in a single alternative 
embodiment. 
Returning now to FIGS. 5-A and 5-B, accessing, copying and editing of fill 
in forms will be discussed. 
If at step 204 it was determined that the worktype did not exceed three 
digits in length, step 214 follows. At step 214 it is determined whether 
the worktype is one that has been assigned to a fill in form. If not, 
conventional creation and editing of a dictation file follows (step 216). 
Otherwise, step 218 follows, at which the system accesses table 160, and 
uses the worktype (which by assumption is a fill in form number) to 
determine the file number assigned to the requested prerecorded fill in 
form. There follows step 220, at which the system opens a new file, to 
which a new system file number is assigned, and then copies the contents 
of the requested fill in form file into the new file. The system then 
proceeds to step 222, at which it plays back the new (i.e. copy) file from 
the beginning while permitting the user to edit the copy file in the same 
manner as if the file had just been dictated. 
As previously discussed, each prerecorded form contains a series of 
questions or prompts that lead the user to insert the appropriate 
information. Preferably there is a short pause following each question or 
prompt. In an alternative embodiment of system 10, the fill in form file 
includes after each question or prompt a special code that suspends 
playback of the copy file until the user takes some action (such as 
inserting information) that causes playback to resume. In still another 
alternative embodiment of system 10, the fill in form file includes after 
each question or prompt a code that suspends playback of the copy file for 
10 seconds or until the user takes some action. In any event, users 
trained in completing fill in forms understand that the questions and 
prompts are not to be deleted, since the questions and prompts will be 
used by transcriptionist as a guide to inserting the added information at 
appropriate places in the form or document to be prepared by the 
transcriptionist. 
In a preferred application of system 10 several fill in forms may be 
chained together to form a complex report. For example, in a law 
enforcement environment, a single accident report may include several 
"vehicle" forms, one for each vehicle involved in the accident, and also 
several "victim" forms. System 10 therefore supports a command that allows 
a user, upon completion of a fill in form, to append another fill in form. 
Thus, following step 222, there is a step 224 at which it is determined 
whether an "append" command has been entered. If not, step 212 follows, at 
which, as before, the completed job is transmitted for transcription. 
Otherwise, the user is prompted to enter the worktype (step 226) for the 
next fill in form (which may be the same as the form just completed), and 
the routine again cycles through steps 218, 220, 222 and 224. In this way, 
the user may chain together as many fill-in forms as desired, subject only 
to the recording capacity of system 10. When at step 224 the user 
completes a fill in form without appending a further form, all the 
completed copy files that have been chained together are assigned to a 
transcriptionist as a single dictation job. 
Reference was previously made to use of a Connexions(R) terminal with 
system 10. A top view of such a terminal is shown in FIG. 6-A. The 
terminal, denoted by reference numeral 250, is described in above-cited 
U.S. Pat. No. 4,860,339 and so need not be described in detail here. 
Terminal 250 includes a programmable key section 260, of which an enlarged 
view is provided in FIG. 6-B. Advantageously, some of the keys of section 
260 are programmed so as to facilitate accessing of fill in forms. For 
example, as shown in FIG. 6-B, the legend "EXPRESS FORMS" is associated 
with key 262, and the legends "PERSONAL INJURY", "THEFT", "MOTOR VEHICLE" 
and "DRUG RELATED" are respectively associated with keys 264, 266, 268 and 
270. It will be understood that keys 262, 264, 266, 268 and 270 are 
programmed so that depressing key 262 followed by, for instance key 264, 
automatically causes terminal 250 to transmit to system 10 data required 
for the user to log on and request access to a fill in form for reporting 
a personal injury. Similarly, depressing key 262 followed by one of keys 
266, 268, 270 allows automatic access to the respective forms represented 
by those keys. 
In an alternative mode of operating system 10, generation of standard 
reports in hard copy is facilitated by linking system 10 to a management 
information system or a word processing system (either of which shall 
hereinafter be referred to as a "document generation system"). The 
document generation system stores standard reports in text form. If the 
user does not wish to edit or modify that standard report, the document 
generation system can automatically generate the hard copy upon the user's 
accessing of the corresponding voice file, entering identifying data (such 
as a patient's i.d. code) and then entering an appropriate code. The 
modification of a standard report is also easily accomplished by a 
transcriptionist who accesses the corresponding text file and edits it in 
accordance with changes made by the author on the copy voice file. 
As is known to those skilled in the art, an advantage of conventional 
digital voice processing systems is that several listeners may 
simultaneous access, and listen to, the same voice file. As noted above, 
simultaneous use of system 10 by up to 32 users is provided for. Such use 
may include access to prerecorded voice files for the purpose copying and 
then editing the copy files. Thus the hardware and software routines 
previously described allow multiple users to simultaneously access, and 
edit respective copies of, a single prerecorded file. Multiple users may 
also simultaneously access, and edit respective copies of, different 
prerecorded files. Assuming that multiple system administrators have been 
authorized, system 10 also allows the administrators to simultaneously 
prerecord different standard report and/or fill in form files. 
In a preferred embodiment of system 10, a user is permitted to speed up (or 
slow down) the rate of playback of a voice file by appropriate action of 
controls on a dictation terminal. A method of time scale modification that 
provides for nondistorted playback of voice files at various selected 
rates is described in U.S. patent application Ser. No. 07/673,042, filed 
Mar. 21, 1991, entitled "Time Scale Modification of Speech Signals" and 
assigned to the assignee of this application. The disclosure of said 
application Ser. No. 07/673,042 is incorporated herein by reference. The 
speeding up of playback is particularly useful in the editing of a fill in 
form copy file, as a user who is familiar with the fill in form can 
rapidly advance from one pause between questions to the next. The speed-up 
feature is similarly useful in allowing rapid review and/or editing of a 
standard report copy file. 
While the invention has been disclosed and described with reference to a 
limited number of embodiments, it is apparent that variations and 
modifications may be made therein and it is therefore intended in the 
following claims to cover each such variation and modification as falls 
within the true spirit and scope of the invention.