Guide For Dictating

Preparation

Machine/ Computer (Winscribe):

• Check that it is recording properly before you dictate.
• Check the volume.
• Check any faults with the Secretary.

Material:

• Prepare the material to be dictated before you switch the machine on.
• Have your papers in the correct order.

Instructions:

• Give these instructions at the beginning:
  • Your name
  • Approximate length of document
  • Number of copies and who they are for
  • Letterhead, i.e., Clinical School, CDHB

Content:

• Check whether there is a departmental template.
• Include details of all those who should receive copies of the document.
• Make sure you include the correct details of the patient and health professionals, patient medicines, and follow up arrangements.

Dictation

Speech:

• Speak clearly.
• Dictate in an area free from background noise.
• Do not cough or splutter into the microphone.

Spelling:

• Spell any words that may be unknown to the secretary.

Punctuation:

• Dictate punctuation (full stop, comma, new paragraph, etc.) to make sure the reader gets the correct meaning.

Names:

• Names should be spelt, using the phonetic alphabet, e.g., '"P" for Peter'.

Corrections:

• Rewind to the right place and re-record.

End:

• Say when your dictation has ended.

Note: Try to be concise and accurate. This requires careful preparation and thought before you dictate.

Topic Code: 10747