PowerScribe One AutoText best practices

When creating AutoText

Follow these naming conventions to ensure that the speech software can accurately distinguish AutoText from regular dictation.

Naming conventions

  • Use at least two syllables.
  • Use lowercase, except for acronyms. Example: CT chest
  • Do not use punctuation or symbols in the AutoText name.
  • Keep the name short, natural, and easy to say without a pause.
    Example: Instead of CT abdomen pelvis with and without contrast ,use CT abdomen pelvis with without
  • Ensure AutoText names are distinct from each other and from commonly dictated phrases to improve speech recognition accuracy.

Modality, anatomy, and laterality naming

Use anatomy followed by laterality when applicable:

  • knee left (preferred)
  • left knee (avoid)

This approach groups related AutoText entries together in the AutoText pane:

  • knee bilateral
  • knee left
  • knee right

For modality-based grouping, use a consistent modality acronym:

  • US abdomen (or ultrasound abdomen)
  • US chest (or ultrasound chest)
  • US pelvis (or ultrasound pelvis)

PowerScribe lists AutoText alphabetically in the AutoText pane based on the naming convention.

Setting categories and using defaults

A default AutoText is automatically invoked for a specific procedure.

Best practices

  • Always associate a default AutoText with at least one procedure code.
  • Additional categorization can be applied even when only a single procedure code is set.
  • This ensures the default AutoText appears only when the report matches that procedure.
  • Always consider both defaulting and categorization when configuring Site AutoText.

Example use cases

  • Addendum
    Make an AutoText a default only for addendums.
  • Report
    Make an AutoText a default for original reports.
  • None
    Use for AutoText that should not be defaulted but may include relevant procedure codes.

Using defaults and categories improves efficiency and reduces repetitive, non-productive actions during dictation.

Additional category considerations

Age

  • Set Lower and Upper age limits (in years), if applicable.
  • AutoText is available only when the patient’s age falls within the specified range.

Sex

  • Select Male or Female, if applicable.
  • AutoText is available only during dictation for patients of the selected sex.
  • If not set, AutoText is available for all reports.

Patient class

  • Set a patient class, if applicable, to further control AutoText availability.

Classifying AutoText by Type

PowerScribe One introduces structured AutoText types to improve report standardization, promote content reuse, and optimize speech recognition.

Template

  • Provides the outline for an entire report.
  • Typically inserted automatically into a newly created report (default AutoText).
  • Contains structured sections such as findings, measurements, and impression.

Macro

  • Short statements or phrases invoked by voice during dictation.
  • Can be used across multiple report types.
  • Classify as a Macro when:
    • Voice-invoked
    • Spoken without pause
  • Macro types are voice-enabled regardless of categorization.

Module

  • Specialized content nested within a Template.
  • Can be reused across multiple Templates.
  • Accessible only in the AutoText Manager.
  • Not available directly during report creation.

Using Merge Fields and Pick List fill-in fields

Merge Fields

Use Merge Fields to automatically populate patient or exam information, such as:

  • Sex
  • Age
  • Reason for study

This eliminates the need for manual entry or dictation.

Pick Lists

Pick Lists present selectable options in the Navigation pane under Fields.

Best practices

  • Use Pick Lists for repetitive diagnostic statements or phrases.
  • Always define a spoken label for each choice.
    Examples: annual, 6 months, severe, moderate, consent.
  • Keep labels short, clear, and easy to say.
  • Ensure the label also describes the choice for easier recognition.
  • Use lowercase, unless the label includes an acronym.
  • Avoid creating labels for single-word insertions (such as laterality), as these can be dictated directly.

System health and AutoText maintenance

For optimal usability, follow the three Cs:

  • Choose
    Identify and search AutoText by type: Template, Macro, or Module.
  • Categorize
    Associate AutoText with relevant procedure codes whenever possible.
  • Clean up
    Remove AutoText entries that are no longer needed.